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Associate Registrar

Apply now Job no: 520582
Work type: Management (MPP)
Location: Monterey Bay
Categories: MPP, At-Will, Full Time, Student Services

Classification:   Administrator II
Anticipated Hiring Salary:  Commensurate with experience 
CSU Salary Schedule
Hours:  Full-time / 40 hours per week 
FLSA: Exempt

Priority Screening Date:  November 13, 2022
Recruitment Status:   Open Until Filled


Powered by an inspiring Founding Vision StatementCalifornia State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,400 students.  The university’s Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB’s sustainability initiative is to be carbon neutral by 2030. The university’s faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


Under the direct supervision of the Registrar, the Associate Registrar provides operational leadership for registration, student information systems (SIS) maintenance and implementation, maintenance of student academic records, and customer service. The Associate Registrar also shares the responsibility for adapting program activities, services and practices to correspond with the changing needs of the University, the University’s service area, and the dynamics of the institution. The incumbent assists in the development of methods for achieving educational equity access goals and insuring allocation of program resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Management of the day-to-day operations of the Office of the Registrar providing leadership to the records and registration and student information systems units. Leads other units within the office as needed or requested. Plans and evaluates processes related to registration and records maintenance. Ensures that students, faculty, and staff receive timely, accurate information and excellent customer service. The Associate Registrar is accountable for the security, integrity and confidentiality of student academic records.
  2. Manages and maintains the yearly registration calendar including registration dates, process timelines, important campus dates, etc. Notifies the campus community of important registration and graduation dates and deadlines via web content and campus communications. Manages the setup and processing of registration including validation of academic dates, security, registration appointments, holds, enrollment notifications, withdrawals, and discontinuation of students.  Also manages record keeping activities including grading, academic standing and related end of term processes; student information updates, enrollment and degree verifications, and transcript orders.
  3. Responsible for administration of policies and procedures outlines in the university catalog; and for federal, state, and system-wide regulations such as Title 5, FERPA, Chancellor’s office policies and presidential memorandums. Provides expertise regarding campus, state or federal policies when needed. Works in consultation with the Registrar to develop office policies and procedures. Develops training materials and conducts training for the Office of the Registrar Staff and campus community. Keeps staff informed of all policies and procedures
  4. Researches and resolves complex student problems that may include collaboration with other offices such as Financial Aid, Cashiering & Student Accounting, and the Campus Service Center. Works collaboratively with analyst and IT staff to identify and resolve system issues and problems and to develop and implement system modifications. In the absence of the Registrar, the Associate Registrar may represent the Registrar on committees and at meetings.

Other Functions:

  1. Perform other job-related duties and special projects as assigned.


Demonstrated comprehensive knowledge of university records and registration. Thorough knowledge of: student information systems, communications technologies in records and registration, FERPA and national practices and procedures to ensure compliance with CSU and professional standards for management of student records. General knowledge of: principles, problems, and methods of public administration, including organization, personnel, and fiscal management; advanced statistical and research methods; and techniques used for hiring, labor relations, evaluation performances, and motivating employees.

Ability to: rapidly become familiar with CSU records, registration and Chancellor's Office reporting requirements; CSUMB admissions programs, policies and procedures; provide strong leadership in the development and implementation of program policies, regulations, procedures, and precedent cases; provide sound recommendations based on state or institutional policy; effectively communicate verbally and in writing with a diverse community; use modern management and administrative techniques related to work planning, scheduling and coordination; select, supervise, train and evaluate staff; analyze situations, take corrective action and resolve conflict; handle multiple tasks, projects, and deadlines; learn and use administrative computing systems at advanced levels; establish and maintain effective working relationships within a diverse environment


Equivalent to a bachelor's degree from an accredited college or university AND four (4) years of progressively responsible experience in registrar’s/student services administration demonstrating successful leadership skills.  A graduate degree in a related field may be substituted for one year of the required experience. Additional experience, which has demonstrated the requisite skills and abilities, may be substituted for required education on a year-for- year basis.


Master's degree in a related field. Experience in an Office of the Registrar at an institution of comparable mission and size. Second language fluency. Experience with student information systems, preferably, PeopleSoft. Knowledge of enrollment management, California Education Code regulations, CSU Executive Orders, CSU test regulations, admissions and recruitment policies and procedures. Experience working with diverse populations and in higher education preferred. Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. 


  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
  • 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  as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position is designated as a Campus Security Authority (CSA).  The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107.
  • This position has been designated as a sensitive position with responsibility for the care, safety and security of people (including children and minors), animals and CSU property; responsibility or access/possession of building master or sub-master keys for building access; access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards; and control over campus business processes, either through functional roles or system security access.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.


Office environment with standard equipment and tasks.  Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 14-paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389 or All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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