Job Description

Payroll Title:
Office of the Registrar
Hiring Pay Scale
$62,500 - $68,000 / Year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday - Friday

#124559 Academic Records Analyst

Extended Deadline: Fri 9/29/2023

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 8/8/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 8/25/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.


Under general supervision of the Assistant Registrar, the Academic Records Analyst is an experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field. This position independently performs the full range of responsibilities within the function including but not limited to identifying and resolving system errors, interpreting and enforcing policy, and application testing.

The Academic Records Analyst possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions, including gathering information, researching policy and administrative processes, reporting, referring, and resolving issues with a high degree of tact and professionalism.

Working independently under general supervision using professional Registrar student record based concepts, applies a level of breadth and depth with student record and service delivery practices, policies, and regulations.

This position is also responsible for monitoring the workload of the unit and backing up other members of the unit during peak periods, as well as coordinating the completion of the Academic Records processing calendar.

Cover letter required for a complete application.


  • 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. Maintains confidentiality of sensitive 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. Demonstrated ability to work independently, set own priorities, use independent judgment and handle confidential and sensitive information.

  • Strong written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.

  • Thorough knowledge of common University-specific computer application programs and productivity software.

  • Working knowledge and demonstrated ability to use complex databases. Mathematical skills sufficient to analyze student academic records, term and cumulative GPA, course duplications, and End Academic Status.

  • Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.

  • Strong ability to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies. Promotes a positive and collaborative team environment.

  • Thorough knowledge of particular Registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).

  • Thorough knowledge of advising and counseling techniques.

  • Proven ability to interpret, test and analyze the quality of data and effectiveness of programming changes; make appropriate recommendations and approve completed status.

  • Proven ability to anticipate, analyze and proactively address problems using reasoning, interpretation and application of theories and principles to achieve programmatic goals.

  • Ability to research, analyze and interpret documents from educational systems, including transcripts, grading systems and curricula. Ability to recognize inconsistencies in academic records including duplication of course content, repetition and falsification.

  • Must be prepared to provide the best customer service and student support experience to all stakeholders.


  • Job offer is contingent upon a satisfactory clearance based on background check results.

  • Available to work evenings/weekends during peak periods; some domestic travel may be expected.

  • Duties may require direct contact with children (defined as individuals under the age of 18). Completion of the Child Abuse and Neglect Reporting Act (CANRA) form is required.

  • Cover letter required for a complete application.

Pay Transparency Act

Annual Full Pay Range: $48,900 - $102,300 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $23.42 - $48.99

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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