Job no: 529966
Department: Strat Plan,Enroll,Mgmt,Innovat
Work type: Staff
Location: Stanislaus - Turlock
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Position SummaryAdministrative Support Coordinator I

Full-time position available on or after October 1, 2023 for Student Records.

Under the general supervision of the Director of Enrollment Services/Registrar, and the day to day direction of the Records/Registration Lead, this position provides comprehensive services to both undergraduate and graduate prospective, continuing and former students, staff, faculty and members of the community-at-large who are seeking information or services from the University with the areas of Student Records, Enrollment and Registration, Evaluations, Class Scheduling and other CSU initiatives (i.e. California Promise, CSU Fully Online, GR 2025). The incumbent must be able to handle situations independently, must be able to assess each situation encountered and respond appropriately, and must be thoroughly familiar with the Stan State Catalog content, as well as all aspects of enrollment practices, and campus policies and procedures.

Job DutiesDuties include but are not limited to:

Provide comprehensive student services in the Enrollment Services Office to prospective, current and former students, as well as staff, faculty, administration and the community-at-large via telephone, in-person, and through email correspondence.

Provide accurate information regarding student records, enrollment and registration, admissions, evaluations, class scheduling, and CSU initiatives.

Provide clear explanation of graduation process including information about application, the graduation approval form, commencement, honors at graduation and any other questions regarding graduation.

Interpret University policies and procedures as related to Enrollment Services; maintain knowledge regarding functions of other departments on campus in order to be able to refer and direct clients to appropriate departments as situations may require, and use judgement on when to inquire further on behalf of the student.

Assess situations and apply knowledge of university practice, articulate technical processes when troubleshooting, use independent judgement in how to resolve a situation.

Utilizing a thorough understanding of the University student database, assist students with navigation of the student system: registration, accessing academic records, use of permission numbers; student portal, how to access and generally explain a degree audit, navigation and troubleshooting of the STAN Scheduler, the STAN Planner, assess the situation and provide additional information that will help the student, faculty, staff member.

Clearly articulate application process for admission and/or registration to post-baccalaureate students inquiring to continue their education as a graduate student.

Ensure that in-person, email, and telephone conversations are handled with confidentiality and are FERPA compliant.

Maintain a positive, cooperative working relationship with other student support services, academic staff, departments, the campus community and community-at-large.

Participate in Preview Day, Warrior Welcome, commencement and other university events and activities.

Other duties as assigned.

Provide records and registration services to students enrolling in stateside and self-support programs including resolution of matriculation issues, enrollment inquiries, troubleshooting and assisting with technical difficulties with online registration.

Download National Student Clearinghouse transcript and enrollment verification requests, and prepare, as appropriate, and/or respond to NSC regarding issue and/or discrepancy.

Investigate and resolve student record discrepancies.

Assist with student registration including creation and maintenance of individual study and special registration courses in PS, and take initial to resolve issues regarding student submitted registration.

Assist students with understanding and navigation of Enrollment Requirements/Pre-requisite issues.

Review and record student enrollment changes in PS including change of major, minor, concentration, name and gender changes, and all other student record adjustments/changes.

Prepare supplemental transcript files for review by evaluator, and enter college coursework as appropriate.

Review milestone completion for students, and update information in PS.

Prepare and ensure timely delivery of all enrollment verifications as requested by students.

Provide assistance with Permanent File Number process for archived student records.

Image and index documents using KnowledgeLake imaging system.

Audit student records to ensure accuracy of courses listed.

Place and remove student academic record holds.

Assign registration appointments, as appropriate, for Priority Registration.

Participate and assist with registration, Early Start, and other general questions at New Student Orientation.

Assist faculty with entering grades into PeopleSoft.

Assist faculty with questions and assist faculty when inquiring about PERC (Post Enrollment Requirement Check).

Handle program/plan changes that require department verification due to program impaction.

Handle inquiries regarding Academic Standing and ensure that students are directed to the appropriate area, and explain reinstatement process to student.

Initiate process in PS for Application for Graduation and prepare documents for Assistant Registrar.

Coordinate diploma processing and ensure appropriate degree has been awarded to student. Resolve discrepancies with Evaluator.

