Enrollment Services Specialist (ESR Backfill) - 128070

UCSD Layoff from Career Appointment: Apply by 02/14/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/23/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Enrollment Management (EM) is a multi-unit department within the Office of the Executive Vice Chancellor-Academic Affairs. The Unit is led by the Associate Vice Chancellor for Enrollment Management (AVC EM), who serves as the Chief Enrollment Officer of the University. EM is comprised of multiple high-profile, core functional units including: the Office of Admissions, Office of the Registrar, Financial Aid & Scholarships Office, Enrollment Management Technology Services (EMTS), Cal-SOAP, Creative Services, Enrollment Analytics, and the Business Office. EM’s core functions oversee undergraduate admissions and student outreach, continuing student enrollment management, and financial aid and scholarship management.

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.

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. Under the general supervision of the Assistant Registrar, the Enrollment Service Specialist 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 Enrollment Services Specialist 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. The incumbent performs work that requires interpretation and enforcement of University and academic policies/regulations, as well as state and federal policies, procedures, and regulations. Additionally, the Enrollment Services Specialist participates in short and long-range planning, including policy and enrollment services development and provides recommendations for process improvements based on significant knowledge of the Registrar’s Office professional objectives and activities.

In this role, the Enrollment Services Specialist acts as Special Programs Coordinator, independently overseeing and administering a variety of special programs. This work includes reviewing and recommending changes to internal policies and guidelines relating to student records information and ensures federal and state are in compliance; providing training on new, existing, or updated processes and systems; independently troubleshooting problems that arise with all systems involved with Enrollment Management - including Webreg, The Enrollment Authorization System, ISIS, and the ILTI online learning portal - and working with students, staff, advisors, and faculty to resolve such issues.

The Enrollment Services Specialist is a subject matter expert for issues related to Enrollment Services in order to provide support to project requirements, QA testing and transition plans, including methodologies, timelines, and tasks. They develop reports, queries, and tools using appropriate software and standards; work within existing databases to create data views and queries using tools such as SQL Developer and Cognos; ensure the privacy of student records with respect to relevant Federal (FERPA), state and UC regulations; and coordinate with the Academic Records area regarding transcripts and reactivation of historical records.

• 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.

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

• Experience working with relational databases and data structures. Knowledge of best practices for data maintenance.

• Strong problem identification, critical thinking, and problem solving skills; judgment and decision-making ability. Ability to assess processes and implement improvements. Demonstrated ability to independently make decisions about Enrollment Services issues, apply a diverse set of standards to solve problems, and design related processes to address future related issues.

• Strong organizational skills and ability to prioritize work and meet deadlines.

• 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.

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

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

• Thorough knowledge of advising and counseling techniques.

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

• Strong ability to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies.

• Working knowledge and demonstrated ability to use complex databases.

• 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.

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.

Pay Transparency Act

Annual Full Pay Range: $61,800 - $108,000 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.60 - $51.72

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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.

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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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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