Cal Poly, San Luis Obispo
Records Associate
Department: APP-Office of the Registrar (120900)
College/Division: Academic Affairs
Salary Range: $2,846 - $4,711 per month.
Position Description:
***THIS POSITION IS OPEN UNTIL FILLED***
The Office of the Registrar mission is to provide direct support services to students, the campus community, alumni, and the public. The Registrar's office is responsible for support to: enrollment and registration; grading (initial collection, grade changes, credit/no credit); transcripts and diplomas; verification of enrollment; degrees; certification and compliance of veterans and athletes; statements of degree credit (transfer work, major changes, and degree completion; maintenance and reporting of all aspects of the student record (ERSS reporting, name/SID changes, etc.), and the development and publishing of Articulation Agreements. The Office of the Registrar is part of Academic Affairs.
The position may be assigned to any one of several units within the Registrar's Office and would be responsible to provide support in various duties using the student information system (PeopleSoft) currently used to record all student records activity; as well as office support technology and systems. This position would be responsible for understanding the interaction and results of multiple transactions, processes, and systems.
The Office of the Registrar works in a team environment to provide the best possible service for students, faculty, staff and community, and to support one another in this effort.
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
Provide support to the office in a wide variety of areas and assignments. The duties may include but are not limited to the following:
Researching student historical data utilizing several archival and document tracking databases and technology, including use of file tracking, and micrographic systems in retrieving and analyzing the data for release.
Entering student data into one of our many databases, coding updates, special projects, phone & window shift adjustments, preparation of reprographics materials, administrative support (reports, calendaring meetings, minutes of meetings), etc.
Review, input, revise, update, and correct student records using PeopleSoft, or other databases. Understanding of registration and/or degree audit systems and ability to assist students with registration and enrollment questions and information, knowledge and understanding of university policy, procedures and functions, working knowledge of university curricula, transfer credit policies and practices, etc.
Handle possible multiple transactions which may include: address updates, grade changes, permits, late registration, enrollments, dis-enrollments, withdrawals, repeats; transcript and verification production. Other possible activities or assignments may include: forms development and processing; working on Web updates and revisions; mail and file maintenance activities; data entry; exceptions handling; and special projects.
Operate as part of a team and independently to make sure all the tasks are completed in a timely manner for the best possible service.
The Office of the Registrar mission is to provide direct support services to students, the campus community, alumni, and the public. The Registrar's office is responsible for support to: enrollment and registration; grading (initial collection, grade changes, credit/no credit); transcripts and diplomas; verification of enrollment; degrees; certification and compliance of veterans and athletes; statements of degree credit (transfer work, major changes, and degree completion; maintenance and reporting of all aspects of the student record (ERSS reporting, name/SID changes, etc.), and the development and publishing of Articulation Agreements. The Office of the Registrar is part of Academic Affairs.
The position may be assigned to any one of several units within the Registrar's Office and would be responsible to provide support in various duties using the student information system (PeopleSoft) currently used to record all student records activity; as well as office support technology and systems. This position would be responsible for understanding the interaction and results of multiple transactions, processes, and systems.
The Office of the Registrar works in a team environment to provide the best possible service for students, faculty, staff and community, and to support one another in this effort.
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:
Minimum Qualifications (Staff Only):
High school diploma or its equivalent. Type 45 wpm. Four years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)
Required Qualifications:
Preferred Qualifications:
Special Conditions:
***THIS POSITION IS OPEN UNTIL FILLED***
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.
This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).
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.
May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
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.
May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and wellbeing, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
Review Begin Date: 09-05-2017
Requisition Number: 104590
To Apply: All applicants must apply online at: https://www.calpolyjobs.org.
About Us
Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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