Records Analyst

Seaside, CA
Mar 10, 2017
Institution Type
Four-Year Institution

Records Analyst

(Administrative Analyst/Specialist – Exempt I)


Apply Today!  Open until filled.  Application Screening Begins:  Monday, March 27, 2017


Under the general direction of the Associate Registrar and day-to-day direction of the Lead Records Analyst, the incumbent will be responsible for analyzing data, business systems planning, systems implementation, and upgrade and production support of the Student Information System. The Records Analyst will work closely with and act as a liaison to the Student Information Systems and Information Technology groups, and will interact with other campus departments in providing support, resolving problems, reviewing and recommending improvements to operating policy, and disseminating systems information.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Provide systems support for the operation, maintenance, testing, and application planning/development of Student Information Systems including Oracle-PeopleSoft CMS (Campus Solutions), Imaging Systems, and Hyperion/Reporting. Assist the Lead Records Analyst in evaluating and making recommendations for improvements to technology systems to support the Office of the Registrar.  Disseminate information to users regarding system improvements, upgrades and changes to current systems.
  2. Assist the Office of the Registrar staff, other Student Affairs and Academic Departments, and Information Technology staff in understanding systems functions and processes, providing guidance in business process redesign. Research and recommend processes and/or procedures for improving efficiency and accuracy.
  3. Perform technical administrative functions including processes for beginning and end of term, auditing and correcting records to ensure accurate data, troubleshooting issues, providing enrollment and other ongoing reports, and designing and generating ad hoc queries and reports.
  4. Prepare and maintain systems/operational documentation for Office of the Registrar processes. Assist with the development of operational policies. Provide policy guidance and interpretation to other staff and academic departments.
  5. Work cooperatively with Student Information Systems, Information Technology, and the Chancellor’s Office to support and enhance CMS development and implementation.

Other Functions:

Perform other job-related duties and special projects as assigned.


Working Knowledge of: standard theories, principles, practices, and techniques applicable to student systems in higher education to develop conclusions and make recommendations including operational and systems analysis. Thorough knowledge of policies, procedures, and outside regulations pertaining to student records.

Skill in: the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.  Expertise in investigating and analyzing problems with broad administrative impact and implications.

Ability to: take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; anticipate problems and address them proactively; effectively interpret, organize, and present information and ideas in written or presentation form; train others on new skills and procedures and provide lead work direction.


Equivalent to a bachelor’s degree from an accredited college or university, and/or equivalent training and administrative work experience involving study, analysis, and evaluation leading to the development or improvement of administrative policies, procedures, and practices.


At least two (2) years of administrative experience in a complex organization. Must have excellent organizational skills and the ability to multi-task in a fast-paced environment, perform under strict deadlines and prioritize effectively to meet deadlines. In-depth skills working with automated student systems and databases. Must be highly and demonstrably competent in using Windows and related MS Office applications (particularly Word, Power Point and Excel), e-mail and Internet systems. Must have a professional manner and maintain confidentiality. Must be highly skilled in projecting possible unforeseen problems and using sound judgement. Strong customer service skills, with a proactive and positive attitude toward assisting others.


Technical fluency with Oracle/PeopleSoft or equivalent student information system, imaging systems, Hyperion Reporting, Microsoft Office Professional Suite, and Google mail and calendaring programs. 


A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

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.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position has been designated as a sensitive position with: control over campus business processes, either through functional roles or system security access and access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

Occasional evenings and/or weekend work may be required.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. 


Anticipated hiring salary in the low $4,000s/month. For salary range info see:  CSUMB offers an attractive employee benefits package, CSU Benefits R09. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.


For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above. For assistance or if you require an accommodation, please call (831) 582-3389. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map). Please check the links provided for the respective hours.

Tentative Timeline: 

April 13 & 14, 2017 – Interviews 

April 20 & 21, 2017 -  Interviews

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to: Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.