Job Description

Payroll Title:
Salary Range
Commensurate with Experience
La Jolla
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#118850 Registrar and Admissions Assistant

Filing Deadline: Mon 10/3/2022

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 09/21/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/03/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule with part-time in the office and part-time remote work


The division of Medical Education within the UC San Diego School of Medicine (UCSD SOM) consists of four major units: Admissions & Student Affairs; Undergraduate Medical Education; Graduate Medical Education; and Continuing Medical Education & Faculty Development. These units are supported by core services units: Business Affairs, Educational Technology, and Evaluation & Assessment. The division supports the education, training and co-curricular activities of 536 medical students, 800 residents and fellows, as well as the faculty, physician and healthcare providers at UCSD’s School of Medicine, its' Medical Centers, and affiliates.

The Registrar and Admissions Assistant in Academic Records is responsible for applying and interpreting all policies and regulations of the UC, the UCSD Academic Senate, and Federal Family Educational Rights and Privacy Act (FERPA) when independently resolving issues and making changes to student records including (but not limited to) grades, name changes, social security information updates, withdrawals, retroactive course adds/drops, reinstatements, general petitions, and leave of absences. In addition, as a member of theAdmissions Team, shares the responsibility for the coordination of the application process for the SOM, including communicating extensively with faculty and applicants, preparing appropriate materials, and maintaining admissions-related databases.


  • Proven ability to handle sensitive matters with tact, discretion and confidentiality.

  • Demonstrated skill in following through task/functions with accuracy and attention to detail.

  • Demonstrated ability to follow complex written and oral instructions.

  • Demonstrated skill and ability to make effective use of campus resources.

  • Demonstrated ability to manage records and resolve discrepancies.

  • Excellent interpersonal skills and the ability to employ fundamental advising techniques with sensitivity, including appropriate referrals to campus resources.

  • Demonstrated skill in establishing rapport and exercising professional judgment, tact, and diplomacy in communicating with a large diversity of people from a variety of cultural, and economic backgrounds.

  • Proven ability to compile, interpret and analyze data utilizing multiple resources and references.

  • Ability to professionally handle stressful and difficult situations, and proven sensitivity to customers' needs and concerns.

  • Ability to use independent judgment and initiative, to analyze complex or unique situations, and to develop recommendations.

  • Demonstrated ability to analyze and evaluate records, both historic and current versions.

  • Ability to prepare accurate and concise reports, correspondence, notes and memos.

  • Ability to edit written material with excellent command and recognition of English grammar and spelling.

  • Demonstrated skill in analyzing, interpreting and implementing university policies, procedures accurately and effectively.

  • Knowledge and ability to effectively utilize MS Word, MS Outlook, MS Excel and Explorer.


  • Knowledge and ability to effectively utilize campus systems such as: ISIS, DARWIN the Data Warehouse, SQL/DSE, TritonLink, Blink and Hummingbird emulation software.

  • Thorough knowledge of University of California academic regulations and those procedures and revisions as implemented by the San Diego Division of the Academic Senate.

  • Thorough knowledge of UCSD academic/administrative calendars as they affect student services, and demonstrated knowledge of UCSD student services and resources.


  • Employment is subject to a criminal background check.
  • Ability to work effectively in an environment with frequent & changing priorities.
  • Required to work overtime and weekends during peak periods.
  • Ability to carry and lift 15-25 lbs.
  • Demonstrated punctuality and excellent attendance record.

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

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

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 Health 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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