Records Specialist

Job Description:

Records Specialist

Description

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: Up to $4,058

Work Hours: Monday - Friday 8:00am - 5:00pm

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 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, 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.
• Responsible for processing Graduation Application changes and withdrawals by updating the student's graduation application when requested by an advisor, whether it be withdrawing the application or moving the application to a sooner or later term. Must determine when to place the Graduation Application Fee Waiver (GFW) service indicator based on the status of the current application.
• 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 information on transcript requests, petitions, certification requests, requests for refund, class repeats, verification of enrollment, application for graduation, academic standing, loan deferments, leave of absence, change of major/minor, registration holds, and other enrollment-related or records-related matters.
• Provide support to Virtual Advising (live chat) which provides students the opportunity to meet with a Records Specialist either in person or online.
• Duties include monitoring Qless and having a thorough knowledge of 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.
• Completion of these requests must be done within one day period to keep the University in compliance with federal regulations related enrollment and financial aid.
• Processing of Transcripts Following established department guidelines, process transcript orders in a timely manner and deliver to designated recipients.
• These requests may be from current or former CPP students or from C PP academic departments.
• These requests may be submitted through the National Student Clearinghouse portal, via US mail, or in-person. Responsible for processing transcripts involving non-PeopleSoft student records such as collaborating with the Student Records Analyst to update records from Banner and Permanent Record Cards

Front Counter

• As needed, particularly during peak registration periods and document submission deadlines, provide assistance to the Front Counter Unit in processing student registration and withdrawals, and other requests that can be processed at the counter in the presence of the customer.
• Assist in other duties that are assigned to the Front Counter staff as needed, including maintenance of the professional yet student-friendly atmosphere in the lobby; responsible for ensuring that office computers located in the lobby are ready for public use at the beginning of the workday and shut down at the end of the business day. Hours will include evening hours on a rotating basis.
• Assist to train Student Assistant and coverage

Compliance with Student Record Retention and Disposal Schedule and FERPA

• Provide assistance in the identification of student enrollment documents that need to be disposed in accordance with CSU Document Retention Schedule. This requires knowledge of the various types of documents and their schedule for disposal.
• In accordance with the Family Educational Right and Privacy Act, permit access, release, transfer or communicate information of student records that bear personally identifiable information, orally or in writing, or by electronic means, or by any other means to any other party.
• Assist in Improving Services -Based on feedback received from internal and external customers, responsible for communicating matters of concern that relate to enrollment services to the Registrar or Associate Registrar with the goal of assisting in improving services provided to the campus community and general public.

QUALIFICATIONS:

• High School Diploma/GED
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent

Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED QUALIFICATIONS

• Experience with PeopleSoft Understanding of complex computer software processing principles
• Proficiency with software packages such as Microsoft Word, Microsoft Excel, Microsoft Access, and Microsoft Outlook, etc.
• Ability to quickly learn new office support technology systems and software packages
• Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations
• Thorough knowledge of university policy and procedures
• Ability to apply, interpret and communicate knowledge of a variety of complex university policies and procedures to university personnel and the public
• Ability to determine methods to achieve programmatic goals
• Ability to handle multiple work priorities
• Ability to work independently, use independent judgment, set individual deadlines and complete projects accordingly
• Strong organizational skills
• Excellent interpersonal and communication skills
• Ability to establish and maintain cooperative working relationships within and outside the work group
• Ability to set deadlines and complete projects accordingly
• Ability to understand problems from a broad perspective and anticipate impact
• Ability to build campus relationships to expedite work and projects

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website .

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website .The CSU Salary Schedule is located on the CSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $4,058 and maximum $6,653 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report .

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Feb 03 2025 Pacific Standard Time
Applications close: Feb 17 2025 Pacific Standard Time

Closing Date/Time: