Senior Records Specialist - Administrative Support Coordinator I

Updated: almost 2 years ago
Location: California City, CALIFORNIA
Job Type: FullTime
Deadline: Open Until Filled; Closing Date: Open until filled
Campus:
East Bay
Job ID: 510103
Job Title:
Appointment Type:
Probationary
Time Base:
Full-Time
Date Posted:
April 27, 2022
Closing Date:
Open until filled
Benefits Link:
CSUEU (Unit 2, 5, 7, 9)
Link to Apply Online:
https://secure.dc4.pageuppeople.com/apply/873/gateway/default.aspx?c=apply&lJobID=510103&lJobSourceTypeID=796&sLanguage=en-us
Campus Employment Homepage:
http://www.csueastbay.edu/oaa/jobs/index.html
Description:

Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,400.00/month to $4,212.00/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit https://www.csueastbay.edu/hr/benefits/index.html

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Office of the Registrar provides comprehensive services to prospective students, continuing students, staff, faculty, and the members of the community-at-large who are seeking information or services from the University within the functional areas of recruitment and pre-admission advising, admissions and evaluations, records and registration, and financial aid.

The position will specialize in records and registration functions including assisting with student registration; processing and maintaining student enrollment changes; maintaining electronic and hard copies of permanent academic files; processing withdrawals; processing open university applications; and processing grade changes. This position will act as lead for responding to inquiries in the Registrar’s Office email account and assist with answering Registrar phones.

Responsibilities

Coordinate Responses/Information for the Records Office Email Account

  • Act as lead for responding to inquiries in the Records Office email account.
  • Respond to inquiries on a large range of topics, including but not limited to, registration, holds, financial clearance, matriculation status, registration status, graduation status and graduation updates.
  • Actively problem-solve and use independent judgment in dealing with email inquiries.
  • Serve as primary contact for all inquiries pertaining to the Records Office email account.
  • Regularly reference, retain, recall, and apply university policies and procedures including FERPA regulations.
  • Update the signature of the Records Office email account with notifications regarding holidays (ie: winter break) and special information (ie: graduation workshops) as appropriate.
  • Train new staff to use the Records Office email account.
  • Recommend changes to forms, online information and Records processes to improve understanding and communication for students, staff, and alumni.

Serve as a Senior Specialist for all Records/Registration Processing

  • Provide registration and records services to students enrolling in programs offered through Continuing Education including Net ID and matriculation issues, enrollment inquiries and problems, and grade changes.
  • Assist with student registration
  • Process student enrollment changes in PeopleSoft
  • Provide official verifications/certifications of enrollment data and degrees awarded
  • Issue CSUEB transcripts
  • Respond to online inquiries for degree and enrollment verifications through the National Student Clearinghouse
  • Maintain electronic and hard copies of permanent academic files
  • Assist with coding academic dishonesty forms.
  • Process special registrations
  • Approve and process applications for cross-registration program
  • Maintain and process CSUEB students requesting visitor status at another CSU campus
  • Maintain and process incoming CSU Intrasystem Concurrent/visitors from other campuses
  • Process Planned Educational Leave
  • Process CSUEB students requesting visitor status at another CSU campus
  • Process withdrawals each term
  • Process Open University application forms
  • Make appropriate referrals to departments as necessary
  • Process change of grades and change of major/minor
  • Process Name/SID changes
  • Resolve more complex records and registration issues independently and in accordance with University, CSU, and Federal/State policies.
  • Complete all work efficiently and accurately

Required Qualifications

  • General knowledge or the ability to quickly acquire such knowledge of the policies, procedures, and practices of the job’s major functions
  • General knowledge of FERPA and national practices and procedures to ensure compliance
  • Ability to develop thorough knowledge of the student information system and all functional related systems
  • Ability to handle multiple tasks, projects, and deadlines 
  • Ability to effectively communicate orally and in writing with a diverse community

Minimum Qualifications

Requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience. 

Preferred Skills and Knowledge

  • 2 – 3 years experience in Enrollment Services or educational records functions 

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment.  Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.  For more information, please visit our website at http://www.csueastbay.edu/smokeandtobaccofree/
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, the Cal State East Bay Annual Campus Security Report is available at: http://www.csueastbay.edu/upd/safety-and-security-reports.html

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to [email protected] .


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