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Job Details

Records Associate

Company name
California Polytechnic State University


San Luis Obispo, CA

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Cal Poly, San Luis Obispo

Records Associate


APP-Office of the Registrar (120900)


Academic Affairs

Salary Range:

$2,846 - $4,619 per month.

Position Description:


The Office of the Registrar mission is to provide direct support services to students, the campus community, alumni, and the public. The Registrar's office is responsible for support to: enrollment and registration; grading (initial collection, grade changes, credit/no credit); transcripts and diplomas; verification of enrollment; degrees; certification and compliance of veterans and athletes; statements of degree credit (transfer work, major changes, and degree completion; maintenance and reporting of all aspects of the student record (ERSS reporting, name/SID changes, etc.), and the development and publishing of Articulation Agreements. The Office of the Registrar is part of Academic Affairs.

The position may be assigned to any one of several units within the Registrar's Office and would be responsible to provide support in various duties using the student information system (PeopleSoft) currently used to record all student records activity; as well as office support technology and systems. This position would be responsible for understanding the interaction and results of multiple transactions, processes, and systems.

The Office of the Registrar works in a team environment to provide the best possible service for students, faculty, staff and community, and to support one another in this effort.

The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:

The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:

Provide support to the office in a wide variety of areas and assignments. The duties may include but are not limited to the following:

Researching student historical data utilizing several archival and document tracking databases and technology, including use of file tracking, and micrographic systems in retrieving and analyzing the data for release.

Entering student data into one of our many databases, coding updates, special projects, phone & window shift adjustments, preparation of reprographics materials, administrative support (reports, calendaring meetings, minutes of meetings), etc.

Review, input, revise, update, and correct student records using PeopleSoft, or other databases. Understanding of registration and/or degree audit systems and ability to assist students with registration and enrollment questions and information, knowledge and understanding of university policy, procedures and functions, working knowledge of university curricula, transfer credit policies and practices, etc.

Handle possible multiple transactions which may include: address updates, grade changes, permits, late registration, enrollments, dis-enrollments, withdrawals, repeats; transcript and verification production. Other possible activities or assignments may include: forms development and processing; working on Web updates and revisions; mail and file maintenance activities; data entry; exceptions handling; and special projects.

Operate as part of a team and independently to make sure all the tasks are completed in a timely manner for the best possible service.

Minimum Qualifications (Staff Only):

High school diploma or its equivalent. Type 45 wpm. Four years of general office support or technical experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience)

Required Qualifications:

Ability to understand and articulate University policies, procedures, deadlines, and rules and regulations. Be able to comprehend and explain the information that is in the Cal Poly Catalog and the Class Schedules, FERPA, California Code of Regulations (Title 5), Chancellor's Office Executive Orders and Memorandums, State and Legislative directives, and other campus regulations and policies pertaining to the university

Must be flexible in dealing with changes in policies, procedures, organizational structure and issues

An understanding and knowledge of the relationship of system databases and their screens for the processing of data

Ability to perform Registrar office transactions with accuracy and efficiency, sound judgment and professional integrity

Ability to incorporate in writing, new and/or revised policies in a manner easily understood by students and colleagues

Demonstrated excellent customer service experience requiring a very high level of diplomacy and professionalism

Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems

Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds

Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing

Thorough knowledge of English grammar, spelling and punctuation

Ability to interpret, communicate, and apply policies and procedures

Ability to effectively supervise and provide work direction for student assistants

Demonstrated ability to maintain a high degree of confidentiality

Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines

Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email

Experience working with or the ability to quickly learn: imaging, document management, file maintenance, and archiving systems

Working knowledge of or ability to quickly learn University infrastructure, policies and procedures

Preferred Qualifications:

Understanding of Office of the Registrar processes, policies and procedures which may range from pre-admission to graduation

Experience with the quarter system and in a university or college setting, particularly in a Registrar's Office environment

Experience with PeopleSoft, and Solidus (phone system)

Bachelor's degree

Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Special Conditions:


Must be willing to travel and attend training programs off-site for occasional professional development.

Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).

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 as a condition of employment.

May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.

Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.

Review Begin Date:


Requisition Number:


To Apply:

All applicants must apply online at:


About Us

Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.

At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.

Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.

Copyright 2017 Inc. All rights reserved.

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Company info

California Polytechnic State University
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Company Profile
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery.

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