Reporting to the Associate Registrar and working independently under limited supervision, the Student Services Specialist is responsible for providing support to a range of complex functions in the Office of the Registrar involving the exercise of a high degree of judgment. The incumbent's responsibilities include: Student Record Management, Customer Service Relations, Open University Gmail Account Management, National Student Clearinghouse Account Management, Official Transcript Database Management, Office of the Registrar Liaison to Colleges, Academic Departments, and all other constituents of the University, Management of Reinstatement Petitions, and recording of Study Abroad courses and grades on SJSU transcript.
- Performs detailed and complex tasks to update, correct, and audit student records
- Checks and verifies discrepancies in registration and grading records received from departments, chairs, deans, students, and staff to ensure compliance with Academic Senate policy, Executive Orders, and Title V
- Coordinates with evaluators, department staff, UGS, GSR, chairs, and deans when performing record updates, grade changes, multiple repeat processing, incomplete processing, and academic standing updates and corrections to student records, instructor drops, late drops and adds, retro-drops and adds, miscellaneous exception petitions
- Facilitates students’ ability to register for classes and provides information related to registration and records to students
- Acts independently, using judgment and discretion, to solve the various issues and problems as they arise since protocol does not exist
- Monitor emails received from students and use an encrypted code to convert letters to social security numbers
- Verify social security numbers, and conduct extensive search using name, date of birth, and social security number to ensure that a duplicate record is not created
- Works with NSC on requests for degree and enrollment verifications for which the NSC does not have in their database
- Responds to all emails sent via the process for no record found in NSC database requests
- Processes transcript requests using Parchment, our online transcript request provider, and paper requests as well
- In-depth knowledge and use of Parchment’s software to maintain and process requests for official transcripts, microfiche, microfilm and permanent hard copy files
- Interpret and apply policies and procedures related to records and registration as expressed in Title 5, CSU Executive Orders, and SJSU Academic Senate policies
- Performs student services work characterized by limited supervision and guidance in individual and group settings
- Receives reinstatement petitions from students who are academically disqualified
- Reviews all requests for compliance with university policy and eligibility and categorizes requests based on level and category of reinstatement based on student program: graduate or undergraduate for entry into Reinstatement database in FileMaker
- Provides notification to students of the posting of study abroad courses and grades
Knowledge, Skills & Abilities
- Comprehensive knowledge of University methods, procedures and practices and calendars; English grammar, business writing, punctuation and spelling
- Detailed knowledge of policies and the ability to interpret them
- Ability to learn new systems and technological tools
- Knowledge of software applications such as word processing, spreadsheet, and database management. PeopleSoft, to perform accurate and detail-oriented tasks
- Ability to handle multiple work priorities, organize and plan work and projects
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
- Excellent customer service and public relations skills
- Ability to troubleshoot most office administration problems and respond to inquiries and requests related to the work area
- Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on the areas
- Ability to analyze operational and procedural problems and develop, recommend, and evaluation proposed solutions
- Ability to effectively handle interpersonal interactions at all levels and handle sensitive interpersonal situations
- Completion of a high school program, technical/vocational program, or their equivalents
- Three years of related office work experience
- Bachelor’s degree
- Two (2) years of professional work experience in student records or a related field (police, hospital, etc.)
- Two (2) years of experience in a high volume setting providing excellent customer service in higher education or related environment
- Experience using databases (i.e.: SIS, Banner, PeopleSoft, FileMaker Pro, Excel Spreadsheet) or comparable databases
- Strong written communication skills
Classification: Administrative Support Coordinator II
Anticipated Hiring Range: $3,440/month - $3,540/month
CSU Salary Range: $3,440/month - $5,639/month
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:
- Letter of Interest
All applicants must apply within the specified application period: September 1, 2022 through September 18, 2022. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.
CSU Vaccination Policy
The CSU requires faculty, staff, and students who are accessing campus facilities to be fully vaccinated against the COVID-19 virus (including all booster doses of an approved vaccine for which an individual is eligible per current CDC recommendations) or declare a medical or religious exemption from doing so. As a condition of employment, any candidates advanced in a currently open search process should be prepared to comply with this requirement as well as with other safety measures established on the campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to firstname.lastname@example.org.
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, 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 offered the position on a contingent basis.
The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.
SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)
All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.
Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at email@example.com.
Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at firstname.lastname@example.org.
Equal Employment Statement
San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).