Associate Registrar, Records and Registration

Cal Poly Pomona•Pomona, CA

6d•$60,636 - $89,460•Onsite

About The Position

The Registrar's Office maintains the integrity, accuracy, and security of student academic records while delivering timely, student-focused services that support the university's academic mission. The office oversees a broad range of essential academic functions, including registration, degree audit and graduation processing, academic record maintenance, articulation, data reporting, transcript and enrollment verification services, and diploma issuance. By leveraging technology and data-informed tools, the office enhances operational efficiency, supports regulatory compliance, and improves the student experience. Through close collaboration with academic departments, administrative units, and campus partners, the Registrar's Office implements academic policies in alignment with CSU system, state, and federal regulations. As a core unit within Enrollment Management & Services, the office contributes to enrollment planning, academic operations, institutional reporting, and student success from entry through graduation.

Requirements

Bachelor's Degree - in Business Administration, Educational Administration, Social Sciences or related field. Bachelor's degree and a minimum of three (3) years of progressively responsible leadership and supervisory experience, or, in lieu of a Bachelor's degree, a minimum of seven (7) years of progressively responsible leadership and supervisory experience with demonstrated success managing staff, developing operational processes, and leading complex initiatives.
A minimum of three (3) years of progressively responsible leadership and supervisory experience, or, in lieu of a Bachelor's degree, a minimum of seven (7) years of progressively responsible leadership and supervisory experience with demonstrated success managing staff, developing operational processes, and leading complex initiatives.
Knowledge of academic records, registration, enrollment services, grading, transcript, enrollment verification, and student records practices in a higher education environment.
Working knowledge of FERPA, student records privacy, records retention, data integrity, and related CSU, university, state, and federal requirements.
Ability to manage staff and student assistants, establish priorities, assign and monitor work, provide coaching and feedback, support performance management, and foster a service-oriented work environment.
Ability to interpret and apply academic policies and procedures, exercise sound judgment, resolve complex or escalated issues, and make recommendations within delegated authority.
Ability to collect, analyze, validate, and summarize data; identify trends or compliance concerns; and develop practical recommendations to improve operations and service delivery.
Ability to use student information systems, document imaging systems, productivity software, reporting tools, and approved workflow or automation tools to support records and registration operations.
Ability to communicate effectively with students, faculty, staff, administrators, external partners, and vendors, including the ability to explain policies and procedures clearly and professionally.
Ability to support inclusive access and engagement for all students and employees in compliance with state and federal nondiscrimination laws.

Nice To Haves

Experience in a Registrar's Office, enrollment services, student records, academic records, or comparable higher education administrative unit.
Demonstrated experience using student information systems, document imaging systems, enterprise applications, reporting tools, or workflow automation tools to improve service delivery and operational efficiency.
Knowledge of CSU academic policies, university infrastructure, FERPA, student records privacy, and applicable state and federal compliance requirements.
Strong written, verbal, analytical, organizational, and interpersonal communication skills, with attention to detail and sound judgment.

Responsibilities

Provide leadership and oversight for daily academic records operations, including student records management, registration support, records processing, transcript and enrollment verification services, and related student-facing services.
Establish and maintain procedures, workflows, service expectations, and communication practices that support timely, accurate, and student-centered service to students, faculty, staff, and campus partners.
Serve as a resource and advisor on academic records, registration, and enrollment policies and procedures; resolve complex or escalated issues within delegated authority and refer matters requiring higher-level approval to the University Registrar.
Coordinate registration services for orientation, advising programs, enrollment campaigns, and other campus initiatives, including presentations on enrollment tools and processes, resolution of registration barriers, and updates to student records to support timely enrollment.
Maintain and update forms, website content, communications, training materials, and procedural documentation related to academic records and registration services.
Perform related duties as assigned that are consistent with the purpose and scope of the position.
Manage assigned staff and student assistants within Student Records and Registration, including recruitment, hiring recommendations, onboarding, training, work assignments, coaching, performance evaluation input, and professional development.
Set unit priorities, define roles and responsibilities, establish performance expectations, monitor work quality and service levels, and provide feedback to support accountability and continuous improvement.
Apply university HR policies, collective bargaining agreement provisions, and employment procedures in consultation with HR and leadership; make recommendations regarding appointments, promotions, performance-based salary increases, leaves of absence, corrective action, and other employment-related matters as appropriate.
Address performance and service-delivery concerns in collaboration with HR and the University Registrar and implement approved corrective or performance-management actions.
Evaluate workflow, staffing structure, and service needs and recommend adjustments to support departmental, divisional, and institutional priorities.
Lead assigned student records system initiatives and process-improvement projects in collaboration with the University Registrar, EMS Student Systems Operations, IT, and other stakeholders.
Identify operational needs, document business processes, recommend system or workflow improvements, and implement approved technology solutions that support records accuracy, registration services, reporting, and student support.
Coordinate testing, validation, communication, and implementation activities for system enhancements, upgrades, and workflow automation related to the Student Records module and related applications.
Ensure technology and automation efforts support FERPA, record retention, data security, accessibility, and applicable CSU, university, state, and federal requirements.
Provide leadership in maintaining the accuracy, integrity, security, and confidentiality of student academic records in compliance with federal, state, CSU, and university requirements.
Serve as a subject matter resource for FERPA, records privacy, records retention, grading, registration, and related student-records matters.
Coordinate FERPA and records-compliance training for Registrar's Office staff and related campus partners.
Coordinate the processing of subpoenas and legal requests involving student academic records and, when designated, represent the Registrar's Office in related proceedings or communications.
Generate audits and reports to support data accuracy, compliance, decision-making, and audit preparation.
Oversee timely and accurate NSC reporting, including enrollment and degree verification reporting, and provide data samples and supporting documentation for audits.
Represent the department or division on assigned university committees, task forces, and working groups related to academic records, registration, enrollment services, student systems, and student support.
Maintain professional knowledge of registrar, records, registration, compliance, and student systems practices through professional organizations, publications, meetings, workshops, and conferences.
Coordinate with third-party vendors and external partners, including NSC, NSLDS, Amazon Career Choice, BMI, and related service providers, to support reporting, issue resolution, system maintenance, and approved service enhancements.
Provide data and operational information to external partners as authorized and consistent with FERPA, data security, and institutional requirements.

Benefits

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers.
Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future.
As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.
The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California.
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).
The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended.
Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
This position is part of the Management Personnel Plan (MPP) M80.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy.
This position is a “designated position” in the California State University’s Conflict of Interest Code.
The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.
Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
We provide reasonable accommodations to applicants and employees with disabilities.
Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected].
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.
Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities.
Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy.
We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.