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Assistant Registrar (7583U), Berkeley Law - 64611

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

UC Berkeley's School of Law is one of the nation's great centers for legal education, ever exploring and pushing new intellectual boundaries while tackling urgent, real-world issues. The law school is also known for its vibrant and engaged community of students and scholars who are committed to providing leadership and making a difference on problems of local, national and global import. Currently ranked among the top law schools in the country, the School of Law has ambitious development goals as it looks to continue producing leaders in law, government, and society.

The Student Services unit is responsible for providing front-line information and guidance to the public regarding services performed within the Office of the Registrar and throughout the entire law school. These services include providing deadline information; responding to requests for student and alumni status, degree and attendance information; maintaining academic records; registering and enrolling students; and working with complicated systems.

The Registrar's Office is responsible for timely, accurate processing of academic transcripts. The Office also maintains accurate accounts of the academic histories of every student who attended Berkeley Law. Responsibilities include performance of handling petitions, processing letter requests, and assisting with data collection for degree checks. The Office is also charged with enforcing and implementing Federal and state laws regarding student and alumni information, as well as University, Faculty, and Berkeley Campus regulations and policies regarding the maintenance of student and alumni records, verification of student status, and issuance of official transcripts. The Office is responsible for handling confidential information with consistently high levels of security, in compliance with FERPA, Federal and state laws, and University and Law School regulations and policies.

This position has primary front-line responsibility for providing information, assistance, and advising to the entire campus population and general public regarding student enrollment and registration, student records, transcripts, and other services provided by the Office of the Registrar. To function effectively, this position must stay abreast of law school and campus policies and deadlines, Faculty regulations and procedures, Office of the Registrar practices, the academic record, and internal regulations and policies. The person in this position must maintain a broad, general knowledge of the law school in order to provide accurate information to a diverse constituency. The person in this position must adhere to Federal and state laws and University policies regarding privacy of student records, and exercise sound judgment when dealing with the public and sharing information that is highly scrutinized, complex and sensitive. However, the pandemic precipitated numerous changes in the way our office functions. It pushed our office to implement electronic student files using Perceptive Content, move all of our paper forms to DocuSign, and to rely on Parchment to encrypt and provide our students with electronic transcripts that are pulled from Campus Solutions. The Assistant Registrar has been essential in the evolution of our use of these systems and ensured that these systems connect and share data. This role now sets up complex forms within DocuSign that route directly into our e-files, which requires collaborating with our main campus partners and testing forms. The Assistant Registrar sets up and implements changes to make the forms more efficient. This position also works very closely with our electronic transcript vendor, Parchment, testing their new interface and working to improve the student experience. When transcripts stop running or encounter problems, the Assistant Registrar troubleshoots and works with Parchment to get the RoboReg back online and running. Due to the implementation of these databases, it created new processes and responsibilities that the Assistant Registrar now oversees.

Application Review Date

The First Review Date for this job is: March 6, 2024

Responsibilities

Systems Support:

• Applies technical expertise and business analysis concepts to identify, evaluate, define and maintain complex systems scope and objectives with an understanding of applicable business practices, processes, systems and industry standards to meet end-user needs.
• Provides technical support of moderate scope and complexity on applications such as DocuSign forms, Parchment's student electronic transcript platform, and Perceptive electronic files by working with IT to identify and address bugs and system failures.
• Creates complex specifications for systems to meet end-user requirements.
• Identifies issues and patterns, explores and recommends possible solutions.
• Conducts post-implementation analysis to determine the need for further enhancements, finer distinctions and/or additional process/policy components.
• Gathers, analyzes, prepares and summarizes business and user needs, documenting requirements and revising existing system and process logic issues as necessary.
• Provides support and training on existing and new applications.
• May participate in cross-functional teams to address business process or systems issues. Works closely with the main campus Perceptive team to create new forms and indexing.
• Gathers, analyzes and documents functional business requirements within the Registrar's Office.
• Assists with project plan development and end user documentation, including meeting with the Perceptive team to plan updates and test new functions in the e-filing systems.
• Gathers and analyzes data to prepare business process and procedural documentation including tracking when systems such as the electronic transcript platform encounters errors.
• Elicits information from constituents thoroughly in order to research and respond to individual inquiries accurately, thoroughly, respectfully and in a timely manner.
• Creates, maintains, and updates the complex, conditional routing of forms in DocuSign to ensure all necessary approvals are collected and the forms are user friendly for students and faculty. This involves testing forms and troubleshooting issues with the main campus Perceptive team.
• Uses DocuSign to create and route bar certifications in order to certify students for state bars.
• Completes certification and moral character forms for state bars and follows up on more complicated issues directly with the state bars.
• Makes recommendations to Registrar and Dean of Students.
• Imports completed digital and physical forms into the Perceptive electronic student files and ensures that all are properly indexed. This is an automated process via DocuSign; if there is an issue, incumbent would need to troubleshoot/provide technical assistance rather than fill in/correct paper forms manually.

