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Records Specialist
3 months ago
**Job no**: 534114
**Work type**: Staff
**Location**: Pomona
**Categories**: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
**Type of Appointment**: Full-Time, Long Term Temporary (1 Year)
**Collective Bargaining Unit**: California University Employees Union (CSUEU) - Unit 7
**Job Classification**: Administrative Support Coordinator II
**Anticipated Hiring Range**: $3,681 - $3,786 per month
**Work Hours**: Monday - Friday 8:00 am - 5:00 pm
**THE DEPARTMENT**
The Registrar's Office is responsible for the security, integrity and accuracy of academic records, degree progress and evaluation services and the coordination and implementation of academic policies and procedures with academic departments and colleges.
The Registrar's Office conducts all registration activities, oversees articulation agreements with other colleges and universities, processing grades, maintains accurate student records, verifies student enrollment data, monitors academic standing, evaluates transfer credit, certifies enrollment, provides preliminary graduation evaluations, verifies degree requirement completion, and issues diplomas. The Register's Office provides counsel tostudents as they advance from matriculation to graduation.
As a core function area within Enrollment Services, the office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents. the office is responsible for compliance with Federal, State, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community.
**DUTIES AND RESPONSIBILITIES**
Maintenance of Student Records
- Using a thorough knowledge of CPP policies and procedures and the proper use of the student administration system, record all appropriate changes to academic records requiring simple to moderately difficult record adjustments. These tasks may include but are not limited to the following: changes in plan and/or sub-plans (including requests to add minor programs), grade changes, processes Leave of Absence Petitions, approval for course repetitions, and other documents pertaining to students' records.
- Performs other adjustments to student data as requested by the Registrar or Associate Registrar on a per project basis. Has the responsibility to archive documents, learn all registration and records related processes, provide validation while processing records and archiving documents to ensure university compliance.
- Process retroactive withdrawals based on approval from Office of Student Success. Process Repeat Waivers for those students wishing to repeat courses.
Performing Moderate to Complex Record Adjustments in PeopleSoft
- Process student requests for changes in master's and Credential Options, including curriculum year changes and petitions to earn graduate level credit as an undergraduate. Also, from requests submitted through the Advisor Request system in the Academic Advisement Module of PeopleSoft, process requests to add or remove students' minor.
- Provide timely processing from collaborative partners to efficiently respond to the requests from students with their permission to add and resolve registration issues. Provide a high level of customer service to help support retention and graduation. Provide assistance and support to new university policies and procedures as well as implementation of new processes. Must be able to perform testing and validation for new policies. This includes a new procedure for students obtaining permission to late add/drop classes.
- Process student requests for changes in master's and credential options, including curriculum year changes and petitions to earn graduate level credit as an undergraduate. Also, from requests submitted through the Advisor Request system in the Academic Advisement Module of PeopleSoft, process requests to add or remove students' minor programs.
- Process Graduate Credit Petition. Assist students with processing Credit out of Level at the end of each quarter. This includes verifying GPA and units completed.
Fielding Inquiries
- Explain academic policies and procedures, in person or over the phone.
- Provide support to Virtual Advising (live chat) which provides students the opportunity to meet with a Records Specialist either in person or on-line. Duties include monitoring Qless and having a thorough knowledge of academic policies and procedures.
- Must be able to effectively communicate academic policies and work independantly under general direction.
National Student Clearinghouse - Transcript Processing/ Degree & Enrollment
- Process verifications of degree and/or enrollment requested electronically by the National Student Clearinghouse. Completion of these requests must be done within one day period to keep the University in compl
