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Job Summary

Reporting to the University Registrar and working under general supervision, the Records and Registration Specialist will provide courteous and accurate customer service to all current and prospective students, university constituents, and the campus community. The Records and Registration Specialist maintains clerical, administrative, and customer support functions for all aspects of registration services. The incumbent supports the efforts of the Records and Registration team and performs functions related to updating and maintaining accurate student records and registration activities. Following published Business Practice Guides, the incumbent processes documentation and performs records/registration transactions within PeopleSoft. The incumbent helps students, families, and faculty/staff in person at the registration counter in the Student Services Center, on the phone, and through live chat, and helps to train student assistants.

Key Responsibilities

• Provides excellent customer service, primarily through telephone contact, e-mail, live-chat, and assists students/families at the front counter; conducts appropriate follow-up as needed
• Abides by all regulations within FERPA to ensure student record confidentiality
• Working with the Assistant Registrar, ensures that the front counter is always appropriately staffed and works at the counter as needed
• performs operational functions at the counter workspace while maintaining record confidentiality
• Keeps current and interprets program criteria and office practices to be able to work effectively with students, staff, and faculty
• Performs detailed tasks to update, correct, and audit student records
• Performs extensive research of records, such as verifying for accuracy and completeness as required in updating, correcting, and locating data from various mediums, such as microfilm, and using a variety of complex student information databases. The records database includes an archive of records dating back over 150 years
• Performs registration for students unable to register online. This includes regular and special session students
• Resolve student registration and records issues including but not limited to registration eligibility, class status, academic standing, payments, administrative and financial holds using negative and positive service indicators

Knowledge, Skills & Abilities

• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
• Experience to be fully functional in all technical aspects of work assignments
• Thorough knowledge of English grammar, punctuation, and spelling
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Strong written and oral communication skills
• Ability to understand students’ perspectives and empathize with their concerns
• Excellent customer service and public relations skills
• Ability to rapidly acquire a general knowledge of the overall operation, functions, and procedures of the Office of the Registrar
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• Completion of a high school program, technical/vocational program, or their equivalents
• Two (2) years of related office work experience or a combination of education and experience which demonstrates the ability to perform the essential functions of the position

Preferred Qualifications

• High school diploma, some college preferred
• Experience providing customer service in a fast-paced environment
• Experience utilizing a student information system like PeopleSoft Campus Solutions
• Front-line customer service experience
• Experience in an academic records or registrar’s office
• Experience in a CSU academic records or registrar’s office

Compensation

Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,680/month
CSU Salary Range: $3,680/month - $5,783/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: March 18, 2024 through April 1, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent 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. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).