Senior Advisor

Please note: Position is in-person with a possibility of a hybrid remote schedule. Applicants should submit a cover letter and a resume.

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.

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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: 11-26-2025

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.

This position participates in 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 the general supervision of the Assistant Registrar, Records Manager, the Senior Advisor supervises the Records Team, coordinates record and enrollment processes, and provides support to colleges and academic departments with records-related guidance. This position interprets relevant regulatory compliance and implements an advanced understanding of Registrar based concepts and policies to ensure protection of student data. Uses professional Registrar student record based concepts, and applies a level of breadth and depth with student record and service delivery practices, policies, and regulations.

This position processes transcripts and applies transfer credit to UCSC student records; applies professional Registrar student service based concepts to student record functions; provides information and enforcement of institutional, state, and federal policies, procedures and regulations; and receives direction regarding more complex programs.

APPOINTMENT INFORMATION

Budgeted Salary: $65,700 - $78,050/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 / Hybrid possibility

Union Representation: Non-Represented

Job Code Classification: REGISTRAR SUPV 1 (006154), Grade 20

Travel: Never or Rarely

JOB DUTIES

30% - Leads the Records Advising Team

• Leads and supervises the Records Advising Team staff by monitoring, counseling, evaluating performance, and providing guidance and training.
• Coordinates frontline activities including the Registrar's email account, phone coverage, and in-person staffing.
• Recommends service improvements, ensures compliance with policies and regulations, and supports cross-campus and external agency collaboration.
• Reconciles large student data sets, resolves discrepancies, and interprets policy to determine record outcomes.
• Participates in system testing and provides input on development and maintenance of student record systems. Evaluates functional area procedures and proposes changes to improve services.

30% - Enrollment and Graduation Operations

• Oversees enrollment processes (appointments, drops, holds, waitlists, orientation, etc.), verifies enrollment and degree completion with the National Student Clearinghouse, and resolves related data issues.
• Supports graduation processing by assisting advisers and departments, answering student inquiries, and running reports to track degree progress and completion.
• Consults with appropriate campus entities when reviewing more complex student record issues concerning retroactive degree awarding.
• Performs degree audits and researches complex issues related to degree requirements.
• Provides individual advising on non-routine, sensitive student record issues.

15% - Transcript and Student Record Requests

• Coordinates transcript processing (evaluated and unevaluated), acts as vendor liaison, monitors delivery and refunds, and manages inventory (e.g., security paper).
• Performs notary services for official records.
• Advises departments and students on non-routine or sensitive student record issues including retroactive degree awarding.

15% - Compliance and Privacy Standards (FERPA)

• Monitors compliance with FERPA, develops and delivers training, reviews internal privacy practices, and responds to subpoenas for student records.
• Ensures proper privacy protocols are followed during system testing and record handling.

10% - Academic Evaluations

• Manages evaluation submissions from faculty, imports and reconciles schedule and evaluation data from AIS, and addresses discrepancies.
• Tracks production, timeliness, and quality control.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience using complex databases.
• Working knowledge of policies, regulations, and practices with student records services.
• Thorough working knowledge of common University-specific computer application programs and productivity software.
• Organizational and project management skills.
• Demonstrated leadership and supervisory skills.
• Strong problem identification and critical thinking skills.
• Strong written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.
• Strong organizational skills and ability to prioritize work and meet deadlines.
• Strong ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.
• Ability to assess business processes and best practices, identify operational gaps, and recommend and implement improvements.
• Strong ability to establish and maintain cooperative relationships with campus departments.
• Ability to apply working knowledge of policies to individual situations in a diverse learning community.

PREFERRED QUALIFICATIONS

• Working 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.
• Thorough knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).
• Thorough 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 a variety of student populations including veteran, international; Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ); African American; Indigenous American; undocumented; and/or disabled students.

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 a variable schedule.
• 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.
• 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.