Records Specialist
2 months ago
**Job no**: 538128
**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, Probationary
**Collective Bargaining Unit**: California State University Employees Union - Unit 7
**Job Classification**: Administrative Support Coordinator II
**Anticipated Hiring Amount**:$3,865 - $4,042 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. It also coordinates and implements academic policies and procedures with academic departments and colleges.
The RegistrarRegistrar'sonducts all registration activities oversees articulation agreements with other colleges and universities, processes 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 provides counsel to students 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, and CSU system and university requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU chancellor, and the external community.
**DUTIES AND RESPONSIBILITIES**
Maintenance of Student Records
- 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, and 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' minors.
- 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.
- Responsible for processing Graduation Application changes and withdrawals
- Process student requests for changes in master’s and credential options and Graduate Credit Petition.
Fielding Inquiries
- Ability to explain academic policies and procedures.
- Must be able to effectively communicate academic policies and work independently under general direction.
National Student Clearinghouse - Transcript Processing/Degree & Enrollment Verifications
- Process verifications of degree and/or enrollment requested electronically by the National Student Clearinghouse
Processing of Transcripts
- Ability to process transcript orders in a timely manner and deliver to designated recipients.
Front Counter
- Provide assistance to the Front Counter Unit in processing student registration withdrawals, and other requests.
Compliance with Student Record Retention and Disposal Schedule and FERPA
- Provide assistance in the identification of student enrollment documents that need to be disposed of in accordance with the CSU Document Retention Schedule.
**QUALIFICATIONS**
- High School diploma or its equivalent
- Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
**Preferred Qualifications**
- Experience with PeopleSoft
- Understanding of complex computer software processing principles
- Proficiency with software packages such as Microsoft Word, Microsoft Excel, Micros
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