VA and Athletics Compliance Coordinator

Please note: Position is in-person with a possibility of a hybrid remote schedule. Applicants should submit a cover letter and a resume.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-26-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of the Registrar maintains an accurate academic record for each student who enrolls at the University of California, Santa Cruz, and provides timely, accurate, and responsive services to students, faculty, staff, and the public. We support student retention and graduation by educating and coaching students through the complexities of University policy and procedures. We enable successful progress toward students' dreams of advanced education and professional opportunities.

Office of the Registrar areas of responsibility include: contributions to policy development and implementation; participation with the Academic Senate's Committee on Educational Policy (CEP), Committee on Courses of Instruction (CCI) and Graduate Council (GC) in curriculum, course, and program approval; academic advising and degree audit support; functional processing oversight of the Academic Information System (AIS) and other systems including the Curriculum Approval and Tracking system (CAT) and Coursedog for classroom and event scheduling; classroom scheduling and advocacy for renovations; enrollment and fee assessment; grading and transcripts; graduation and diplomas; maintenance of student academic record integrity; preservation of permanent student academic records; enrollment reporting and data analysis; protecting the privacy of student academic records; certification of veteran student education benefits; and determination of legal residence for fee purposes.

More information can be found at: https://registrar.ucsc.edu

JOB SUMMARY

The Veterans Administration (VA) and Athletics Compliance Coordinator is responsible for supporting UCSC Athletics with NCAA certifications, certifying all non-NCAA club sports student athletes, and is the lead VA Certifying and Compliance Coordinator. Serves as part of the Compliance team in the Registrar's Office, under the direction of the Assistant Registrar for Compliance. Working independently under general supervision, the incumbent uses professional Registrar student records-based concepts to apply breadth and depth with student record and service delivery practices, policies, and regulations.

The VA and Athletics Compliance Coordinator applies advanced, specialized expertise in certifying veterans and compliance with Department of Veterans Affairs policy related to education benefits. Analyzes student residency for UC tuition and fees. Advises students and their parents of University policy related to residency determinations and of the Department of Veterans Affairs policy related to education benefits. Resolves complex individual situations regarding veterans' certifications, athletics certifications, and residency.

APPOINTMENT INFORMATION

Budgeted Salary: $28.74 - $34.10/Hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus / Hybrid possibility

Union Representation: Student Services and Advising Professionals (SSAP) - SV Union

Job Code Classification: REGISTRAR SPEC 2 (006157), Grade 19

Travel: Never or Rarely

JOB DUTIES

35% - Implementation of Registrar Core Functions

• Implements registrar core functions for veterans certification and athletic certification, and assists with residency and registration. Provides individual advising on non-routine, sensitive student record issues.
• For athletics functions, coordinates the analysis, planning, and implementation of new procedures.
• Develops and implements forms to collect the necessary student information for certification and audit requirements, and maintains electronic files for students receiving DVA benefits as required by the DVA.
• Maintains a log of Cal Vet college fee waivers; ensures the timely posting of the quarterly fee waiver credits.
• Organizes workflow to meet deadlines for billing statements, accounting disbursements, and statistical reporting.
• Counsels and consults with veteran students and parents to administer the appropriate benefit(s) for the student's classification.
• Counsels and consults with prospective and admitted students and parents, advising them regarding residency.
• Assists the Residence Deputy with a large volume of in-person, phone, and written inquiries, advising students, parents, and others seeking information about the UC residency requirements.
• Supervises work-study students.

25% - Records and Documentation

• Analyzes a variety of student record factors and applies working knowledge of federal, state, University, and outside agency laws, regulations, and policies to determine student record outcomes focusing on VA, athletics, registration, and residency.
• Evaluates, certifies, monitors, and documents student athletes' academic eligibility for sports participation under both club sports and administrative bylaws. Reconciles and verifies data for all eligibility certificates. Assures security for all student records.
• Evaluates, certifies, monitors, and documents VA Chapter Benefits eligibility and certifies benefits with the Department of Veterans Affairs. Processes Enrollment Verification Requests for CHAMPVA or other veteran-related requests.
• Within the guidelines established by the UC Legal - Office of General Counsel and the process established by the Campus Residence Deputy, evaluates data provided on the Statement of Legal Residence (SLR) and independently renders residency determinations for new and returning students and for continuing students requesting a change of residency status; determines when additional informational documentation is required.
• Analyzes various documents, including financial (such as bank statements, tax returns, trust account statements, loan notes), immigration, marriage, veterans, school housing, and employment, when pertinent to the residence decision.

