Academic Records Analyst - 134541

Enrollment Management Department Overview-

Enrollment Management (EM) is a multi-unit department within the Office of the Executive Vice Chancellor-Academic Affairs. The department is led by the Associate Vice Chancellor for Enrollment Management (AVC EM), who serves as the Chief Enrollment Officer and Chief Outreach Officer of the University. EM comprises multiple high-profile, core functional units including: the Office of Undergraduate Admissions, Office of the Registrar, Financial Aid & Scholarships Office, Cal-SOAP, Creative Services, Enrollment Analytics, and the Business Office. We work to advance the academic and public service missions of UC San Diego by ensuring equitable access to education and empowering students throughout their educational journeys.

Office of the Registrar- The Office of the Registrar supports the instructional missions of the University by providing core enrollment service to students, faculty, colleges, academic departments, professional schools and summer session in the areas of academic records, class scheduling, registration, and degree audits.

Under general supervision of the Assistant Registrar, the Academic Records Analyst is an experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field. This position independently performs the full range of responsibilities within the function including but not limited to identifying and resolving system errors, interpreting and enforcing policy, and application testing.

The Academic Records Analyst possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions, including gathering information, researching policy and administrative processes, reporting, referring, and resolving issues with a high degree of tact and professionalism.

Working independently under general supervision using professional Registrar student record based concepts, applies a level of breadth and depth with student record and service delivery practices, policies, and regulations.

This position is also responsible for monitoring the workload of the unit and backing up other members of the unit during peak periods, as well as coordinating the completion of the Academic Records processing calendar.

• This position is onsite, until mid June 2025. Summer 2025 - Hybrid (2 days onsite/ 3 days remote). Fall 2025 - Early September ( 3 days onsite/ 2 days remote).

• Thorough knowledge of policies, regulations, and practices with student records services.

• Thorough 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. Maintains confidentiality of sensitive information.

• Ability to apply thorough knowledge of policies to a variety of individual situations. Recommends procedures to ensure compliance in a diverse learning community.

• Strong problem identification, critical thinking, and problem solving skills; judgment and decision-making ability. Ability to assess processes and implement improvements.

• Strong organizational skills and ability to prioritize work and meet deadlines. Demonstrated ability to work independently, set own priorities, use independent judgment and handle confidential and sensitive information.

• Strong written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.

• Thorough knowledge of common University-specific computer application programs and productivity software.

• Working knowledge and demonstrated ability to use complex databases. Mathematical skills sufficient to analyze student academic records, term and cumulative GPA, course duplications, and End Academic Status.

• Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.

• Strong ability to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies. Promotes a positive and collaborative team environment.

• Thorough knowledge of particular Registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).

• Thorough knowledge of advising and counseling techniques.

• Ability to interpret, test and analyze the quality of data and effectiveness of programming changes; make appropriate recommendations and approve completed status.

• Ability to anticipate, analyze and proactively address problems using reasoning, interpretation and application of theories and principles to achieve programmatic goals.

• Ability to research, analyze and interpret documents from educational systems, including transcripts, grading systems and curricula. Ability to recognize inconsistencies in academic records including duplication of course content, repetition and falsification.

• Duties may require direct contact with children (defined as individuals under the age of 18).

• Completion of the Child Abuse and Neglect Reporting Act (CANRA) form is required.

• Job offer is contingent upon a satisfactory clearance based on background check results.

• Available to work evenings/weekends during peak periods; some domestic travel may be expected.

• Must be prepared to provide the best customer service and student support experience to all stakeholders.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego 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, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

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.

a. "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