Student Records Project Specialist & Sr. Module Lead

Updated: about 1 month ago
Location: Pomona, CALIFORNIA


Posted: 03-May-24

Location: Pomona, California

Type: Full-time

Salary: Open


Student Affairs/Services

Internal Number: 5226464

Student Records Project Specialist & Sr. Module Lead
Job No: 538409
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Temporary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)
Type of Appointment: Full-Time, Long Term Temporary - One Year
Collective Bargaining Unit: California State University Employees Union - Unit 9
Job Classification: Administrative Analyst/ Specialist
Anticipated Hiring Amount: $5,273 - $6,200 per month
Work Hours: Monday - Friday 8:00 am-5:00 pm

The Office of Student Systems and Operations (SSO) was farmed to provide ongoing coordination and
continuity between Enrollment Management & Services (EM&S) and the University's central enterprise systems support teams. SSO supports EM&S administrative offices, academic departments, faculty, staff, and students in their use of PeopleSoft Campus Solutions and related student systems. SSO objectives are to maximize the benefits of PeopleSoft; interact with the university's Division of Information Technology and other central systems support organizations; advise and alert other administrative areas on potential impacts; coordinate system usage and changes; manage system upgrades; and create, support, and maintain EM&S ancillary systems.
This position will work in SSO supporting the operations of the Registrar's Office, which 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.

Project Specialist

  • Support EM&S to implement policies and procedures from the CSU Chancellor's Office and the University. Assists in determining the scope of work required for assigned projects. Facilitates the management of major processes of the Registrar's Office at the direction of the SSO Director.
  • Designs automation conducts testing and leads cross-functional teams.
  • Facilitate workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to operations or services in the Registrar's Office, including the creation, revision, and distribution of policies and procedures business process guides (BPGs) and assisting staff, students, and faculty with questions on policies and procedures.
  • Maintains the integrity of academic records contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.
  • Collaborates closely with all EM&S Departments and the Office of Student Success to ensure seamless coordination of the Registrar's activities and projects to support our students. Effective communication with the EM&S Departments and the Office of Student Success to facilitate seamless registration and graduation in order to enhance retention efforts and promotes overall academic success of our students.

Student Records/Academic Advising/Campus Community Module Subject Matter Expert
  • Provide functional support for the Student Records/Academic Advising/Campus Community modules in the PeopleSoft Campus Solutions system.
  • Provide daily functional support for users of our student administration systems including (but not limited to): CMS PeopleSoft Campus Solutions, OnBase, and other related systems.
  • Responsible for leading, developing, coordinating, documenting, and implementing comprehensive business process reviews which are complex in nature for the Registrar's Office that have significant impact for internal and external constituencies
  • Responsible for the development, monitoring, and execution of project plans in support of student records/academic advising/campus community module functionality.
  • Coordinates and oversees online system functionality in support of enrollment, graduation, batch discontinuation, term activation, advising holds, and related functions. This includes campus and external systems such as National Student Clearinghouse and coordination with the various external parties.
  • Coordinates the annual cycle start-up.
  • Maintains Cross Modular plans including but not limited to: Monthly Processing Plans, Grading Cycle Plan, Testing Plan, Census Plan, End of term Close-out Plan.
  • Directs and coordinates system priorities with documentation trainer to create and maintain business process guides, end user training guides, and end user training curriculum. Assists in the execution of the training curriculum.
  • Review, research, and resolve complex student data problems, student account issues pertaining to, but not limited to collaboration on processes related to petitions, duplicate IDs, transfer credit, and test scores. Works with the Registrar's Office to automate processes and internal and external reporting.
  • Perform ad hoc queries and generate statistical information from PeopleSoft and data warehouse using, PS Query, SQL Plus and/or data retrieval tools for trend analysis, enrollment projections, decision making, fund utilization, retention, and enrollment management.
  • Provide managers and staff with effective tools and ongoing information to monitor workload and complete processing by assigned deadlines; provide baseline and completion measures to determine unit efficiency and productivity.

Policy and Compliance
  • Supports the management team taking ad hoc responsibilities to support the development of the office policies, procedures, and short-and long-term operational goals.
  • Assists in reviewing and updating academic policies and procedures.
  • Provides support to the management team to coordinate communication plans and outreach efforts, including proofing and publishing academic dates and deadlines.
  • Monitors the processing calendar to ensure accurate setup in PeopleSoft and processes are running accurately and timely and helps the operation unit to identify areas of improvement and make necessary recommendations and changes.
  • Collaborates with various campus constituents on improving the processes and procedures for the Registrar's Office and EM&S, ensures the accuracy and efficiency of the office, maintains the integrity of student records, and helps to promote a positive work environment for the office staff.

Process Calendar Coordinator
  • Maintain centralized process calendar, primarily responsible for the Student Records, Academic Advising, and Campus Community modules.
  • Utilize Asana and other systems for tracking assigned processes, jobsets, communications, and other tasks. Collaborate with other system analysts to ensure timely and coordinated processes throughout the academic year. Work with technical team to ensure processes and jobs in PeopleSoft and other systems are properly scheduled and monitored.

Lead/Mentor Junior Staff
  • Lead work assignments and provide direction to ongoing regular administrative, technical, or professional staff. Lead work direction includes: evaluating and setting work priorities; scheduling and assigning work; reviewing work against standards and providing performance feedback; and determining training needs and training staff. Coordinate with the Director on project assignments.

  • Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS four (4) years of related experience.
  • Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
  • Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications
  • Experience working with computerized student information systems is required. Working knowledge of the PeopleSoft student information system is preferred.
  • Minimum of three to five years of project management experience and knowledge of change management protocols required, preferably in a student-centered Higher Education environment.
  • Student records, policies, and procedures, and/or registrar experience or equivalent combination of education and experience required.
  • Excellent analytical, critical thinking, and problem-solving skills, strong attention to detail required.
  • Ability to manage multiple priorities and manage time effectively required.
  • Experience administering complex processes and making independent decisions is required.
  • Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
  • The ability to prioritize work duties when faced with interruptions, distractions, and fluctuating workload.
  • Excellent verbal and written communication skills as well as the ability to acquire knowledge of the campus procedures and activities and the overall organization are required.
  • Working knowledge of software packages such as Microsoft Office
  • Experience working with Title V requirements, university policies, and procedures.
  • Ability to work independently, use independent judgment, set individual deadlines, and complete projects/tasks.
  • Strong organizational skills, interpersonal and communication skills.
  • Strong technical ability to learn university systems.
  • Establish and maintain cooperative working relationships with faculty, CSU administrators, students.

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. See policy at .
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 .
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. See Form I-9 Acceptable Documents at .
Child Abuse/Neglect Reporting Act (CANRA)
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at .
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: and .
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 .
CSU Classification
This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, . The CSU Salary Schedule is located on the following site: . The classification salary range for this position according to the respective skill level is minimum $5,273 and maximum $9,537 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.
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 [email protected] . More information is available at: .
Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: and at .
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
Advertised: April 30, 2024 (9:00 AM) Pacific Daylight Time
Applications close: May 14, 2024 (11:55 PM)
To apply, visit
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About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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