Associate Registrar for Imaging and Transfer Credit

Job Summary

Under the general direction of the University Registrar, the Associate Registrar for Imaging and Transfer Credit plays a pivotal role in advancing the university's mission of fostering student success and academic excellence. This position provides dynamic leadership to the articulation, transfer credit rule-writing, and imaging/archive teams, ensuring compliance with federal, state, and CSU regulations while enhancing the overall student experience. The Associate Registrar for Imaging and Transfer Credit is responsible for guiding and supporting the implementation of efficient, student-centered processes and technology enhancements that align with the university's strategic goals. By driving continuous improvement and innovation, the incumbent ensures that the Office of the Registrar effectively meets the evolving needs of students, staff, and faculty. The incumbent is responsible for collaborating within the Office of the Registrar department leadership to propose, develop, and test technical application enhancements to support enrollment management strategies and new approaches to serving the university's changing needs. The role also involves fostering strong relationships with key stakeholders, including academic departments and external institutions, and contributing to the university's broader initiatives and priorities. Additional responsibilities include setting work priorities, developing procedures, and ensuring staff development and performance excellence. The Associate Registrar for Imaging and Transfer Credit contributes significantly to the university's commitment to a seamless and high-quality educational experience through these efforts.

Key Responsibilities

• Manages, supervises, and evaluates employees within the Office of the Registrar's articulation, transfer credit rule-writing, and imaging/archive teams. This position directly supervises functional business analysts and administrative professionals (classifications include but are not limited to Administrative Support Assistants, Administrative Support Coordinators, and Administrative Analysts/Specialists). This configuration may change based on operational needs
• Assigns work priorities, delegates tasks and duties, directs workflows, and resolves escalated issues within the unit
• Recruits, selects, and oversees the training of new staff in the unit. Evaluates staff performance. Counsels employees and applies corrective action when appropriate. Recommends employee status changes. Approves vacation requests
• Plans and implements articulation and transfer credit procedures that comply with federal, state, CSU, and SJSU policies
• Analyzes and improves processes, appraises current technologies, and executes plans to achieve unit goals and objectives
• Understands the impact of timely transfer credit processes on the critical mission of all Enrollment Management departments
• Collaborates with staff in the Office of Admissions to support timely admissions decisions through efficient and timely reception and processing of transcripts

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner 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
• Demonstrated ability to write reports business correspondence, and procedure manuals
• Demonstrated ability to effectively present information and respond to questions from groups of managers, customers, and the general public
• Demonstrated ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Demonstrated ability to supervise, lead and support staff in a team-oriented environment
• Ability to use and interpret technical procedures or regulations utilizing provided software applications
• 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, business writing, punctuation and spelling.
• Working knowledge of software applications: word processing, spreadsheet, database management
• Ability to perform accurately in a detail-oriented environment
• Ability to handle multiple work priorities, organize and plan work and projects

Required Qualifications

• Bachelor's Degree or Equivalent years of experience
• Five (5) years of responsible full-time professional work experience in a university environment is required
• Three (3) of the five (5) years must include experience in operational management, complex information databases management and/or imaging technology management, and data analysis

Preferred Qualifications

• Bachelor's Degree
• Experience with student information systems/databases, including PeopleSoft and Imaging software, preferably within the CSU
• Experience with developing, documenting, and implementing technical processes and project plans
• Experience developing and utilizing metrics to analyze and improve business processes
• Excellent written communication skills
• Experience working in a collective bargaining environment

Compensation

Classification: Administrator II
Anticipated Hiring Range: $7,500/month - $10,000/month
CSU Salary Range: $4,812/month - $15,449/month

San Jose 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: October 14, 2024 through October 28, 2024. 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 strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each 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 Jose 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 Jose 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.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San Jose 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).