Verifications and Subpoenas Specialist (4722C)

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Departmental Overview

The Office of the Registrar (OR) has primary responsibility for interpreting and implementing the academic policies of the Berkeley campus in the areas of student registration, course enrollments, classroom use, recording of grades, and the maintenance of student records. Increasingly, the Office of the Registrar plays a key role in policy development related to the efficiency of the campus' delivery of academic programs and deployment of academic resources and to the successful and timely progress of students. OR provides comprehensive services to students, prospective students, alumni, faculty, staff and the general public.

The Student Services unit advises and counsels students, staff, faculty, alumni, and the general public regarding Office of the Registrar services related to academic records, enrollment, fees, registration, degree and enrollment verification, readmission, veteran services, Summer Sessions and special programs such as Education Abroad, cross registration, visitor and exchange programs, etc. The unit is also responsible for maintaining accurate constituent records and works with multiple complex campus and third-party information systems.

Position Summary

The Verifications and Subpoenas Specialist oversees the daily operations of the degree and enrollment verifications portfolio within the Student Services unit. This position trains staff in OR and Cal Student Central (CSC) in verification processing essentials to ensure compliance with Federal and State regulations and University policies. This role serves as the primary resource for the entire campus community and general public regarding verification services and subpoenas, and advises them how to navigate relevant rules, regulations, policies, and procedures to best meet their verification needs. This role analyzes and researches verification requests, identifies and resolves problems, verifies and certifies approximately 20,000 requests per year.

Additionally, this position manages degree and enrollment reporting requirements for the National Student Clearinghouse and coordinates the University's response to subpoenas for academic records. The Verifications and Subpoenas Specialist facilitates the notarization of official documents and handles highly sensitive correspondence with courts of law, government agencies, other educational institutions, and a variety of public and private organizations, institutions and foundations.

All OR units are charged with enforcing and implementing Federal and state laws regarding student and alumni information, as well as University, Academic Senate, and Berkeley Campus regulations and policies regarding the maintenance of student and alumni records, verification of student status, and issuance of official transcripts. All units are responsible for handling confidential information with consistently high levels of security, in compliance with FERPA, Federal and State laws, and University and OR regulations and policies.

Application Review Date

The First Review Date for this job is: 10/23/2026. For full consideration, please apply on or before the first review date.

Responsibilities

Administration and Advising - 25%

• Responsible for overseeing day-to-day operations of the Verifications Portfolio.
• Makes independent decisions based on judgement, policy, interpretation and analysis.
• Serves as the expert resource in this functional area for other department staff members.
• Serves as the primary resource for the general public, students, alumni, schools, colleges, academic and administrative offices, and government agencies.
• Explicates (in writing and orally) the associated rules, regulations, policies and procedures.

Student and Alumni Status Verification - 25%

• Analyzes requests for verification of student and alumni status, attendance and degrees.
• In accordance with University rules, regulations and procedures, independently determines whether requests can be processed as is, must be held for more information, or requires collaboration with other offices such as Financial Aid (FASO), Admissions, Student Conduct, Schools, Colleges, Graduate Division, etc.
• As necessary, contacts requesting parties regarding incomplete submissions and steps required for correction.
• Verifies and certifies approximately 20,000 requests per year from students, alumni, educational institutions, and federals and state agencies.
• Ensures compliance with federal and state statutes and regulations, and in accordance with OR and University policies and procedures.

National Student Clearinghouse Reporting - 15%

• Responsible for enrollment and degree reporting to the National Student Clearinghouse (NSC) in compliance with OR, FASO, campus, University, federal and state requirements.
• Researches and resolves errors identified by NSC for each enrollment file. Maintains detailed records of errors returned and how they were resolved.
• Identifies error patterns and collaborates with colleagues in Student Information Systems (SIS), OR, FASO, schools, colleges and Graduate Division to develop and implement systemic solutions.
• Utilizes the full range of available resources-e.g., Student Information System, Perceptive Content, other online systems, hard copy and digitized student records, microfiche, etc.
• Researches and responds to cases referred by NSC within timeframes and according to policies and procedures established by OR.

