Associate Registrar, Systems

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 9/21/2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of the Registrar maintains an accurate academic record for each student who enrolls at the University of California, Santa Cruz, and provides timely, accurate, and responsive services to students, faculty, staff and the public. We support student retention and graduation by educating and coaching students through the complexities of University policy and procedures. We enable successful progress toward students' dreams of advanced education and professional opportunities.

Office of the Registrar areas of responsibility include: contributions to policy development and implementation; participation with the Academic Senate's Committee on Educational Policy (CEP), Committee on Courses of Instruction (CCI) and Graduate Council (GC) in curriculum, course, and program approval; academic advising and degree audit support; functional processing oversight of the Academic Information System (AIS) and other systems including, Curriculum Approval and Tracking system (CAT), Coursedog for classroom and event scheduling; classroom scheduling and advocacy for renovations; enrollment and fee assessment; grading and transcripts; graduation and diplomas; maintenance of student academic record integrity; preservation of permanent student academic records; enrollment reporting and data analysis; protecting the privacy of student academic records; certification of veteran student education benefits; and determination of legal residence for fee purposes.

More information can be found at: https://registrar.ucsc.edu/

JOB SUMMARY

The Associate Registrar, Systems manages multiple functions and provides primary leadership, management, planning and coordination for all systems development with the Office of the Registrar. Develops short- and long-term departmental goals. Serves as key member of the Office of the Registrar Leadership Team and, in the absence of the University Registrar, provides departmental and operational authority with other members of the Leadership Team.

Under the direction of the University Registrar, the Associate Registrar, Systems is responsible for coordinating the overall delivery of student records functionality in the Peoplesoft Campus Solutions Academic Information System (AIS) and serves as a primary liaison and subject matter expert representing the Office of the Registrar to campuswide academic and administrative departments, including Information Technology Services (ITS) staff supporting AIS. As a member of the Registrar Systems team (Regsys) the incumbent acts as a technical and functional lead and mentor, and is responsible for accurate, efficient and timely delivery of systems to support the work of the department and the goals of the institution.

Aided by knowledge of industry best practices, this analyst interprets and ensures the implementation of complex policies and procedures, and works collaboratively with other Regsys analysts to maximize the efficiency and effectiveness of student records functionality and reporting. They regularly and within time constraints perform analysis, troubleshooting, and problem resolution across the full range of student records data, encompassing term activation, program/plan creation, enrollment, residency and tuition calculation, grading, student academic history, degree audit, transcripts, and evaluations. The incumbent will work closely with other Registrar analysts and managers (Curriculum, Advising, Scheduling, Degree Audit, Residency, VA Certification, Tuition & Fees) to implement enhancements, troubleshoot issues, and verify the accuracy and continuity of system integrations.

Areas of system development also include complex and time-sensitive ad hoc reporting and data mining using SQL; corporate enrollment and degree reporting to UCSC Budget Analysis and Planning and UC Office of the President; specification and maintenance of numerous student records interfaces to other campus offices and external entities; and the identification and implementation of changes to move from labor-intensive to streamlined self-service.

APPOINTMENT INFORMATION

Budgeted Salary: $100,100 - $130,000 / Annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 000540 (BUS SYS ANL SUPV 2) - Grade 24

Travel: Never or Rarely

JOB DUTIES

40% - Leadership, Project Management, Analysis, Research and Reporting

• Identifies, evaluates and defines highly complex student records systems scope and objectives based on advanced knowledge of applicable business practices, processes, systems and industry standards to meet end-user needs.
• Works independently at the highest technical level of various phases of systems analysis. Considers the business implications of applying technology to the current and future business environment.
• Represents the Office of the Registrar on cross-functional steering committees and project teams to share knowledge and address complex business and systems issues.
• Conducts research regarding best practices and industry standards. Identifies opportunities for innovative technology solutions to improve business processes.
• Works closely with ITS technical staff to implement new or revised systems functionality.
• Develops system test plans and performs system and application testing of new and modified functionality in order to ensure that acceptance criteria are met.
• Defines specifications for and develops ad hoc and standard reports. Assists analysts with complex reporting challenges.