20% - Regulations, Procedures, and Compliance

• Interprets regulations, recommends, or implements procedures to ensure compliance and accurate student record maintenance and services. Reconciles large volumes of student data from multiple sources. Identifies and resolves mismatches and errors.
• Keeps abreast of changes, interprets, and acts on various UCSC club sports, conference, and campus regulations affecting student athletes and students in general. May attend and participate in conferences, seminars, and meetings on a local, regional, and statewide basis to develop and maintain professional knowledge of club sports and policies/procedures.
• Suggests changes to procedures within areas based on updates to policies, rules, and regulations.
• Keeps abreast of changes to veterans' benefit policies and procedures. Creates new forms or makes changes to existing veteran forms and workflow processes.
• Assists in the preparation of compliance documents for submission to the California State Approving Agency and the Department of Defense Memorandum of Understanding.
• Serves as a VA Certifying Official and specialized resource for all the Veterans Benefits programs.
• Ensures that changes to student status that affect eligibility for benefits are promptly reported to the DVA.

10% - Department Collaboration

• Advises departments on existing student record procedures, resources, and options available.
• Suggests changes to procedures within the area based on changes in rules and regulations.
• Coordinates with Student Business Services and the Financial Aid Office; provides the Financial Aid Office with the student's VA benefits and changes to benefits.
• Reviews petitions for withdrawal/leave of absence for appropriate endorsements and conformance with campus policy.

10% - Maintenance of Student Record Systems

• Participates in the decision-making and testing process regarding the development and maintenance of student record systems. Identifies and implements database elements, queries, and reports needed to monitor programs. Recommends new or revised internal practices and procedures. Coordinates with campus departments, other UC campuses, and external agencies to implement and evaluate student-focused activities, programs, and services.
• updates published information about the various benefit programs and veterans' benefit services on campus and online resources.
• Works on special projects or assignments, as required, to assist the office in achieving its objectives.
• Utilize InfoView reports to proactively audit and correct student records in preparation for athletic certification (student athletes) to ensure records are accurate and up to date. Provide suggestions or report enhancements or new reports as appropriate.
  *Implements new or revised internal practices and procedures related to Veterans Benefits in accordance with the School Certifying Official Handbook.
• Meets with Athletics and Recreation Department staff to review appropriate campus and club policies and procedures for club sports certification.
• Serves as a resource on Veterans Education Benefits regulations and policies. Provides training on programs to internal and external department staff.
• Facilitates requests from student club groups and the Athletics and Recreation Department, ensuring adherence to the appropriate campus and club policies and procedures.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Demonstrated experience using complex databases.
• Working knowledge of common University-specific computer application programs and productivity software such as email, internet, and the Google and Microsoft suites of applications
• Knowledge of policies, regulations, and practices with student records services in the areas of Department of Veterans Affairs, Athletics certification (including club sports and NCAA compliance policies), registration, and residency policies, regulations, and practices.
• 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.
• Strong problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability.
• Organizational skills and ability to prioritize work and meet deadlines.
• Strong written communication skills.
• Strong verbal communication skills and active listening skills.
• Customer service orientation and interpersonal skills.
• Demonstrated ability to work with people from diverse cultures and ability to utilize excellent constituent service skills with all interactions.
• Demonstrated ability to assess processes and implement improvements.
• Ability to establish and maintain cooperative relationships with campus constituents, other university campuses, and external agencies.
• Ability to apply thorough knowledge of policies to a variety of individual situations.

PREFERRED QUALIFICATIONS

• Knowledge of particular Registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits and residency).
• Ability and cultural competency working with a full variety of student populations, including veteran; international; Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ+); African American; and/or disabled student populations.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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.

• "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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.