HYBRID - STUDENT SERVICES SPECIALIST

University of California, Irvine; Irvine (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

University of California, Irvine is seeking a Registrar professional to provide student record information and process verifications, transcripts, and diploma orders. You will apply university policies, support enrollment functions, and assist with confidential records while communicating with students, staff, and the public.

The role emphasizes accuracy, timeliness, and adherence to institutional guidelines, with a strong focus on customer service and cross‑department collaboration.

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• Ability to apply policies to diverse, complex situations.
• Strong written and verbal communication with accurate records knowledge.
• Experience with student information systems and billing systems is preferred.

Responsibilities

• Provide student-specific information on enrollment, grades, and other student record data.
• Process requests and distribute verifications and transcripts.
• Handle diploma ordering and distribution.
• Adhere to institutional, state, and federal policies and procedures.

Skills

Communication skills

Customer service orientation

Organizational skills

Policy knowledge

Interpersonal skills

Education

Bachelor's degree or equivalent experience

Tools

MS Word

Excel

Outlook

Web browsers

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The Division of Enrollment Management is a key campus thought partner that provides collaborative leadership in university-wide efforts, utilizing systematic, innovative, and synergistic approaches to leverage a data-informed enrollment strategy to improve market distinctiveness, and execute the campus strategic plan.The division comprises the offices of Enrollment Management, Financial Aid & Scholarships, University Registrar, and Undergraduate Admissions.

The mission of the University Registrar is to provide academic support services in an atmosphere of prompt, accurate, and friendly service to the campus community through practices consistent with the mission and values of the university. The Office is responsible for maintaining student records, issuing reports of grades, and distributing official publications.

Your Role on the Team

Works under the supervision of the Senior Residency Officer to provide student specific information to students, university employees, and the public, in a timely manner about enrollment, grades, and other pertinent student record information. Applies professional Registrar student service based concepts to student record functions. Provides information and enforcement of institutional, state, and federal policies, procedures and regulations. Identifies potential problems and counsels on appropriate actions and may refer to appropriate staff as needed. Independently responsible for processing requests and distribution of verifications and transcripts. Responsible for diploma ordering and distribution. Receives direction regarding more complex programs.

What It Takes to be Successful

Required:

• Ability to apply working knowledge of policies to complicated individual situations in a diverse learning community.
• Problem identification and critical thinking skills.
• Organizational skills and ability to prioritize work, coordinate a number of projects at one time, and meet deadlines in an environment of frequent interruptions and distractions.
• Written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.
• Working knowledge of common University-specific computer application programs and productivity software, including MS Word, Excel, e-mail, web browsers, and Outlook.
• Ability to work with people from diverse cultures and socioeconomic backgrounds. Utilizes excellent constituent service skills with all interactions.
• Ability to establish and maintain cooperative relationships with campus departments, students, and the public.
• Ability to interact diplomatically and in using proper judgment while maintaining equanimity with all individuals, including situations involving conflict.
• Ability to answer several incoming phone lines in a courteous and timely manner.
• Bachelor's degree in related area and/or equivalent experience / training.
• 1-3 yearsof related experience or equivalent training.

Preferred:

• Working knowledge of policies, regulations, and practices with student records services.
• Working 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.
• Knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).
• Experience using student information systems and student billing systems.
• Working knowledge of functions of the University and UCI Campus departments.

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

Conditions of Employment

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization