Career Center

Lead Records Specialist

Job No: 524987
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: CSUEU - Unit 9

Job Classification: Administrative Analyst/Specialist

Classification Salary Range: $3,518 - $6,791 per month

Anticipated Hiring Amount: $4,609 - $5,793 per month

Work Hours: Monday - Friday 8:00am-5:00pm

Recruitment Closing Date: March 20, 2023



THE DEPARTMENT

The Registrar's Office 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. The Registrar's Office conducts 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 Registrar's Office provides counsel to students as they advance from matriculation to graduation. As a core functional area within Enrollment Management and 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, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community.



DUTIES AND RESPONSIBILITIES

Supervision and Support:

• Provide general guidance to records area to ensure day to day smooth operations of the units
• Prioritize workflow in the records area to ensure petitions/forms/requests are processed timely and efficiently
• Give work assignments to employees, provide on-the-job training for assigned duties
• Resolve workflow and procedural conflicts
• Provide guidance and direction to staff regarding difficult and complex issues
• Provide input to the Registrar and Associate Registrar on employee's job performance, and make recommendations after analyzing the current and impending needs of the Records Unit
• Collaborate with the Customer Relations coordinator to support and train student assistants regarding all registration and records related functions
• Be the primary point of contact for registration and records related issues

Management Support

• Assist and support the Registrar's Office for any registration and records related implementations and enhancements
• Collaborate with manager to resolve any student or staff escalated issues
• Organize and present information and ideas to the manager that pertain to registration and records
• Collaborate with the manager to review any registration and records related including but not limited to communications, timelines, website update, training, and business practice guide

Academic and Special Programs Support

• Provide enrollment services to students in all academic and special programs including but not limited to International Programs, consortium courses, I-Poly, College of Professional and Global Education (CPGE), etc.
• PeopleSoft/OnBase/any other student information system processes including but not limited to Credit by Exam, course auditing, credit/no credit option change, retro withdrawals, update fee reversal, Course Match & Fully Online, Special GPA, Petitions to Waive Restrictions on Course repeats, grade forgiveness process, Intra/Inter system enrollment applications, update student records, and enter/switch graduation applications
• Assist TGA's with updating Student Program Plans
• Assist students who request registration or schedule adjustment as needed
• Liaison between faculty, staff and department Chairs and the Registrar or Associate Registrar in complex matters related to student registration and record
• Ensure the accuracy of student records

Departmental Collaborations

• Act as a liaison between Academic Programs, University Financial Services, Office of Financial Aid and Scholarships, the Office of Admissions and Outreach, and other departments if applicable in resolving matters related to registration and records.

Reporting Error Support

• Serve as additional support or back up to the resolution of discrepancies in data in the student administration system for the purpose of being able to submit accurate enrollment data such as ERS report to the CSU Chancellor's Office.
• Maintain up to date knowledge of Peoplesoft Student Records tables and how these tables interrelate with other modules in the system.

Operation Support

• Abiding by Cal Poly Pomona academic policies, coordinate with the Associate Registrar and Registrar to ensure the timely completion of beginning of the term and end of the term processes including but not limited to the following for all sessions and programs.
• Create grade rosters and set up grade post process
• Assign RD grades, collaborate with the business analyst to run grade forgiveness process collaborate with IT and business analyst to review and make update to the rules relates to these processes
• Collaborate with associate registrar to connect with instructors and departments to resolve any grading issues and to update missing grades
• Audit grades, ensure all grade related processes (class withdrawals, IRP grade lapses, grade changes) are processed before grade finalization
• Run academic standing and post term honors
• Audit/update academic standing and term honors, and set up weekly runs
• Collaborate with Office of Student Success and IT to evaluate student's academic standing to ensure accuracy

Enrollment and Degree Verification Reporting

• Generate and transmit enrollment and degree verify reports to the National Student Clearinghouse (NSC) at least once a month based on a schedule set at the beginning of each academic year
• Resolve enrollment errors in these transmissions that prevent the NSC from providing its clientele with the requested verification
• Audit enrollment and degree verify report
• Submit retro withdrawal update requests to NSC and NSLDS
• Provide enrollment and degree verify samplings based on the audit report
• Trouble shoot transcript related issues
• NSC Implementations: support the Registrar's Office for any new implementation or upgrade in NSC.

Student Affairs Support

• Collaborate with Student Affairs to apply registration holds and recording on student transcripts administrative probation and expulsions/suspensions that are due to student conduct forwarded to the Registrar's Office by OEC.
• Monitor the timeline of these administrative holds and transcript entries (when they need to be removed).

Veteran Affairs SCO Support

• Act as a secondary VA Certifying Official (with the full-time VA Certifying Official as the primary SCO) for the Veterans Administration Education Benefits Program
• Maintain up to date knowledge and understanding of the policies and procedures related to the Federal Vocational Rehabilitation program, the Educational GI Bill for veterans or dependents of deceased or disabled veterans and the Reserve Bill
• In the absence of the full-time VA SCO, provides services to military students enrolled at Cal Poly Pomona in-person, virtual, via email or phone, act as liaison to the Veteran Resource Center on an as needed basis.

QUALIFICATIONS

• 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.

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

Preferred Qualifications

• Ability to learn new software systems quickly
• Ability to function effectively in an environment of changing priorities.
• Ability to effectively write and present reports using office software packages, technology, and systems.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
• Five years of progressively responsible experience in higher education 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.
• Knowledge of PeopleSoft and OnBase student administration functionalities.
• Ability to critically evaluate system functionality and articulate observations to an audience composed of managers, technical experts, and functional users.
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages.
• Thorough detailed knowledge of university infrastructure, policies, and procedures. Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Thorough knowledge of English grammar, punctuation, and spelling. Ability to draft and compose correspondence and standard reports.
• Ability to be tactful and maintain confidentiality.
• Ability to effectively handle a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
• Exercise excellent customer service skills.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to plan, organize, and coordinate workload in a fast-paced demanding area and complete critical support operations at the same time. Must be capable of managing multiple tasks at one time, be highly organized and self-motivated.
• Communicate effectively with diverse administrators and staff community. Organizational skills with an attention to detail

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, 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. See policy at https://calstate.policystat.com/policy/11030468/latest.

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 https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, 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 Cal Poly Pomona employee who was conditionally offered the position. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.

I-9: Employment 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 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 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 https://calstate.policystat.com/v2/policy/10927154/latest/.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml.

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 ADACoordinator@cpp.edu. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.

EEO

Cal Poly Pomona is an Equal Opportunity, Affirmative Action 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.


Advertised: March 06, 2023 (9:00 AM) Pacific Daylight Time
Applications close: March 20, 2023 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/524987/lead-records-specialist









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