Assistant Registrar, Degree Audit

California, United States
08 Nov 2018
End of advertisement period
08 Jan 2019
Contract Type
Full Time

Job Code: 7602
Salary Level: I
Schedule: Full Time (100% FTE)
Appointment Duration: Fixed Term ending 8/31/2019, with the possibility of converting to continuing on 9/1/2019 based on funding and operational need.

Note: Not all unique aspects of the job are covered by this job description

The Student and Academic Services is proud to be part of Student Affairs, which advances student development and learning; fosters community engagement; promotes diversity, inclusion and respect; and empowers students to thrive. 


The Assistant Registrar, Degree Audit, oversees the daily operation of one of more core functions within the Office of the University Registrar; course scheduling, degree progress, undergraduate and graduate admissions or records. Provide leadership to plan, organize and manage the daily operations of the University/School Registrar's Office, including degree audit implementation and maintenance, academic policy and serving as the official authorized keeper of the university's student records. Identify, clarify, and resolve highly visible or complex issues with substantial significance and impact that may span multiple areas, using expert technical and professional knowledge requiring independent judgment. 


  • Contribute to overall unit or functional objectives and priorities by overseeing the daily operations; coordinate and oversee the hiring of temporary seasonal staff and students.
  • Manages and coordinates the planning, development, implementation, documentation, administration, and maintenance of the Degree Audit System for the University.
  • Review exceptions to university polices and/or procedures and contribute to defining processes for ongoing exceptions to routine procedures. Independently determine appropriate responses to complex issues.
  • Oversees the definition and maintenance of the degree audit system and content for all of the academic requirements including the general education requirements, departmental requirements, and University requirements, including all undergraduate and graduate level programs.
  • Oversees the development and administration of operating policies and procedures concerning the degree audit system; reviews and advises on applicable rules, regulations, guidelines, and University policies.
  • Collect, record, maintain and report on student records within regulatory guidelines, e.g., grades, registration data, transcripts, mid-term verification, athletic eligibility and ICCB audits.
  • Directs regular audits on degree audit tables, degree requirements and exceptions entered into the system to ensure compliance with University requirements.
  • Develop recommendations for the implementation and maintenance of technology applications, and identify, negotiate and manage relationships with outside vendors.
  • Oversees and coordinates the implementation of projects and enhancements submitted for Degree Audit System.
  • Collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students, including registration / records’ policy questions.
  • Lead encoder for the NCAA eligibility requirements; works closely with the Athletics Department to ensure accuracy.
  • Consult and advise students, faculty and others on issues involving academic policy, degree progress, residency and petitions.
  • Acts as main contact in working closely with the University's Student Information Systems and Administrative Systems groups in all matters related to the degree audit system.
  • Lead the development of resources and trainings to provide information on university policies, systems processes and procedures.
  • Manages training opportunities for University employees on accessing and using the degree audit system; oversees authority/security requests for system access.
  • Develops and prepares appropriate materials to promote and report on the degree audit system to senior University leadership.
  • Serves as main contact for the University’s professional schools campuses using the degree audit system; assists them with knowledge of the degree audit system and provides support if any problems with encoding, exceptions, curriculum and/or degree programs arise.
  • Lead and develop audits and manage reporting tools to provide continuous evaluation of current business processes; verify accuracy of data; make recommendations for process improvements as a result.
  • Organizes testing and upgrades for the degree audit system, including writing and maintaining test scripts; partners with Student Information Systems on timing of upgrades for system.

* - Other duties may also be assigned


Education & Experience:

Bachelor’s degree and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated skills in managing and developing staff.
  • Advanced understanding of higher education administration and operations of the Registrar’s Office.
  • Advanced skills in analysis and development of complex business processes and ability to translate to solutions.
  • Ability to interpret and explain complex academic policies and procedures.
  • Expert communication skills, both oral and written.
  • Expert problem solving and customer skills.
  • Advanced experience with office applications.
  • Ability to work with computer applications and systems, business processes.

Preferred Knowledge, Skills and Abilities:

  • Strong understanding of degree audit requirements gathering, encoding, and testing at a higher education institution
  • Advanced technical knowledge and experience in implementing and maintaining a degree audit system
  • Expert communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and all levels of management.
  • Expert analytical and problem solving skills to review and analyze complex information.
  • Advanced customer service skills.
  • Ability to ensure and apply compliance with legal, financial, and university policies and external regulations. 
  • Ability to establish priorities.
  • Demonstrated skills in managing and developing staff.
  • Experience with PeopleSoft student information system preferred (Campus Solutions).

Certifications and Licenses:



  • Frequently perform desk based computer tasks, seated work and use light/ fine grasping.
  • Occasionally lift, carry, push pull objects that weigh up to 10 pounds.
  • Rarely stand, walk, use a telephone and write by hand.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


  • May work extended or non-standard hours based on project or business needs.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide,

Applicants must submit a cover letter and resume with their application.

Finalist candidate must successfully pass a pre-employment background check.

Experience a culture of excellence.

Stanford University, located in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Stanford is an equal employment opportunity and 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, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.