Public Records Coordinator (Confidential Administrative Support III) - Quality Assurance

San Francisco State University
San Francisco

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 513437
Work type: Staff
Location: San Francisco
Categories: Confidential, Administrative, Probationary, Full Time

Working Title

Public Records Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing [email protected]

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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 may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Quality Assurance

Appointment Type

This is a two year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$7,500.00 - $8,750.00 Per Month ($90,000.00 - $105,000.00 Annually)

Salary is commensurate with experience.

Position Summary

This position reports to the Executive Director of Administration and is responsible for responding to subpoenas and other legal requests for records on behalf of the campus. In responding to subpoenas and records requests, the incumbent works closely with University Counsel and departments across campus to gather and review records for sensitive and confidential information. The incumbent serves as the campus custodian of records and the campuswide contact for issues and/or concerns related to policies and procedures as well as Public Records Act requests, subpoenas, and lawsuits. Under the direction of the Executive Director of Administration, the incumbent also develops material including memoranda, presentations, and websites to contribute to Quality Assurance services and A&F initiatives.

Position Information

Manage campus response to subpoenas and records requests: In consultation with University Counsel, review and process subpoenas and records requests, reviewing a high volume of sensitive records and making redactions where appropriate prior to document production. Draft and send legal correspondence to attorneys and requestors on behalf of the campus in response to subpoenas and records requests. Utilize a high degree of confidentiality, independent decision-making, and advanced knowledge and expertise in responding to Public Records Act requests, subpoenas, and other records requests on behalf of the campus. Coordinate with the SF State Human Resources Department, Labor and Employee Relations, as well as CSU Labor and Employee Relations on issues regarding records requests. Assist University Counsel and outside attorneys for San Francisco State University with matters pertaining to litigation, operating with a high degree of confidentiality. The position serves as the campus custodian of records and the campuswide contact for issues and/or concerns related to Public Records Act requests, subpoenas, and lawsuits.

Contribute to A&F initiatives, Quality Assurance efforts to improve business processes and services, as well as special projects as assigned: Work individually and collaboratively with colleagues on the Quality Assurance team to support Office of the VP & CFO special projects and initiatives. This may include researching, developing, coordinating, and implementing projects and programs, and advancing the strategic endeavors of A&F through memoranda, presentations, and websites.

Other duties as assigned.

Minimum Qualifications

  • Ability to independently handle multiple work unit priorities and projects; ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
  • Ability to effectively write and present own reports.
  • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to independently plan, conceptualize and advance programmatic endeavors.
  • Ability to supervise and train staff.
  • Experience in legal work, compliance, business-oriented environments, and/or policy coordination.

Preferred Qualifications

  • Experience in a University setting is preferred.
  • Working knowledge of, or the ability to learn, applicable university infrastructure, policies and procedures.
  • Expertise of office systems and ability to use a broader range of technology, systems, and packages.
  • Thorough mastery of English grammar, punctuation, and spelling.
  • Highly skilled in organizational and time management.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 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. The systemwide policy can be found at and questions may be sent to [email protected].

Additional Information


Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exceptions. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Advertised: April 18, 2022 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled

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