Subpoenas of Academic Records - 15%

• Independently evaluates all subpoenas for academic records served on the University. Determines: 1) if the subpoena is valid; 2) if the issuing authority has legal jurisdiction over the University; and 3) if the materials subpoenaed are academic records.
• Coordinates the University's response to valid subpoenas.
• Works with deans, directors, schools, colleges, academic departments, and administrative offices to produce subpoenaed records within the timeframes prescribed by law and in accordance with University and OR policies and procedures.
• Interacts with the Office of Legal Affairs and University Counsel regarding high profile cases and complex subpoenas.
• Maintains complete documentation of all subpoenas using Perceptive Content.

Notarization of Registrar Documents - 5%

• Serves as the primary California Notary Public for the office of the Registrar.
• Facilitates notarization of diplomas, transcripts, official verification instruments and letters.

Government Agents - 5%

• Assists law enforcement officials and government agents from the Department of Defense, FBI, and military branches in securing academic records information while adhering to all federal and State privacy laws, University and Office of the Registrar policies and procedures.

Support Student Services Functions - 5%

• Provides back-up to other Student Services staff as needed. Assists students, parents, alumni, faculty, staff and the general public in person, on the telephone, and via email regarding processes, deadlines and procedures in other functional areas including Readmission; Residency; Transcripts; Records; Registration and Enrollment; Tuition & Fees; Visitor & Exchange Programs; and Veteran Services.

Projects as Assigned - 5%

• Provide analytical support to the Assistant Registrar, Student Services Unit and senior management. Includes conducting independent research and analysis; making recommendations for changes to procedures, practices and policies; and assisting in the preparation of internal reports, procedures and policy analysis.

Required Qualifications

• Analytical and critical thinking skills required. Experience with and ability to understand detailed laws, statutes, rules, regulations, policies and procedures and to apply them to factual situations.
• Ability to maintain confidentiality and security of student records in strict accordance with confidentiality rules established by FERPA, the State of California, and the University and/or the ability to learn.
• Experience with and ability to maintain and use reference materials including written procedures.
• Strong attention to detail and ability to sift though, identify and distinguish small discrepancies in large data sets and complex records.
• Experienced using a variety of computer systems and applications.
• In addition to the mainframe, command-driven system, incumbent must also be able to easily learn and use any generic business applications including documents, spreadsheets, presentations, wikis, project management, CRM, CMS and collaboration software.
• Excellent organizational skills required. Ability to formulate, communicate and implement a plan of action to accomplish assigned tasks.
• Excellent written and verbal communication skills to interact effectively with students, faculty, staff, parents and the general public from diverse and ethnic backgrounds.
• Experience working with client groups on varied requests who may be frustrated, angry or confused and to respond with sensitivity and tact.
• Ability to interact diplomatically with people from diverse cultural, socio-economic, educational and ethnic backgrounds.
• Ability to be self-directed and work independently. Exercises good judgment in when to seek clarification and direction vs. when to resolve issues independently.
• Ability to work collaboratively on group projects and to cooperate with staff from other Registrar units and departments across campus.

Preferred Qualifications

• Demonstrated current knowledge of University rules, regulations, policies, and procedures relating to verifications, subpoenas, academic records and other services provided by the Office of the Registrar and/or the ability to learn.
• Knowledge of Academic Senate Regulations and/or the ability to learn.
• Demonstrated knowledge of University Student Information Systems and/or the ability to learn.

Education / Training

• Bachelor's degree and/or equivalent experience/training (Preferred)

Licenses / Certifications

• Incumbent may be required to secure a California Notary Public commission after successful completion of the probationary period.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $37.64 - $39.38 (steps 8.0 - 10.0).

• This is a non-exempt, bi-weekly paid position.
• This is a full-time (40 hours/week) Career position eligible for UC benefits.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This position is eligible for up to 2 days/week remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.
• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Misconduct

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.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

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 status under state or federal law.