Job Description

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

#130524 Academic Records Analyst

Extended Deadline: Mon 7/15/2024

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.

This job posting will remain open until position is filled.

UCSD Layoff from Career Appointment: Apply by 6/20/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 7/1/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This is a 100% contract appointment for one year with the possibility of extension or conversion to career status.


Under the general supervision of the Assistant Registrar, the Academic Records Analyst is professionally skilled in applying theoretical knowledge to practical application, with extensive expertise and a profound understanding of the registrar's primary responsibilities, student record systems, and compliance with relevant regulations.

The Analyst autonomously carries out a full spectrum of duties within their role, which includes but is not limited to, identifying and resolving system discrepancies, and establishing and implementing database components, queries, and reports for effective program monitoring.

With a comprehensive understanding of their job, the Academic Records Analyst is adept at analyzing a range of complex issues and determining solutions. This involves information gathering, policy research, administrative process investigation, report generation, and issue referral and resolution with considerable tact and professionalism.

Providing guidance on non-routine and sensitive matters related to student records, the Analyst recommends solutions and makes appropriate referrals.

Working independently with a focus on professional Registrar student record-based concepts, the Analyst employs a wide and deep understanding of student record and service delivery practices, policies, and regulations when scrutinizing transcripts and records.

The Analyst is also accountable for managing the workload of the department and providing support to other team members during busy periods, as well as coordinating the completion of the Academic Records processing schedule.

Playing a crucial role in promoting student success, the Analyst is pivotal in safeguarding the integrity of academic records and services.

A complete application will include a cover letter.


  • 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.

  • 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.


  • 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.

  • 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.

Pay Transparency Act

Annual Full Pay Range: $61,800 - $108,000 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.60 - $51.72

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).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.

UC San Diego 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.

For the University of California’s Affirmative Action Policy please visit:
For the University of California’s Anti-Discrimination Policy, please visit:

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

Application Instructions

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