Certifying Official for Verifications and Subpoenas (4722C) 23383
University of California Berkeley
Location: Berkeley, California
Internal Number: 2480173
Certifying Official for Verifications and Subpoenas (4722C) 23383
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Application Review Date
The First Review Date for this job is: September 17, 2021
The Office of the Registrar (OR) has primary responsibility for interpreting and implementing the academic policies of the Berkeley campus in the areas of student registration, course enrollments, classroom use, recording of grades, and the maintenance of student records. Increasingly, the Office of the Registrar plays a key role in policy development related to the efficiency of the campus' delivery of academic programs and deployment of academic resources and to the successful and timely progress of students. OR provides comprehensive services to students, prospective students, alumni, faculty, staff and the general public.
The Certifying Official for Verifications and Subpoenas of Academic Records oversees the daily operations of the degree and enrollment verifications portfolio. The incumbent is responsible for degree and enrollment reporting to the National Student Clearinghouse (NSC); coordinates the University's response to subpoenas of academic records; serves as the primary California Notary Public for the Office of the Registrar; and is the primary resource for the entire campus community and general public regarding verification services and subpoenas of academic records. S/he trains staff in OR and Cal Student Central (CSC) in the essentials of verification processing and ensures their work complies with federal and State regulations and University policies; is accurate and factually correct; and performed within established timeframes, policies and procedures. S/he advises the campus community how to navigate relevant rules, regulations, policies, and procedures to best meet their needs, and analyzes and researches verification requests, identifies and resolves problems, verifies and certifies approximately 20,000 requests per year.
ADMINISTRATION AND ADVISING:
Responsible for overseeing the day-to-day operational decisions of the Verifications portfolio. Make independent decisions based on judgment, policy interpretation and analysis. Serves as the expert resource in this functional area for other department staff members.
Serves as the primary resource for the general public, students, alumni, schools, colleges, academic and administrative departments, governmental agencies, employers and other educational institutions with respect to verification services. Explicates (in writing or orally) the associated rules, regulations, policies, and procedures.
STUDENTS AND ALUMNI STATUS VERIFICATION:
Analyzes requests for verification of student and alumni status, attendance and degrees. In accordance with University rules, regulations, and procedures, independently determines whether request can be processed as is, must be held for more information, or requires collaboration with other offices such as FASO, OUA, Center for Student Conduct, Schools, Colleges, Graduate Division, etc. As necessary, contacts requesting party regarding incomplete submissions and steps required for correction.
Verifies and certifies approximately 20,000 requests per academic year from students, alumni, educational institutions, and federal and state agencies. Ensures compliance with federal and state statutes and regulations, and in accordance with Office of the Registrar and University policies and procedures.
NATIONAL STUDENT CLEARINGHOUS REPORTING:
Responsible for enrollment and degree reporting to the National Student Clearinghouse (NSC) in compliance with OR, FASO, campus, University and federal requirements.
Researches and resolves errors identified by NSC for each weekly enrollment file. Maintains detailed records of errors returned and how they were resolved. Identifies error patterns and collaborates with colleagues in SIS, OR, FASO, schools & colleges, and Graduate Division to develop and implement systemic solutions.
Utilizing the full range of available resources (Student Information System, other online systems, hard copy and digitized student records, microfiche, etc.), researches and responds to cases referred by the National Student Clearinghouse within timeframes and according to policies and procedures established by the Office of the Registrar.
SUBPOENAS OF ACADEMIC RECORDS:
Independently evaluates all subpoenas for academic records served on the University. Independently determines: 1) if the subpoena is valid; 2) if the issuing authority has legal jurisdiction over the University; and 3) if the materials subpoenaed are academic records.
Coordinates the University's response to valid subpoenas. Works with deans, directors, schools, colleges, academic departments and administrative offices to produce subpoenaed records within timeframes prescribed by law and in accordance with University and Office of the Registrar policies and procedures.
Interacts with the Office of Legal Affairs regarding high-profile cases and complex subpoenas. Maintains complete documentation of all subpoenas.
NOTARIZATION OF REGISTRAR DOCUMENTS:
Serves as the primary California Notary Public for the Office of the Registrar. Facilitates notarization of diplomas, transcripts, and official verifications instruments and letters.
Assists law enforcement officials and government agents from the Department of Defense, FBI, and military branches in securing academic records information while adhering to all federal and state privacy laws, University and office of the Registrar policies and procedures.
SUPPORT STUDENT SERVICES FUNCTIONS:
Provides back-up to other Student Services staff as needed. Assists students, parents, alumni, faculty, staff and the general public in person, on the telephone, and via email regarding processes, deadlines and procedures in other functional areasincluding Readmission; Residency; Transcripts; Records; Registration and Enrollment; Tuition & Fees; Visitor & Exchange Programs; and Veterans Benefits.
Analytical and critical thinking skills required. Experience with and ability to understand detailed laws, statutes, rules, regulations, policies and procedures and to apply them to factual situations.
Ability to maintain confidentiality and security of student records in strict accordance with confidentiality rules established by FERPA, the State of California, and the University.
Demonstrated current knowledge of University rules, regulations, policies, and procedures relating to verifications, subpoenas, academic records and other services provided by the Office of the Registrar.
Experience with and ability to maintain and use reference materials including written procedures.
Strong attention to detail and ability to sift through, identify and distinguish small discrepancies in large data sets and complex records.
Experienced using a variety of computer systems and applications.
In addition to the University's student information systemBerkeley Campus Solutions (Oracle), incumbent must also be able to easily learn and use any generic business applications including documents, spreadsheets, presentations, project management, CRM, CMS and collaboration software.
Knowledge of or ability to gain knowledge of Academic Senate Regulations.
Excellent organizational skills required. Ability to formulate, communicate and implement a plan of action to accomplish assigned tasks.
Excellent written and verbal communication skills to interact effectively with students, faculty, staff, parents and the general public from diverse and ethnic backgrounds.
Experience working with client group on varied requests who may be frustrated, angry or confused and to respond with sensitivity and tact.
Ability to interact diplomatically with people from diverse cultural, socio-economic, educational and ethnic backgrounds.
Demonstrated knowledge of University Student Information Systems.
Ability to be self-directed and work independently. Exercises good judgment in when to seek clarification and direction vs. when to resolve issues independently.
Ability to work collaboratively on group projects and to cooperate with staff from other Registrar units and departments across campus.
Salary & Benefits
Hourly rate is commensurate with experience. Range is $28.09 - $30.07/hour. This is a full-time, career position. This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Equal Employment Opportunity
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, or protected veteran status. For more information about your rights as an applicant see:
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.