Cal Maritime Jobs

Working Title: University Registrar

Classification Title: Administrator II

Department Name: Registrar's Office

Time Base: Full-time

Pay Plan: 12 month 

Bargaining Unit:  M80 (Management/MPP)

Employment Type:  MPP – this position is part of the California State University Management Personnel Plan (MPP). No tenure or permanent status can be achieved within the MPP.

Salary Range:

• Hiring salary is budgeted at $9,580 - $10,400 per month commensurate with education and experience
• CSU Salary Range: $4,812 -$15,449 per month.

Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled. A review of applications will begin Friday, August 30, 2024 and the review period may end at any time thereafter.

Position Summary:  

Reporting to the Executive Dean of Academic Affairs, the University Registrar is responsible for the leadership, strategic guidance, vision, supervision and management of all administrative and operational functions of the Office of the Registrar that includes academic support (tutoring) and student advising.

Responsibilities include ensuring the integrity, accuracy and security of student records, production of official academic transcripts, building secure student data files and setting policy and procedure for their responsible use, student registration, academic scheduling, class schedule development, classroom space management and assignments, student grade collection and posting, transfer articulation, verification of enrollment and degree, monitoring and evaluation of student progress toward the degree, degree audits, academic data security, preparation of diplomas, monitoring of student academic standing, enforcement of academic and administrative policies and procedures in relation to matriculation, counseling and advising students, faculty and staff on academic matters, interpreting and enforcing policies and regulations of the University and FERPA, and implementation of new systems and enhancements of existing student records and registration systems. The University Registrar is also responsible for participating in the development of short and long-range enrollment management plans and goals. 

The University Registrar is responsible for partnering with faculty and staff to evaluate, modify, and implement strategies that remove administrative barriers and narrow the gap of attrition to improve overall student satisfaction and success.

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, International Strategy and Security, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering,  Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities: 

Administrative Leadership and Management of Registration and Records Operations

• Works collaboratively with academic and student affairs personnel to provide leadership in support of enrollment management, academic records, registration, transfer articulation, degree audit, student academic support, and institutional research.
• Works with the faculty and administration to develop and implement academic policies and procedures to facilitate and enhance the student enrollment and retention process.
• Researches and makes recommendations for new or revised academic and administrative policies and procedures.
• Provides education and support to the campus community with respect to the functions and policies of the Office of the Registrar.
• Manages staff in the Office of the Registrar, academic support (tutoring) and student advising coordinating and establishing performance expectations, evaluating staff performance, and providing feedback to staff in regard to performance.
• Responsible for providing staff training and development opportunities in consultation with the Executive Dean of Academic Affairs.
• Maintain budgetary oversight for assigned areas/departments.
• Manage full cycle recruiting for CHRS in hiring personnel.

Administrative Leadership and Management of Student Support Services

• Establish performance expectations and goals for staff
• Provide appropriate support, guidance, and professional development opportunities
• Manage staff and student level position search and onboarding processes
• Review, and supports key academic advising initiatives.
• Develops and implements campus strategic recommendations
• Communicate and manage the tasks and projects that promote academic advising, student retention rates, graduation initiatives and other student success outcomes.
• Provides reports and recommendations to leadership on strategic improvements to increase student success and retention within areas assigned.
• Manage on-going assessments of program to ensure they align with the strategic plan. 

Class Scheduling, Academic Calendar, Registration

With support from Office of the Registrar staff and the academic offices, the Registrar has overall responsibility for the following:

• The student registration process for all matriculated and visiting students.
• Transcripts and AP credit evaluations.
• Assisting the Provost, Deans, and University administrators with course scheduling and assessment of demand.
• Coordinating and communicating with other administrative and academic units to support new student orientation.
• Scheduling classes and providing projections for future class management and planning.
• Managing utilization of classroom spaces and facilities.
• Approval of the final exam schedule.
• Certification of candidates for graduation.

