Records Administrative Support Assistant

Registrar
Job #543752
First Review Date: Thursday, March 13, 2025

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #543752) Administrative Support Assistant I, Records Administrative Support Assistant, Salary Range: $3,680 - $4,517 monthly. Hiring Range: $3,680 - $3,864 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Office of the Registrar. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

 Position Summary:

Within the busy Office of Records & Registration team environment, the incumbent is responsible for carrying out daily office tasks and general administrative support functions.

This includes serving as a primary contact for the campus community, providing general information about university services and programs, policies, procedures, regulations and deadlines related to registration, records, evaluations, and graduation. This role works closely with the campus community in a professional and friendly manner over the phone, in person, virtually and in writing. The incumbent will provide information through day-to-day interaction with student assistants.

The incumbent supports records and other operational areas such as registration, evaluation and degree awarding functions.  Some situations may require accessing the student's academic records using PeopleSoft, or other pertinent documents to determine appropriate courses of action and response to inquiries.

 

Key Responsibilities:

Communication and Interaction with Others – 30%

• interact with a variety of campus and community constituents in person in the Office of the Registrar front counter, the main phone line, and responding to general office emails and written correspondence
• Assists students, staff, faculty and the public with answering questions related to student records, registration, transcripts, and related policies and procedures established by the university.
• Shall abide by the FERPA (Federal Educational Rights and Privacy Act) and maintain the confidentiality of records and sensitive information
• Assist campus community to troubleshoot and resolve records and registration-related questions and issues

 

 Office support (records work) – 30%

• Processing postal mail and email; creating and maintaining records/forms, files and recordkeeping systems; preparing and composing correspondence, reports, verifications, etc.
• Processing paperwork in the PeopleSoft student information system related to records:
• Graduation date changes
• Educational leaves
• Major/minor changes
• Name changes
• Late adds
• Enrollment status changes

Outbound Transcript processing – 15%

• Assist student workers with inquiries; Maintain relevant supplies; Retrieve, review & correct permanent record cards as needed as hard-copy or on microfilm; Retain and destroy records following CSU policy, campus and department procedures
• Responsible for quality assurance and timely response to all voicemails and email to the transcript desk
• support with daily outbound transcript processing, including rush & overnight orders to ensure expectations are met to send transcripts within established timeframes

Information Gathering & Analysis, Program Support – 10%

• Maintaining, gathering, and analyzing data and information for various purposes and limited projects including tracking, monitoring, coordinating and/or compiling department activities, programs; and using and maintaining office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results.
• Offer assistance to student assistants as they work with other students at the front counter, often with conflict resolution.

 

Administrative Support – 10%

• Arranging meetings and events; making travel and other arrangements; ordering and maintaining supplies; Assist with scheduling for student assistants to ensure adequate coverage during business hours.
• Troubleshooting office technology problems and systems; and performing other general office support and maintenance activities.

Other duties as assigned – 5%

 

 Knowledge, Skills, and Abilities Associated with this Position Include:

As listed in Classification Standards:

Typical knowledge and skill requirements:

• Basic knowledge of applicable university infrastructure, policies, and procedures.
• Working knowledge of English grammar, spelling, and punctuation.
• Ability to use standard office equipment.
• Ability to use standard word processing and related computer software packages.
• Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
• Ability to perform basic mathematical functions.
• Fundamental writing and presentation skills to effectively communicate standard information.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.

As related to the major responsibilities for this position:

• The ability to interact with a variety of campus and community constituents including: working with students, faculty, and staff to assist them or resolve problems.
• The ability to respond and/or direct inquiries related to registration or university policies.
• The ability to gather data and information for various purposes including tracking, monitoring, coordinating and/or compiling department activities or deadline.
• The ability to screen and identify calls or visitors in order to maintain confidentiality of student records.
• The ability to network to build campus relationships to expedite work and projects; coordinating work and projects (registration forms, verifications, etc.); and serving as a primary contact and/or resource to outside parties, such as vendors, parents or community members.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.

 

Minimum Qualifications:

Entry to this classification requires:

1. Fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation.
2. An ability to understand standard office procedures.
3. An ability to operate standard office equipment.
4. An ability to learn office technology systems.
5. An ability to perform basic mathematical calculations.
6. An ability to perform typing and keyboard skills.

These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

 

Preferred Qualifications:

1. Ability to maintain a professional atmosphere in a fast-paced, loud environment with numerous interactions and interruptions.
2. Ability to maintain a close attention to detail for record-keeping.
3. Ability to learn and interpret regulations and policies.
4. Ability to handle interpersonal interactions and sensitive situations.
5. At least three (3) years of office and customer service experience
6. Demonstrated at least six (6) months professional or paraprofessional experience working with staff and students from diverse backgrounds.
7. Working knowledge of Microsoft Office applications including Word and Excel, Google calendar and email, computers, printers, copy machine, laminator, radios, and multiple phone lines.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials for first review is on Thursday, March 13, 2025. This position is open until filled and will continue to accept applications until closed.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

 

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.  Mandated Reporting: 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1032
Publication Date:   February 14, 2025