Job Summary

The University Registrar is a senior management position reporting to the Associate Vice President for Enrollment Management. The University Registrar is responsible for the overall management, planning, administration, direction and evaluation of the Office of the Registrar which has responsibility for all university registration; undergraduate graduation; maintaining academic records; posting student grades; determining academic standing; FERPA education and compliance; fulfilling official transcript requests; reinstatement of disqualified students; imaging of student and applicant documents; retrieval of EDI and other electronic transfer student data and evaluating transfer courses for the purpose of awarding and posting credits to SJSU student records; leave requests; grade changes; enrollment/degree verification; Study Abroad grade evaluation and posting; special programs; and responding to subpoenas in addition to other functions. The University Registrar is also responsible for enrollment and degree reports to the National Student Clearinghouse and the approval of student level data requests from university offices. The University Registrar has oversight of the reporting requirements for ERSS, ERSD, and ERSA of the CSU Chancellor’s office. The University Registrar serves as the university custodian of student academic records. The University Registrar maintains a working knowledge of the student information system used by the University and other third party software packages that are used by the department. This position is responsible for the enforcement and implementation of university, Title V guidelines, and regulations. The University Registrar directly supervises three Associate Directors, four Administrative Analyst Specialists as well as indirectly supervises approximately 24 collective bargaining employees in two unions, temporary employees and student assistants. The Registrar has responsibility for an annual budget of approximately $1.7M which consists of three funding sources. This position requires extensive collaboration with leadership in Enrollment Management and the Division of Student Affairs as well as Undergraduate Studies, Graduate Studies, Institutional Effectiveness & Analytics, Undergraduate Advising and Success, Information Technology Services, International & Extended Studies, Bursar’s office and academic colleges and programs. The University Registrar ensures compliance with policies and procedures established by appropriate federal, state, CSU system and campus entities.

Key Responsibilities

• Directly supervises, trains, evaluates and hires three Associate Directors (ADM IIs), one Student Services Professional (III) and four Administrative Analyst Specialists and oversee a $1.7M annual budget from three funding sources
• Indirectly supervises approximately 21 professional staff including a work lead, graduation evaluators, student service coordinators, and imaging specialists representing two bargaining groups as well as temporary staff and student assistants
• Meets regularly with staff on an individual and collective basis
• Leads the Office of the Registrar with an emphasis on customer service which oversees critical operational functions that directly impact enrollment of SJSU students
• Develops and implements policies/procedures as mandated by the CSU Chancellors office (Title V, Executive Orders, coded memos) in collaboration with Undergraduate Studies, Graduate Studies, Student Academic Success Services, Academic Senate and College Deans/Associate Deans.
• Serves on Instruction & Student Affairs Committee, University Commencement Committee, and Veterans Advisory Committee as well as attends Associate Dean meetings
• Supervises the Operations unit which has responsibility for imaging documents (including but not limited to transcripts, bank records, declarations of finance, visa copies and tax returns)  for all units within Enrollment Services as well as ensuring data is tied to the appropriate student record and retrieving data from EDI, Parchment and other document sources
• Serves as custodian of academic records. Responsible for the implementation of the CSU Records Retention Schedule

Knowledge, Skills & Abilities

• Demonstrated ability to use and interpret technical procedures or regulations utilizing provided software applications
• Working knowledge of registrar functions including but not limited to registration, enrollment, records maintenance, residency, reinstatement, FERPA and leaves of absence
• Demonstrated effectiveness applying high customer service standards in a university setting
• Ability to write reports business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from groups of managers, customers, and the general public
• Ability to define problems, collect data, establish facts, and draw valid conclusions and to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with multiple abstract and concrete variables
• Thorough knowledge of methods, procedures and practices; English grammar, punctuation and spelling
• Working knowledge of student information systems (PeopleSoft preferred), software applications: word processing, spreadsheet, database management
• Demonstrated ability to handle multiple work priorities, organize and plan work and projects
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Demonstrated experience in strategic planning and developing policies/procedures that emphasize student success, customer service and operational effectiveness

Required Qualifications

• Master’s degree in Business Administration or Public Administration, or other similar professional degrees
• A minimum of three (3) years of management or equal leadership position in an enrollment management unit in higher education.
• Direct experience with student information systems such as PeopleSoft/Campus Solutions
• General knowledge of rules and regulations related to educational records and higher education administration
• Demonstrated ability to professionally communicate verbally and in writing with diverse groups of university constituents
• Demonstrated ability to effectively handle multiple tasks simultaneously in an organized manner
• Ability to gain knowledge about and apply new technologies used in higher education and apply industry best practices

Preferred Qualifications

• Master's Degree business administration or a related field, or equivalent management experience in higher education
• Seven (7) or more years of progressively responsible management experience in university registrar operations or a related administrative area with at least three (3) years of direct supervisory experience
• Experience in developing and managing different types of budgets (departmental, trust or auxiliary, financial aid, scholarship, etc.)
• Experience with process reengineering and the use of technologies used in organizations in higher education (e.g., imaging and workflow systems) to enhance the efficiency and effectiveness of the departments operations
• Experience in enrollment management strategies to student recruitment, student retention, and graduation
• Experience with outcomes-based assessment of financial aid programs
• Involvement in professional associations and organizations

Compensation

Classification: Administrator III
Anticipated Hiring Range: $11,095/month - $12,085/month

CSU Salary Range: $6,250/month - $20,063/month

The final hiring salary will be commensurate with experience.

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: March 16, 2023 through April 2, 2023. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).