Enrollment and Records Adviser

Please note: In-person position with some hybrid options available in the future, subject to supervisor approval and dependent on operational needs at the time.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 03-13-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of the Registrar maintains an accurate academic record for each student who enrolls at the University of California, Santa Cruz, and provides timely, accurate and responsive services to students, faculty, staff and the public. We support student retention and graduation by educating and coaching students through the complexities of University policy and procedures. We enable successful progress toward students' dreams of advanced education and professional opportunities.

Areas of responsibility include: contributions to policy development and implementation; participation with the Academic Senate's Committee on Educational Policy (CEP), Committee on Courses of Instruction (CCI) and Graduate Council (GC) in curriculum, course and program approval; academic advising and degree audit support; functional processing oversight of the Academic Information System (AIS) and other systems including Curriculum Approval and Tracking (CAT), Coursedog for classroom and event scheduling; classroom scheduling and advocacy for renovations; enrollment and fee assessment; grading and transcripts; graduation and diplomas; maintenance of student academic record integrity; preservation of permanent student academic records; enrollment reporting and data analysis; protecting the privacy of student academic records; certification of veteran student education benefits; and determination of legal residence for fee purposes.

More information can be found at: https://registrar.ucsc.edu

JOB SUMMARY

Under the supervision of the Senior Adviser, the Enrollment and Records Adviser works on Registrar operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. The incumbent understands the implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments. The Enrollment and Records Adviser provides student specific information in a timely manner about enrollment, grades, and other pertinent student record information. The incumbent processes various enrollment, graduation, and other records related requests. The incumbent processes, files, and maintains transcripts and other student records and applies professional Registrar student service based concepts to student record functions. The incumbent also provides information and enforcement of institutional, state, and federal policies, procedures and regulations. Receives direction regarding more complex programs.

APPOINTMENT INFORMATION

Budgeted Salary: $61,345.44 - $65,563.20/Annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus (hybrid possibility in future; see note above)

Union Representation: SV Union

Job Code Classification: REGISTRAR SPEC 2 SV (005136)

Travel: Never or Rarely

JOB DUTIES

20% - Enrollment

• Primary enrollment responsibilities include supporting quarterly adds and issues with parameters (enrollment appointments, prerequisites, restrictions, capacity, etc.), drops, class exchanges, wait lists, enrollments for new students attending summer orientation, class withdrawals, enrollment holds, enrollment certifications and student status, change of name, official part-time program, residence status for fee purposes, student leave of absence, and withdrawal from the university.
• Acts as liaison with National Student Clearinghouse to verify enrollment and degree completion and resolves any discrepancies with data submissions.
• Coordinates adviser activities: responses to Registrar's Office email account and weekly telephone staffing schedule.
• Assists students with virtual advising.

20% - Records Maintance

• Resolves enrollment and grading discrepancies and coordinates updates and corrections to student records: for example, careers, programs, courses, grades, grade repeats, graduation, notations, honors, exceptions from the Academic Senate Committees on Educational Policy (CEP) and Committee on Courses of Instruction (CCI)).
• Reviews student academic history data regularly, detecting problems and following through with timely manual or automated updates.
• Rebuilds records in the Academic Information System (AIS) for readmits and others not in AIS.
• Oversees the student files and the electronic transcripts that do not reside in AIS. This includes planning and providing for discarding, retention and storage of records, as appropriate.

20% - Transcripts

• Coordinates processing and completion of regular transcript requests (with and without evaluations).
• Acts as liaison with vendor processing transcript requests.
• Tracks delivery status in response to questions.
• Processes refunds.
• Whenever possible, accommodates requests for special service.
• Maintains inventory of security paper and other supplies.

15% - Graduation

• Processes graduation requirements and works with colleges and academic departments: updating AIS to show receipt of transcripts from other institutions, initiating numerous electronic communications with student degree candidates, managing preliminary and final graduation lists including honors status, evaluating graduation checkouts and following up on outstanding requirements, verifying completion of degree requirements, and posting degrees.

15% - Evaluations

• Processes student (performance) evaluations received from faculty, updating and moving files to import them into the Evaluations system.
• Reviews class schedule data imported from AIS each term.
• Regularly identifies and resolves discrepancies, including problems with format and lack of consistency with AIS data.
• Reviews production data, outstanding evaluation data and timeliness data to manage volume and assure quality control.
• Monitors email account and weekly telephone staffing schedule.

10% - Support Services

• Supports the Assistant Registrar in training and supporting the Registrar's Office Intern and Student Assistants.
• Performs notary services for student records.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Knowledge in administrative procedures.
• Knowledge of common University-specific computer application programs and productivity software, with processes including word processing, spreadsheet and database applications.
• Knowledge of University policies, processes, and procedures and of Federal and California laws pertaining to the privacy rights of students and access to student information.
• Knowledge of policies, regulations, and practices with student records services.
• Experience using complex databases.
• Excellent verbal communication and active listening skills.
• Excellent customer service orientation skills.
• Great written communication skills.
• Demonstrated problem identification and critical thinking skills.
• Demonstrated interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Demonstrated organizational and multitasking skills with the ability to prioritize work and meet deadlines.
• Ability to work with people from diverse cultures and apply working knowledge of policies to individual situations in a diverse learning community.

PREFERRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).
• Knowledge of Oracle/PeopleSoft Campus Solutions system, as well as other student-based computing environments.
• Knowledge of languages other than English, both written and oral.
• Demonstrated experience working with veteran, international; Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ); African American; Indigenous American; undocumented; and/or disabled student populations.
• Ability to establish and maintain cooperative relationships with campus departments.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule including evenings and weekends.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.