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NOTE: The 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 measures established by each campus. The systemwide policy can be found at and questions may be sent to

Records and Registration Coordinator (4 positions)

Apply now Job no: 535760
Work type: Staff
Location: San José
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services


Job Summary

Reporting to the University Registrar and led by the Assistant Registrar, the Records and Registration Coordinator must possess knowledge of procedures related to records and registration as expressed in Title 5, California State University (CSU) Executive Orders and San José State campus-based in order to provide advising to students, and consultation to staff and faculty on these policies and procedures. The Records and Registration Coordinator is responsible for providing support for a range of complex functions in the Office of the Registrar, involving a high degree of critical thinking and judgment. The incumbent is responsible for maintaining student academic records, facilitating students’ ability to register for classes, processing various documents in the student information system, ensuring documents are scanned for future retrieval, and providing information related to registration and records to students, staff, and faculty. This includes communicating and providing customer service to students over the phone, via email, through chat, and in person. This may also require consultation with academic and administrative departments to make decisions on how to manage student-specific situations. The incumbent is also responsible for coordinating at least one special program or primary partnership, including developing, maintaining, and upgrading or modifying the assigned programs/partnerships as needed.


Key Responsibilities

  • Act independently, using judgment and discretion, to solve student concerns as they arise
  • Advise students, faculty, and staff about CSU Chancellor’s Office/San José State University policies and Office of the Registrar procedures
  • Interpret and apply policies to resolve questions and issues
  • Provide timely, efficient, accurate, and welcoming service to students, faculty, and staff
  • Answer student inquiries through email, chat, phone, and in-person, or transfer students to the appropriate area for assistance
  • Maintain accurate records of academic grades, grade changes, course withdrawals, and other academic record-keeping functions within PeopleSoft, OnBase, and other data management software
  • Perform detailed and complex tasks to update, correct, and audit student records
  • Ensure compliance with Academic Senate policy, Executive Orders, and Title V
  • Resolve student registration and records issues including but not limited to registration eligibility, class status, academic standing, payments, administrative and financial holds using negative and positive service indicators
  • Perform registration for regular and special session students who are unable to register online
  • Coordinate at least one special program and/or primary partnership*, including developing procedures and processes; upgrading or modifying the assigned program/partnership as needed
  • Responsible for records accuracy (by alphabet range) in the National Student Clearinghouse database


Knowledge, Skills & Abilities

  • Working knowledge of the practices, procedures and activities of the program to which assigned
  • General knowledge of the methods and problems of organizational and program management
  • General knowledge of research and interview techniques; and of the principles of individual and group behavior
  • Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
  • Strong written and oral communication skills
  • Use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements
  • Ability to understand students’ perspectives and empathize with their concerns
  • Excellent customer service and public relations skills
  • Establish and maintain cooperative working relationships with faculty, staff, vendor partners, and the community
  • Ability to rapidly acquire a general knowledge of the overall operation, functions, and procedures of the Office of the Registrar
  • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions
  • Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office
  • Ability to remain open to feedback and suggestions from colleagues with regard to special programs/primary partnerships coordinated
  • Ability to communicate with constituents in a professional and respectful manner


Required Qualifications

  • Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field
  • Two (2) years of professional experience in one of the student services program areas or in a related field. A master’s degree in a job‑related field may be substituted for one year of professional experience


Preferred Qualifications

  • Bachelor’s Degree
  • Two (2) years of professional work experience in student records or registrar’s office
  • Two (2) years of experience utilizing a SIS (like Banner, Colleague)
  • Two (2) years of experience utilizing the SIS PeopleSoft Campus Solutions, specifically
  • Two (2)  years of experience in student records oversight in the CSU Strong written and oral communication skills
  • Two (2) years of experience interpreting/applying higher education policy and procedures



Classification: Student Services Professional II
Anticipated Hiring Range: $4,610/month
CSU Salary Range: $4,610/month - $6,556/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.


Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

  • Resume
  • Letter of Interest

All applicants must apply within the specified application period: March 18, 2024 through April 1, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.


Contact Information

University Personnel


CSU Vaccination Policy

The 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 measures established by each campus. The system wide policy can be found at and questions may be sent to


Additional Information

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.


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 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

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at 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

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.


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).


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Last Updated Apr 11, 2023