University Registrar

Rohnert Park, CA

Sonoma State University

University Registrar
Sonoma State University

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to the Senior Associate Vice President for Academic Resources, the University Registrar provides strategic planning, direction, and supervision for the Office of Records and manages enrollment support services, registration, student academic records, degree audit and clearance, articulation of transfer credits, graduation and certification of degrees, enrollment and degree verification, production of official transcripts, diplomas, and classroom scheduling. The Registrar is responsible for the maintenance and integrity of the academic record. The University Registrar serves as a member of the strategic enrollment management (SEM) taskforce, contributes to SEM planning, and is responsible, in part, for the execution and evaluation of a number of SEM initiatives. The University Registrar administers all functions of confidential student records, including FERPA and FERPA training.

Major duties of the position include, but are not limited to, the following:
  • Provides leadership in executing all registration and enrollment-related functions in the SSU/PeopleSoft Student Information System, and in using established best practices while promoting an innovative and strategic mindset.
  • Oversees all operations in the registration process (record creation, grade processing, transcript issuance, and student enrollment verification).
  • Oversees all operations in the transfer credit process and prior learning credit process (evaluation of transcripts, posting of credit, processing and building of transfer credit rules in PeopleSoft).
  • Creates and manages policies around changes of student status, including the processing of Drop/Adds, course withdrawals, retroactive withdrawals, and other administrative actions in coordination with university and system-wide initiatives, policies and procedures.
  • Leads collaboratively with administrators and faculty in Academic Affairs and Student Affairs around student-related processes and policies, academic standards, and management of student issues.
  • Monitors degree audits and graduation eligibility period based on progress-to-degree analyses and other student data.
  • Provides leadership and supports Commencement program, diploma preparation, and participates in Commencement activities.
  • Supports the development of the Academic Calendar, updating of the Registrar's Office web site, and assists with the development of the University Catalog.
  • Responsible for beginning of term processing in PeopleSoft (building of terms and sessions, term activating students, and assigning student appointments).
  • Responsible for end of term processing in PeopleSoft (repeat/replace processing, academic action processes, communication with students related to academic actions, and Dean's List processing).
  • Assists in enrollment and degree reporting to the National Student Clearinghouse.
  • Certifies all student record documents related to degree completion and produces diplomas.
  • Enforces the provision of the Family Education Rights and Privacy Act (FERPA) and acts as the University's chief compliance officer for FERPA.
  • Enforces compliance with Undergraduate Catalog requirements as they pertain to the Registrar's Office.
  • Provides technical leadership for the University's System of Record, PeopleSoft.
  • Manages the fiscal affairs of the department, including budget development and priorities; exercises direct fiscal control over the approved budget.
  • Directs the activities of staff; determines major personnel decisions including staffing needs, such as hiring and firing; supervising the selection, training and evaluation of staff.
  • Upholds campus commitment to inclusive excellence and builds operations that promote a sense of community for a diverse group of students, faculty, and staff; establishes and maintains collaborative and effective working relationships with a diverse group of leaders across the University and with peers at other universities.
  • Ensures a high standard of customer service in the Office of the Registrar.
  • Counsels and advises students, faculty, and staff on academic matters and interprets and enforces academic policies and regulations.
  • Works collaboratively with CMS on maintaining, updating, and reporting to the system on all online courses per AB386 and CSU Fully Online.
  • Responsible for classroom scheduling, supervises the University Scheduler, and ensures efficient utilization of general purpose classrooms.
  • Serves on various university and systemwide committees and advisory groups, including serving as an active member of the Strategic Enrollment Management (SEM) Taskforce.

    This position requires a minimum of 5 years of transferrable experience providing oversight for registrar functions, including planning, supervision, evaluation and budget responsibilities, along with 5 years of progressively responsible and applicable management and/or supervisory experience. Bachelor's degree in business, social science, psychology, education or related field, or equivalent combination of education and experience to provide the required knowledge, skills and abilities to perform the duties of the position. Master's degree and higher education experience preferred. Intermediate to advanced proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel) required. Knowledge of Qualtrics, OnBase, AdobeSign, Google Apps and experience with PeopleSoft strongly preferred.

    This position requires a combination of strong leadership, technical, and interpersonal skills. The incumbent must possess a strong understanding of FERPA and student records privacy issues; demonstrate integrity and sound judgment in performing duties; possess the ability to supervise the work of staff and recommend appropriate personnel actions; be able to apply strong problem solving and conflict resolution skills and train and evaluate performance, taking corrective action as needed; deal with stressful situations while maintaining composure; and contribute to a collaborative environment utilizing exemplary communication and problem solving skills as necessary. The Registrar must ensure compliance with university programs and policies as established by federal, state, administrative, and academic entities. Must have strong organizational skills and the ability to manage multiple projects and competing priorities simultaneously, adjusting quickly to changes needed on a daily basis. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.

    Application Deadline
    This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8 am on March 16, 2020.

    Application Process
    Click "Apply Now" to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.

    Qualified candidates must submit the following to be considered:
    1. Cover Letter (attach as first page of resume)
    2. Resume
    3. Online Employment Application

    A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

    Salary and Benefits
    Salary is commensurate with knowledge, skills, and experience. This position is also eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year. A comprehensive benefits summary for this position is available online by clicking the Benefits Summary link..

    About Sonoma State
    Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. With a student population of about 9,000, Sonoma State is a regionally serving public university committed to educational access and excellence. Guided by our core values and driven by a commitment to the liberal arts and sciences, Sonoma State delivers high-quality education through innovative programs that leverage the economic, cultural and natural resources of the North Bay.

    Sonoma State University
    Human Resources
    (707) 664-3100
    1801 East Cotati Avenue
    Rohnert Park, CA 94928

    The university is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

    Other Information
    Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

    Mandated Reporting: This position may be 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.

    About Sonoma State University
    Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

    Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

    Sonoma State University's Jeanne Clery Act Annual Security Report is available at; Annual Campus Housing Fire Safety Report is available at

    Contact Information
    Sonoma State University
    Human Resources
    Main (707) 664-3100
    Fax (707) 664-3196
    1801 East Cotati Avenue
    Rohnert Park, CA 94928

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    jeid-7320307013972e4da02df62674d4b4c2 Posted: 06/06/2020