25% - Production Systems Support

• As a member of the Registrar Systems Team, resolves support requests and incident reports from staff, faculty, and student users of AIS and other systems supported by the Office of the Registrar.
• Collects relevant information, and analyzes and diagnoses problems, using SQL and other tools as needed. Responds promptly and appropriately to end users. As necessary, implements appropriate solution(s) utilizing technical and functional expertise.
• Serves as the technical and functional mentor and escalation agent for the senior analysts and demonstrates superior troubleshooting, problem-solving and customer service skills.
• Performs regression testing prior to the production release of system upgrades to ensure production stability.
• Performs or ensures the completion of scheduled operational tasks.
• Initiates, facilitates, implements and documents work process changes.
• Prepares and approves, or obtains approval for, business process and procedural documentation. Initiates and oversees changes in processes and procedures.

20% - Leadership and Management

• Makes decisions on performance, salary actions, hiring, and other human resources-related issues for career staff employees, including direct reports.
• Manages operations and provides direction to subordinate staff.
• Recognizes issues that have campus impact or future implications and advises campus leadership to manage employees accordingly.
• Screens applications, interviews candidates, and recommends individuals for hire.
• Trains and delegates work to new and current employees and provides guidance on performance standards and University procedures.
• Conducts performance evaluations and makes recommendations for employee incentive awards and salary increases. Initiates corrective action, as needed.
• Develops and implements budgets for managed functions.

10% - Training and Documentation

• Develops and conducts formal and informal training sessions and demonstrations for Registrar staff and cross-campus users of systems supported by the Office of the Registrar.
• Develops and conducts ongoing training for senior analysts in project management, business analysis, reporting and business processes. Facilitates cross-training between analysts.
• Develops and maintains internal and public-facing instructional materials, tutorials, and other documentation as required.
• Educates and advocates appropriate use and handling of student records data in compliance with state and federal laws and regulations and university policies.

5% - Other

• Maintains professional and technical knowledge by attending conferences and workshops; reviewing professional publications; participating in user groups; benchmarking best practices.
• Assumes additional projects and responsibilities in response to emerging issues.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Progressively responsible project management experience.
• Demonstrated analytical skill, with sufficient breadth and depth of understanding to undertake complex analyses and develop innovative and creative recommendations and solutions.
• Advanced business and process analysis skills focusing on process and software design, modification, testing and implementation.
• Knowledge of and experience using Agile and Scrum methodologies.
• Understanding of and skill in writing complex process and systems requirement specifications, user stories, test plans, security specifications and business processes.
• Experience with data mapping, diagramming, and presentation software. Ability to review, analyze, edit and synthesize complex documentation presented by colleagues and vendors.
• Knowledge of related areas of Information Technology, such as: Architecture, Business Systems Analysis, Data Systems Management, Educational Technology, Information Systems,
• Production Control Quality Assurance and Release Management, Security, Systems and Infrastructure Administration, Technical Project Management, and User Experience Design.
• Customer support experience including the ability to efficiently and accurately triage support requests, collect information, perform analysis, troubleshoot, determine solutions, perform problem resolution, complete documentation and follow up.
• Excellent customer service skills.
• Excellent oral communication skills and the ability to communicate technical information in a clear and concise manner.
• Excellent written communication skills and the ability to communicate technical information in a clear and concise manner.
• Experience developing and delivering in-person and remote training to individuals and groups.
• Quantitative and analytical skills
• Exceptional self-motivation and organizational skills to establish priorities, delegate workloads and manage multiple activities to meet office, campus and system-wide deadlines.
• Demonstrated ability to work independently with minimal supervision or direction under extreme pressure and time constraints, and to effectively prioritize in a high volume environment with constant interruptions and rapidly changing priorities.
• Demonstrated ability to work with others from diverse backgrounds.
• Proficiency using SQL, PS Query or Business Objects to perform ad hoc analysis and create and deliver reports from large relational database management systems. Ability to understand and troubleshoot SQL queries written by others.
• Understanding of terminology associated with large-scale data management systems.
• Senior business analyst level experience supporting an enterprise application in a large company or institution.
  

PREFERRED QUALIFICATIONS

• Knowledge of UC student records and academic advising data, policies and practices.
• Comprehensive knowledge of, and ability to comply with, state and federal laws and regulations and university policies regarding information security and appropriate use and handling of restricted and confidential information (FERPA, PII, HIPAA etc.).
• Experience serving as lead subject matter expert (SME) and functional specialist for one or more Campus Solutions modules including Student Records, Curriculum Management and Campus Community.
• Project Management Professional (PMP) certification or other relevant professional certification.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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.

• "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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.