Veterans, Residency, and Registration Adviser

Santa Cruz, CA

University of California, Santa Cruz

Veterans, Residency, and Registration Adviser

Location: Santa Cruz
Job ID: 24786

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for all faculty, staff, academic appointees, and students accessing facilities at any UC campus this fall. Employees and students can submit proof of vaccination online or request an exemption.

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.

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit. 

Initial Review Date (IRD): 10-21-2021

Dept Marketing Statement
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. 

Position Summary

Working independently under general supervision and 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.

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.

Salary Information:  $55,100.00/Annually.  

No. of Positions:  1 

Benefits Level Eligibility:  Full

Schedule Information: 
100% weekly
40 hours weekly
Day Shift

Employee Classification:  Career Appointment 

Job End Date:  None

Work Location:  UC Santa Cruz Main Campus

Travel: Up to 25% of the time

Union Representation:  None

Job Code:  REGISTRAR SPEC 3 [6156]

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 work flow to meet deadlines for billing statements, accounting disbursements and statistical reporting.
  • Assist the Registration Coordinator with drafting and testing the campus quarterly refund calendar in accordance with the UC system-wide Schedule Refunds.
  • Adhere to workflow to meet deadlines for billing statements, accounting disbursements and statistical reporting.
  • Other duties as assigned

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.

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 Legal 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. 

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% - 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 Legal and with the residence deputies at the other UC Campuses.

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% - 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% - 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.

  • Bachelor's degree in related area and / or 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 written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.
  • Proficiency with standard office software, internet, and email applications, including experience using relational databases; ability to identify logic and system issues; and proficiency in manipulating and analyzing large volumes of data.
  • Ability to work with people from diverse cultures. Utilizes excellent customer service skills with all interactions.
  • Strong ability to establish and maintain cooperative relationships with campus departments, UC system-wide campuses and offices, and external agencies.
  • Knowledge of Registrar Office core functions (e.g., degree requirements, enrollment, veteran benefits, and residency).
  • Thorough advising skills and knowledge of 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
  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Ability to work occasional evenings and weekends.
  • Ability to move materials weighing up to 30 lbs. with or without accommodation.
  • 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.
  • The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

All UCSC employees must know 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.

How to Apply
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

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. 

View full job description and access on-line application:

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; 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.

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jeid-0599c44dd8b1e14c97824f74a1aa0135 Posted: 12/02/2021