Customer Service:

• Provides information, assistance and referrals to students, alumni, parents, staff at UC Berkeley and other institutions and the public by responding to telephone, in-person, and e-mail inquiries for the Office of the Registrar.
• Accesses the student database, websites and information systems to research information and individual student situations to provide accurate, thorough, and timely responses to telephone, e-mail and in-person inquiries.
• Maintains the integrity and security of student and alumni information in electronic and hard copy formats.
• Handles difficult constituent issues tactfully, defusing potentially explosive interactions; maintains composure, respects confidentiality, and resolves difficult problems by using independent judgment, collaborating with staff in the Office of the Registrar, Student Services, and other law school units; appropriately determines when to refer constituents to a manager or other party.
• Contributes to excellent and appropriately-timed services for all students by collaborating with Student Services and other law school staff to facilitate seamless student experiences, by making recommendations for in-person, online and telephone process improvements to support service enhancements, and by contributing verbal and written FAQ content to support all students.

Student Services and Registrar's Office Unit Processing:

• Cross-trains in and provides assistance to various areas of the Office of the Registrar unit, including but not limited to the following:
• Updates computer databases with information provided by students, faculty, and campus.
• Posts student awards and certificates.
• Enters bar passage data.
• Adds and drops classes from student enrollments.
• Generates transcripts from paper documents and online records; however, since the introduction of electronic transcripts, less than 10% of all transcript requests are paper.
• Provides assistance with responding to requests for written enrollment and degree verification; responding to in-person, online and mailed inquiries.
• Reviews and processes enrollment and academic rules petitions. Makes recommendations to Dean of Students.
• Actively participates in and contributes to meetings and trainings with the Office of the Registrar, Student Services, and other University areas to maintain and support knowledge of policies, processes and deadlines relevant to providing high-quality, seamless services to all students, and support collaboration among staff.

Special Projects and Professional Development:

• May be assigned temporary ad hoc duties to enable the office to meet its objectives during peak workloads and staff absences and to meet deadlines.
• Engages in professional development and training opportunities as needed.
• Performs other duties within the scope of this classification as assigned.

Required Qualifications

• Demonstrated ability to work with others from diverse backgrounds.
• Intermediate knowledge of DocuSign, student information systems such as Campus Solutions, and e-filing systems.
• Self-motivated and works independently and as part of a team.
• Able to learn effectively and meet deadlines.
• Demonstrates problem-solving skills.
• General knowledge of business and process analysis functions.
• Knowledge relating to software design.
• Demonstrated testing and test planning skills.
• Skills associated with analysis of processes and issues of moderate scope, information flow and architecture.
• Demonstrated effective communication of both verbal and written and interpersonal skills.
• Demonstrated ability to communicate technical information to technical and non-technical personnel at various levels in the organization.
• Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB), and ability to apply and integrate core concepts of DEIB into everyday practice.
• Must be committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included.
• Must demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
• Understanding of FERPA.

Education/Training:

• Bachelor's degree in related area and / or equivalent experience / training.

Preferred Qualifications

• Experience working in an academic environment.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $37.32 - $40.35.

• This is a 100%, full-time (40 hours per week), career position that is eligible for full UC benefits.
• This position is non-exempt and paid bi-weekly.
• This is a hybrid position, eligible for up to 20% remote capability.

How to Apply

To apply, please submit your resume and cover letter.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=64611&PostingSeq=1













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