Records and Special Programs Representative (BLANK AST 3)

University of California, Davis; Davis (CA); Hybrid; USD 84,243,000 - 120,748,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

University of California, Davis is seeking a Records/Special Programs specialist responsible for expert handling of student records and transcripts, including enrollment actions, grades, and special programs.

The role requires interpreting Academic Senate regulations, ensuring FERPA compliance, and safeguarding privacy while advising students, parents and campus staff on academic policies and financial aid impacts. Strong written and verbal communication is essential.

Qualifications

• No minimum education required.
• Experience making independent decisions consistently and fairly, in accordance with relative policies and procedures.
• Experience and computer skills to utilize various programs and software: Microsoft Word, Excel, electronic document imaging, web development, and complex student database management systems.
• Knowledge of the Family Educational Rights and Privacy Act of 1974,California Information Practices Act and campus procedure implementing the University of California Policies applying to the disclosure of information from student records
• Interpersonal communication skills and customer service skills to perform in situations with difficult, disgruntled, defensive people.
• Advanced verbal and written communication skills to explain, discuss, and summarize policies, procedures and processes.
• Skills to capture, analyze and interpret data. Skills to manage specific deadlines that change on a quarterly basis and to maintain efficiency and focus in an environment with interruptions.
• Analytical skills to identify, research, problem solve, and the experience formulating and conveying solutions to problems adhering to Office of the University Registrar, Campus, University, and Academic Senate policies and procedures.

Responsibilities

• 40% - Special Program Specialization
• 40% - Record Specialization10% - Advising/Customer Service
• 5% - Transcript Specialization
• 5% - Cross Training/Other Duties

Skills

Independent decisions

Microsoft Word

Excel

Electronic document imaging

Web development

Student database management

FERPA knowledge

Interpersonal communication

Customer service

Verbal and written communication

Data capture and analysis

Deadline management

Analytical problem solving

Education

No minimum education required

Tools

Microsoft Word

Excel

Electronic document imaging

Web development

Student database management systems

Job description

Job Summary

Reporting directly to the Records/Special Programs manager and under general supervision, this position is responsible for functioning as a campus expert regarding all aspects of the student experience and the special coding of the student record/transcript; this includes enrollment/registration actions, grades, and special programs. Analyze and interpret Academic Senate regulations. Monitor, update and ensure the academic integrity, accuracy, and security of student academic records. Uphold the privacy laws surrounding student academic record (FERPA & California Information Practices Act), and prevent any breach in confidentiality. Act as a liaison and provide education and guidance to the campus community. Provide information to students, parents, and the general public regarding all academic policies which involves analyzing the student’s academic record in conjunction with the University of California Office of the President (UCOP) refund schedule and the impact on student financial aid and academic progress. Effectively communicate in writing, in person, and over the phone with upset students/parents/faculty. Must remain knowledgeable of all work processes, deadlines, and student information system functionality.

Reporting directly to the Records/Special Programs manager and under general supervision, this position is responsible for functioning as a campus expert regarding all aspects of the student experience and the special coding of the student record/transcript; this includes enrollment/registration actions, grades, and special programs. Analyze and interpret Academic Senate regulations. Monitor, update and ensure the academic integrity, accuracy, and security of student academic records. Uphold the privacy laws surrounding student academic record (FERPA & California Information Practices Act), and prevent any breach in confidentiality. Act as a liaison and provide education and guidance to the campus community. Provide information to students, parents, and the general public regarding all academic policies which involves analyzing the student’s academic record in conjunction with the University of California Office of the President (UCOP) refund schedule and the impact on student financial aid and academic progress. Effectively communicate in writing, in person, and over the phone with upset students/parents/faculty. Must remain knowledgeable of all work processes, deadlines, and student information system functionality.

Apply By Date

08/21/2026 by 11:59 pm

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• No minimum education required
• Experience/skill making independent decisions consistently and fairly, in accordance with relative policies and procedures.
• Experience and computer skills to utilize various programs and software: Microsoft Word, Excel, electronic document imaging, web development, and complex student database management systems.
• Knowledge of the Family Educational Rights and Privacy Act of 1974,California Information Practices Act and campus procedure implementing the University of California Policies applying to the disclosure of information from student records
• Interpersonal communication skills and customer service skills to perform in situations with difficult, disgruntled, defensive people.
• Advanced verbal and written communication skills to explain, discuss, and summarize policies, procedures and processes.
• Skills to capture, analyze and interpret data. Skills to manage specific deadlines that change on a quarterly basis and to maintain efficiency and focus in an environment with interruptions.
• Analytical skills to identify, research, problem solve, and the experience formulating and conveying solutions to problems adhering to Office of the University Registrar, Campus, University, and Academic Senate policies and procedures.

Preferred Qualifications

• Advanced experience and skill with Microsoft Excel or other spreadsheet software.
• Knowledge of fundamental university and academic program principles and standards (admissions, financial aid, student accounting, college deans, university departments) to provide general information and make referrals
• Knowledge of network capabilities to access printers, server, the World Wide Web, and other systems.
• Ability to interpret and apply Academic Senate grading regulations.

Key Responsibilities

• 40% - Special Program Specialization
• 40% - Record Specialization10% - Advising/Customer Service
• 5% - Transcript Specialization
• 5% - Cross Training/Other Duties

Department Overview

Reporting to Records/Specials Program manager and under general supervision, this position is responsible for function as a campus expert regarding all aspects of student experience and the special coding of student records/ transcripts.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100% Fixed
• Shift (Work Schedule): Monday - Friday, 8:00 AM to 5:00 PM
• Location: Davis, Ca
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee’s lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space. Requires signing a confidentiality statement regarding student records. Work occasional overtime and some restricted vacation times to meet operational needs. Work hours Monday - Friday, 8am - 5pm, no flexible work schedules during 6 month probation new hire period. Business attire required to represent the professional nature of the University and the Office of the University Registrar. Position is a mandatory reporter for known or suspected child abuse and requires that a statement acknowledging the requirement to report child abuse be signed. Special Requirements – Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

A Culture of Opportunity and Belonging

At UC Davis, we’re committed to solving life’s most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks #CA-CB