Administrative support

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Administrative Support Coordinator I

Job no : 542310

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 Summary Full-time temporary position available on or after November 4, 2024 and ending on or before November 3, 2025 in Student Records.

Appointment will be made for one year from date of hire with the possibility of reappointment based on budget, department needs, and job performance.

Under the general direction of the Records / Registration Lead and the Director of Enrollment Services / Registrar, 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, GI 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 policies, procedures, and practices, as well as the catalog and website content.

Job Duties Duties 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.

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

Have a thorough understanding of the University student database and be able to assist student 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, and ability to assess the situation and provide additional information that will help the student, faculty, staff member.

Ability to 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 Welcomes, Commencement and other university activities.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, update preferred name and pronoun, 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 PS.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 discrepancy 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 CheckServe 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 subpoena’s 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 PS.

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 PS, as appropriate.

Other duties as assigned. Minimum Qualifications Education : Completion of a high school program, technical / vocational program, or their equivalents.

Experience : Several years of related office work experience.

Preferred Qualifications

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.

Knowledge, Skills, Abilities

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.

Physical Requirements The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Salary will depend on the qualifications of the successful finalist. (Full Administrative Support Coordinator I range : $3,864 - $6,072 per month) Compensation & Benefits Commensurate 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 :

How to Apply To be considered, qualified candidates must submit a completed Stanislaus State online employment application, cover letter, and resumé.

Applications are accepted electronically only.

Last updated : 2024-09-20

Salary : $3,864 - $6,072