Academic Records and Records Compliance Officer

With support from Office of the Registrar staff and the academic offices, the Registrar has overall responsibility for the following:

• The maintenance and security of student academic records, the production of transcripts, enrollment verification, and the processing and posting of grades and degree audits.
• Interpreting, communicating, implementing and monitoring academic policies and procedures.
• Ensuring compliance with appropriate federal, state, and system laws, statutes and executive orders related to students (i.e., Title V, NCAA, etc.).
• Maintaining confidentiality policies and procedures for student records in accordance with the Family Educational Rights and Privacy Act (FERPA).
• In conjunction with the deans, Dean for Student Affairs and Executive Dean of Academic Affairs, manage probations, dismissals and notifications of mid-term deficiency grades.
• Adjudicating student appeals and petitions for problems arising from enrollment, registration, grades, and other academic record issues.

Technology Leadership

• In coordination with Information Technology and other administrators, manages the maintenance of technology of existing student computer systems (e.g., PeopleSoft CMS) and the introduction of new technology to improve registrar-related functions and services.

Budget and Policies

• Forecast and draft annual budgetary plan within allocated resources and other department needs.
• Access CFS to monitor and track expenses and generate reports.
• Interact with Academic Affairs Budget Coordinator regarding department budget.
• In compliance with CSU and Cal Maritime policies, create and codify policies, procedures, and processes that ensure equitable, fair, and effective use of all services.

 Other Overall Responsibilities

• Manage international student enrollment and I-20s
• Supervise the management of the Veterans programs (i.e., the certification of eligibility of veterans and dependents of veterans to the federal Office of Veterans Affairs).
• Serve on a variety of university committees.

• A Bachelor’s degree is required. A minimum of 5 years of experience as an Associate Registrar or Registrar and a minimum of two years of experience supervising the work of others is required. 
• Knowledge of laws and regulations related to student records, including State of California Title V Education Code and the Family Educational Rights and Privacy Act (FERPA).
• Knowledge of federal regulations as they pertain to student records.
• Knowledge of all aspects of admissions and records.
• Knowledge of or the ability to quickly learn Cal Maritime’s degree requirements and academic rules, policies and procedures.
• Strong knowledge of general office and records management procedures in addition to experience with on-line databases to capture student records applications is essential.
• Knowledge of desktop word processing, spreadsheet, database, and presentation software.
• Skilled with database management and retrieval methods.
• Excellent analytical skills.
• Advanced ability to think creatively and independently on concepts requiring advanced analytical skills.
• Experience supervising diverse teams comprised of self-directed staff.
• Excellent organizational and planning skills, with unquestionable integrity.
• Excellent problem solving and conflict resolution skills.
• Proven collaboration and communication skills
• Ability to direct, supervise, motivate, and inspire others; measure the performance of people, teams and organizations, and assess performance and progress.
• The ability to work effectively and build strong alliances internally and externally with a broad range of individuals to bring the campus community together around shared goals.
• A commitment to diversity and experience working effectively in a culturally and ethnically diverse environment.

• Master's degree preferred.
• Knowledge of PeopleSoft Campus Solutions or similar student data systems.
• A board knowledge of college level services, including financial aid, registration, retention, and knowledge of current national issues in higher education including the value of and barriers to a college education.
• Ability to exercise professional adjustment relating to unusual circumstances.
• Proficient in Windows, Word, Excel, PowerPoint, and other common software packages.

Special Conditions: 

Some work may occur in evenings or on weekends

Hours of Work: Monday - Friday, onsite, regular business hours 

Physical, Mental and Environmental Conditions:  

Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.

Background Check: Satisfactory completion of a background check (including a criminal records check, DMV records check, and fingerprinting) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter: 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 revised July 21, 2017, as a condition of employment.

Designated Position: 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 Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Eligibility to Work:  Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

EEO Statement: Cal Maritime is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, covered veteran status, or any other protected status.  Reasonable Accommodations will be provided to applicants with qualifying disabilities who self-disclose by contacting the Benefits Coordinator at (707) 654-1146.

Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume. 

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.