Academic Records Manager
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POST DATE 2/23/2020
END DATE 3/8/2020
University of California - Los Angeles
Los Angeles, CA
JOB DESCRIPTIONJOB SUMMARY
ADMINISTRATIVE ANALYST SUPERVISOR NON EXEMPT
Academic Records Manager
$23.04 - $45.54 hourly
5715-UNEX-STUDENT AND ALUMNI SERVICES
Department Website URL:
Job Summary Statement:
Reporting to the UCLA Extension Registrar, the Academic Records Manager plays a critical role in the daily oversight of the Office of the Registrar in the Department of Student and Alumni Services. In the absence of the Registrar, the Academic Records Manager holds full proxy authority for all Registrar-related decisions, including but not limited to exceptions to governing enrollment policies.
The Academic Records Manager supervises 1 FTE Admin Specialist, 1 FTE Academic Records Specialist (Admin II), and part-time student workers who perform diverse functions in an environment using sophisticated payment and student systems with mandatory reporting and internal control requirements. Coordinator is responsible for assigning daily work priorities; managing performance metrics, quality, and productivity; and measuring staff performance against established business goals and guidelines.
Primary responsibilities include overseeing the following Academic Records team functions: audits of certificate-candidate requirements; posting and production of approximately 6,000 certificates and awards of completion annually; fulfillment of official transcript requests (including electronic fulfillment via Parchment); review of Special Petition requests and decisions; and verifying UCLA Extension certificate completions for UCLA Alumni Association membership.
Other responsibilities include assisting Registrar in the management of grading and recordkeeping functions; serving as Registrar backup on record and grading audits to ensure integrity of student records; maintaining Professional Continuing Education (PCE) unit records and responding to PCE audit requests; managing transmission of data to the National Student Loan Clearinghouse; supporting the Registrar in creating and auditing tuition discounts and assisting the Registrar with annual and quarterly budget and statistical reporting.
Percentage of Time:
QUALIFICATIONS FOR POSITION
1. Genuine commitment to servant/connective leadership and helping to develop the next level of leadership within the Cashier Office.
2. Strict adherence to the Federal Educational Rights and Privacy Act (FERPA) and other federal, state, and University laws/policies regarding the dissemination of information from students' records.
3. Comprehensive knowledge/interpretation of UCLA and Extension academic and administrative policies and practices, including Payment Card Industry (PCI) standards.
4. Keen understanding of student data required for National Clearinghouse, PACRAO, and other reports.
5. Ability to honor confidentiality and handle confidential/sensitive matters with discretion and tact.
6. Excellent interpersonal, written, and verbal communication skills to ensure direct, effective, respectful, and cooperative interactions with diverse groups of people, including students, instructors, senior-level administrators, staff, campus department personnel, and the public.
7. Demonstrated analytical skills to interpret data, identify trends, and anticipate impacts of proposals on policy and practices.
8. Demonstrated ability to advise, facilitate, problem solve, and to work effectively and diplomatically under time pressures, frequent interruptions, and distractions in a fast-paced environment.
9. Deep knowledge of personnel management (hiring and supervision) at the managerial level; make hiring decisions, conduct performance appraisals and counseling/coaching sessions, and implement corrective actions. Experience supervising employees represented by a Bargaining Unit.
10. Mastery of UCLA Extension Certificate Program policy including Definitions, Scholarship Standards, and Curriculum Rules; Certificate Types and Design policy; and rules and interfaces for the Certificate Audit screen of the Transcript System.
Can be trained
11. Thorough working knowledge of student record controls and procedures to effectively manage records with high security, low risk and high accountability and control. Working knowledge of security and compliance requirements.
12. Working knowledge of regulatory standards required for the administration of Professional Continuing Education Units.
13. Keen ability to find, manipulate, and interpret student data; exceptional Excel skills.
14. Ability to balance responsibility to students/colleagues with responsibility to University and governing laws and policies.
15. Demonstrated ability to take a proactive approach when reviewing student data and records, e.g., identifying analyses that would be productive, attending to discrepancies or problems, and recommending ways of evaluating and comparing data.
16. Demonstrated experience using service technology accelerators such as live chat platforms, CRM systems, student information systems, Contact Center Solutions, and electronic credentialing systems.
Can be trained
17. Minimum of 3 to 5 years of progressively responsible, related professional experience in college/academic records/registration, preferably in a Registrar's Office or closely related setting.
18. Advanced degree in higher education/student affairs is preferred or an equivalent combination of relevant education and work experience.
ADDITIONAL POSTING INFORMATION
External Posting Date:
Quicklink To Posting:
Number of Positions:
SPECIAL EMPLOYMENT DESIGNATIONS/ REQUIREMENTS PER UC POLICY
Conflict of Interest:
Continued employment contingent upon completion of satisfactory background investigation.
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf
Please be advised that the final candidate recommended for hire into a critical (or otherwise designated) position will be required to successfully complete a background investigation. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
UCLA is a Tobacco-Free environment. For more information, please view the policy at Tobacco-Free Campus Policy https://ccle.ucla.edu/course/view/UCLA_tobacco_free_task_force