Coordinate records imaging process and ensure student assistants are trained in this. Handle upkeep of imaging software, and report any problems to supervisor and work with OIT to resolve issues.

Serve as contact for faculty when inquiring about Post Enrollment Requisite Check.

Serve as first contact for students issues outside of general questions.

Assist with microfiche conversion of Permanent Academic Record into PeopleSoft as required.

Handle unusual requests for enrollment, course verifications as requested by Registrar.

Assist with gathering documents for subpoenas and other document requests.

Handle all hard copy, telephone and email requests of outgoing transcripts as requested by current and prior students.

Handle all requests for transcripts via the National Student Clearinghouse.

Ensure that transcript is true and accurate, and that audit of record has been handled and recorded in PeopleSoft.

Respond to all transcript requests from other schools.

Handle very large volumes of transcript requests and ensure timely delivery.

Handle all specific transcript requests (Nursing, Genetic Counseling).

Assist international students with specific transcripts/document requests as required by sponsor/agent.

Evaluate and review final transcripts for incoming freshman and ensure that student status remains regularly admissible. Assess final high school transcripts and test scores and refer ineligible students, with explanation, to the Admission Analyst for further action.

Evaluate and review transcripts for admission eligibility for upper-division transfer students, and enter college coursework into PeopleSoft, as appropriate.

Other duties as assigned.

Minimum QualificationsEducation: Completion of a high school program, technical/vocational program, or their equivalents.

Experience: Several years of related office work experience.

Preferred Qualifications

Experience to be fully functional in all technical aspects of work assignments.

Ability to understand and operate in a variety of organizational structures.

Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.

Thorough knowledge of English grammar, punctuation, and spelling. Ability to clearly communicate orally and in writing.

Ability to use and quickly learn new office support technology systems and software packages.

Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.

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.

Working knowledge of budget policies and procedures.

Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.

Ability to draft and compose correspondence and standard reports.

Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Knowledge, Skills, Abilities

University student services experience.

Experience applying and explaining the CSU system and Stan State academic regulations and requirements to students and/or general inquiries.

Knowledge and experience with student information systems, including CMS/PeopleSoft, Stan Scheduler and Stan Planner.

Experience explaining the Family Educational Rights and Privacy Act (FERPA) to constituents.

Ability to handle multiple tasks, multiple deadlines, and frequent interruptions.

Ability to maintain confidentiality of student records.

Physical RequirementsThe physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Salary RangeAnticipated salary will be $3,505 – $3,800 per month plus excellent paid benefits. Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range: $3,505 - $5,508 per month)Compensation & BenefitsCommensurate with qualifications and experience. As a member of the 23-campus CSU System, we offer an extremely competitive benefits package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year. Link to (Bargaining Unit: 7) Benefits Summary: CSU Employee Benefit Summary

How to ApplyTo be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé. Applications are accepted electronically only. Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration. To apply online, please click the “Apply Now” button on this page.

Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding. Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

Application DeadlineSeptember 28, 2023

Criminal Background Clearance NoticeSatisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment. CSU 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 CSU employee who was conditionally offered the position.

Additional InformationCampus & Area

California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion – one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West’s No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

Clery Act Disclosure

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

Equal Employment Opportunity

The university 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. All qualified individuals are encouraged to apply. 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, revised 7/21/17, as a condition of employment.

Applicants requiring necessary accommodations to the application process may contact the Human Resources Department at (209) 667-3351. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. As a federal contractor, we are committed to attracting a diverse applicant pool. Please consider completing the Voluntary Self-Identification of Disability form (your response will not be shared with the search committee) at: Voluntary Self-Identification of Disability PDF Form.

CSU Stanislaus 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 document form upon hire.

The CSU is a state entity whose business operations reside within the State of California. The CSU prohibits hiring employees to perform CSU-related work outside California.

The individuals who appear to be the best qualified for this position will be contacted by telephone or email for an interview.

INFORMATION CONTAINED IN THIS ANNOUNCEMENT MAY BE SUBJECT TO CHANGE WITHOUT NOTICE

Advertised: September 14, 2023 (9:25 AM) Pacific Daylight Time
Applications close: September 28, 2023 (11:55 PM) Pacific Daylight Time