Records Specialist

Type of Appointment: Full-Time, ProbationaryCollective Bargaining Unit: California State University Employees Union – Unit 7Job Classification: Administrative Support Coordinator IIAnticipated Hiring Amount:$3,865 - $4,042 per monthWork Hours: Monday – Friday 8:00 am-5:00 pmTHE DEPARTMENTThe 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 RESPONSIBILITIESMaintenance of Student RecordsThorough 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 PeopleSoftProcess 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 withdrawalsProcess student requests for changes in master's and credential options and Graduate Credit Petition.Fielding InquiriesAbility to explain academic policies and procedures.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. Must be able to effectively communicate academic policies and work independently under general direction.National Student Clearinghouse - Transcript Processing/Degree & Enrollment VerificationsProcess verifications of degree and/or enrollment requested electronically by the National Student ClearinghouseProcessing of TranscriptsAbility to process transcript orders in a timely manner and deliver to designated recipients.Front CounterProvide assistance to the Front Counter Unit in processing student registration withdrawals, and other requests.Compliance with Student Record Retention and Disposal Schedule and FERPAProvide assistance in the identification of student enrollment documents that need to be disposed of in accordance with the CSU Document Retention Schedule.QUALIFICATIONSHigh School diploma or its equivalentFive (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 QualificationsExperience with PeopleSoftUnderstanding of complex computer software processing principlesProficiency 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 packagesAbility 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 projectsOut of State WorkThe 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 misCSU'sis to prepare educated, responsible individuals to contribute to CaliforniCalifornia's economy, culture, and future. As an agency of the State of California, the CSU's busCSU's 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 https://calstate.policystat.com/v2/policy/10899725/latest/. Background CheckCal 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 candidatecandidate's performance or rehabilitation efforts since the conviction and the nature of the job applied for.For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .Employment Eligibility VerificationCal 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 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.Child Abuse/Neglect Reporting Act (CANRA)The person holding this position is considered a "mandated"reporter" under t"e 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 https://calstate.policystat.com/v2/policy/10927154/latest/.Security & Fire SafetyIn 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 Pomona'security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.Pay Transparency NondiscriminationAs 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 ClassificationThis position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site:https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,865 and maximum $6,336 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.Reasonable AccommodationWe 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 ******. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.EEOCal 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: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf .Equity, Diversity, and InclusionAt 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 theBlack Thriving Initiativerecognizing that Cal Poly Pomona's Pomona'ss 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 ExcellencExcellence's Other NoticesFor other important employment notices, we invite you to visit Cal Poly Pomona's Pomona'snt Notices web page.