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Veterans, Residency, and Registration Adviser

University of California Santa Cruz

Details

Posted:

December 21, 2024

Location:

Santa Cruz, California

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Veterans, Residency, and Registration Adviser

Location:
Job ID: 75099

JOB POSTING

This position is eligible for a hybrid schedule.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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: 01-09-2025

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

Working independently under general supervision is responsible for specific fiscal functions related to the adjustment and refund of student fees. Analyzes student residency for the purposes of tuition and fees. Advises students and their parents of University policy related to residency determinations and of the Department of Veterans Affairs policy related to education benefits.

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.

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 Campus Curriculum and Leave Planning (CCLP), Online Curriculum Approval (OCA), Resource25 and Schedule25 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.

APPOINTMENT INFORMATION

Budgeted Salary: $73,536 - $75,750/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 or Hybrid

Union Representation: Non-Represented

Job Code Classification: REGISTRAR SPEC 3 (006156)

Travel: Up to 25% of the time

JOB DUTIES

30% -

Develops and implements registrar core functions for residency, registration, and veteran certification.
Assists the Residence Deputy by developing procedures for the collection of required documentation, timely analysis, accurate recording of decision, and tracking of pending decisions and exemptions.
Develops and implements forms to collect the necessary student information for certification and audit requirements; maintains paper files for students receiving DVA benefits as required by DVA.
Maintains log of CalVet college fee waivers; ensures the timely posting of the quarterly fee waiver credits.
Records withdrawals and leaves of absence to update student's academic and fiscal records; ensures that students returning from leaves are activated for enrollment and fee assessment.
Organizes and adheres to work flow to meet deadlines for billing statements, accounting disbursements and statistical reporting.
Assists the Registration Coordinator with drafting and testing the campus quarterly refund calendar in accordance with the UC system-wide Schedule Refunds.

20% -

Analyzes a variety of student record factors and applies working knowledge of federal, state, University, and outside agency laws, regulations, and policies to determine student record outcomes.
Within the guidelines established by the UC Office of General Counsel and the process established by the Campus Residence Deputy, evaluates data provided on the Statement of Legal Residence (SLR) and independently renders residency determinations for new and returning students, and for continuing students requesting change of residency status; determines when additional informational documentation is required.
Analyzes various documents, including financial (such as bank statements, tax returns, UGMA trust account statements, loan notes), immigration, marriage, veterans, school, housing, and employment, when pertinent to the residence decision.
Interprets Department of Veterans Affairs (DVA) policy and procedures and keeps abreast of changes in state and federal veterans' policies. Designs campus procedures to implement DVA policy and facilitate the programs.

20% -

Interprets regulations and develops or recommends procedures to ensure compliance and accurate student record maintenance and services. Reconciles large volumes of student data from multiple sources. Identifies and resolves mismatches and errors.
Acts as Assistant Residence Deputy and, in the absence of the supervisor, assumes the role of Residence Deputy for the campus.
Interprets subjective behavioral indicia to determine if the intent requirement has been met.
Serves as a VA Certifying Official and specialized resource for all the Veterans benefits programs.
Ensures that changes to student status that affect eligibility for benefits are promptly reported to the DVA.

10% -

Provides individual advising on non-routine, sensitive student record issues.
Counsels and consults with prospective and admitted students and parents advising them with regard to residency.
Assists the Residence Deputy with a large volume of in person, phone, and written inquiries, advising students, parents and others seeking information about the UC residency requirements.
Advises students, parents and staff on fee payment matters, including campus policy and process for cancellation, withdrawal and leave of absence, and reinstatement.
Counsels and consults with veteran students and parents to administer the appropriate benefit(s) for the student's classification.
Supervises work study students.

5% -

Participates in decision-making and testing process regarding the development and maintenance of student record systems.
Drafts and updates published information about the various benefit programs and veterans services on campus and on-line resources.
Assists Registration Coordinator with processes that ensure students are correctly coded for fee assessment (Tuition Calculation), and processes resolving registration discrepancies before the third week student enrollment census.
Works on special projects or assignments as required to assist the office in achieving its objectives.

5% -

Advises departments on existing student record procedures, resources, and options available.
Liaison with Financial Aid Office; provides verification to FA Office of student's VA benefits and changes to benefits.
Reviews petitions for withdrawal/leave of absence for appropriate endorsements and conformance
with campus policy.

5% -

Recommends new or revised internal practices and procedures.
Develops and maintains professionally relevant skills through available training programs, reading, research, workshops, etc.
Develops and implements methods of communicating with students to ensure timely continuation of payments.
Manages advance payment requests; designs procedure for secure handling of checks.

5% -

Coordinates with campus departments, other UC campuses, and external agencies to implement and evaluate student focused activities, programs, and services.
Consults with students and campus units to resolve academic progress and study plan issues as required by DVA; consults with VA to resolve payment problems.
Represent campus at UC system-wide residency meetings. Campus liaison for residency matters with the UC Office of General Counsel and with the residence deputies at the other UC Campuses.
Represent campus at UC VA In-Person Meeting and monthly conference calls.

Note: Stringent deadlines will necessitate occasional deviation from standard working hours.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area or combination of equivalent experience / training.
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.
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.
Strong verbal communication skills. Active listening skills.
Strong written communication skills.
Customer service orientation. Interpersonal skills.
Proficiency with standard office software, internet, and email applications, including experience using complex relational databases; ability to define specifications for database programming; and proficiency manipulating and analyzing large volumes of data.
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.
Thorough knowledge of particular Registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).
Thorough knowledge of advising and counseling techniques.

PREFERRED QUALIFICATIONS

Working knowledge of Oracle/PeopleSoft Campus Solutions system, as well as other student-based computing environments.
Knowledge of languages other than English, both written and oral.
Demonstrated experience and cultural competency working with veteran, international; Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ); African American; and/or disabled student populations.

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 primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
Ability to work occasional evenings and weekends as directed.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to maintain appearance and conduct suitable for working in a professional setting.
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.

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:

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
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://compliance.ucsc.edu/campus-safety-compliance/annual-reports/https://www.google.com/url?q=https://compliance.ucsc.edu/campus-safety-compliance/annual-reports/&source=gmail&ust=1739056941332000&usg=AOvVaw1CsaJmtsvfFNpg5xjuddgV'>. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

For the University of California's Affirmative Action Policy please visit: https://apptrkr.com/get_redirect.php?id=5888560&targetURL=This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psc/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=75099&PostingSeq=1&SiteId=11〈uageCd=ENG&FOCUS=Applicant

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

Internal Number: 5888560

About University of California Santa Cruz

UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

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Veterans, Residency, and Registration Adviser

University of California Santa Cruz

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