Job No. 545670 Records Coordinator

Job Description:

Job No. 545670 Records Coordinator

Description

CLASSIFICATION TITLE: Administrative Support Coordinator II

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $4,058 - $4,800

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,058 - $6,653

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants

SPECIAL INSTRUCTIONS TO APPLICANT: FOR PRIORITY CONSIDERATION, applications must be received by February 17, 2025; however, the position will remain open until filled.

POSITION PURPOSE: As a unit under the Division of Enrollment Management, the Department of Enrollment Services is responsible for a variety of tasks and operations ranging from admission into the university, matriculation, and graduation. The Department of Enrollment Services is a student-service oriented department on campus facilitating the student life cycle guided through provided policies set forth by the expectations of the university and CSU system.

Under general supervision of the Enrollment Services Leadership Team, the Records Coordinator is responsible for assisting the department in delivering exemplary customer service to CSUB students, alumni, campus staff, faculty, and community departments. This position oversees components of student record processing as well as serves as support to the Assistant VP and Assistant Director of Enrollment Services in daily operations.

DUTIES & RESPONSIBILITIES

Student Records:

• Regularly utilize discretion and independent judgement in handling confidential student record materials and sensitive situations. This involves responding to inquiries via phone, mail, and in-person interactions, ensuring compliance with FERPA and university policies.
• Provide customer service related to Student Records to a diverse population including students, faculty, staff, and campus visitors and community partners utilizing in-depth knowledge of university operational and administrative processes to guide individuals effectively.
• Conduct general data analysis regarding student enrollment and registration trends as needed for special projects.
• Make independent decisions on day-to-day student records operations, including prioritizing tasks, allocating resources, and adjusting workflows to maintain office productivity and service quality.
• Interpret and apply university policies and procedures relating to student add/drop requests and term withdrawals.
• Process all student add/drop requests and term withdrawals through Adobe, Kuali and Peoplesoft.
• Respond to all student records requests by researching student history, completing forms for Registrar signature, printing and archiving all supporting documentation, and mailing/emailing requested forms to requestor.
• Accurately enter Change of Grade and Change of Major requests into PeopleSoft from faculty as they are received, ensuring all changes are processed in accordance with university guidelines.
• Process Enrollment Verification requests as they are submitted via Parchment or National Student Clearinghouse.
• Process diploma orders through Peoplesoft and Michael Sutter. Research student questions regarding diploma orders (i.e. status of their diploma, questions related to the diploma hold, etc.).
• Process transcript orders through Parchment. Research student questions regarding transcript orders (i.e. status of their order, orders placed on hold, etc).
• Assist in the processing of National Student Clearinghouse enrollment reporting.
• Monitor and respond to all emails received in the Registrar email account. Prioritize and delegate tasks as necessary to ensure timely and accurate responses.

Department Support:

• Create and monitor work orders for any building maintenance issues and concerns, coordinating with facilities staff to ensure timely resolution and minimal disruption to department operations.
• Create, maintain, and complete various forms, letters, procedures, and reports. Ensure all documents are accurate, clear, and in line with department standards.
• Draft and finalize clear concise documents such as memos and correspondence. Ensure clarity, conciseness, and adherence to university formatting and style guidelines.
• Prepare billing requests ensuring accuracy and timely submission.
• Complete travel documents and makes travel arrangements, coordinating with external vendors and university travel offices as needed.
• Independently research, analyze and make recommendations on departmental policies and procedures to Director. Develop proposals for improving efficiency and effectiveness within the department.
• Monitor and review department documents for completeness, accuracy, and compliance with university policies. Ensure that all necessary approvals are obtained before finalizing.
• Maintain and secure confidential office files, ensuring that all sensitive information is stored in compliance with university policies and data protection regulations.
• Update and revise student records forms as needed, ensuring that they reflect current policies and practices. Communicate changes to relevant stakeholders.

Front Counter Support:

• Greet students upon arrival to Admissions and Records.
• Assess student needs and respond appropriately, providing guidance on navigating university processes and accessing resources.
• Use independent judgment and discretion in responding to student complaints as issues arise and escalating when necessary to ensure student satisfaction.
• Direct students to appropriate campus resources, such as advising, financial aid, or counseling services, based on their specific needs.
• Assist students in accurately filling out various student record forms (e.g., add/drop, petition for exception, etc.), ensuring that all required information is provided and submitted correctly.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE - High school diploma or GED and five (5) years of recent (within seven years) related office work experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) -

• Regular and reliable attendance is required.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Expertise in using office software packages, technology, and systems.
• 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 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.
• Ability to work independently and handle multiple work unit priorities, projects, and directors.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• General understanding of CSUB policies and processes, particularly as it pertains to student records.
• Peoplesoft experience.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK - involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

SPECIAL CONDITIONS -

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated.

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of an initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her state employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Advertised: Feb 03 2025 Pacific Standard Time
Applications close:

Closing Date/Time: