Records and Registration Coordinator

About the role

The Office of the Registrar is seeking a Records and Registration Coordinator to join the Office of the Registrar. Reporting to the Senior Associate Registrar for Systems and Technical Innovation and working under the direction of the Assistant Registrar, this position plays a key role in maintaining academic records, supporting registration processes, and providing direct service to students, faculty, and staff.

Responsibilities

• Advise students, faculty, and staff on registration, academic records, and related policies
• Maintain, audit, and update permanent student academic records in PeopleSoft and related systems
• Resolve student registration issues, including holds, eligibility, reinstatements, and petitions
• Provide customer service and support through phone, email, chat, and in-person interactions
• Cookpilot at least one special program or primary partnership (e.g., Dual Enrollment, Step-to-College, Open University, Transcript Services)
• Support campus events and outreach programs, occasionally requiring evening or weekend availability

Requirements

• Knowledge of clear, audience-appropriate communication practices for students, faculty, and staff, while maintaining a student-centered approach
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Strong written and oral communication skills
• Able to use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements
• Understand students’ perspectives and empathize with their concerns
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Ability to establish and maintain cooperative working relationships with faculty, staff, vendor partners, and the community
• Able 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
• Ability to remain open to feedback and suggestions from colleagues with regard to special programs/primary partnerships coordinated
• Able to gain a working knowledge of the practices, procedures, and activities of the program to which assigned
• Thrive in a position that requires attention to detail

Qualifications

• Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or in 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 include a bachelor’s degree and two (2) years of work experience in higher education
• Experience interpreting/applying higher education law and policy
• Experience utilizing an SIS (like Banner, Colleague)
• Direct experience working in PeopleSoft Campus Solutions
• Direct experience in student records or registrar’s office
• Direct experience in student records oversight in the CSU

Skills

• Knowledge of clear, audience-appropriate communication practices for students, faculty, and staff, while maintaining a student-centered approach
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
• Strong written and oral communication skills
• Able to use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements
• Understand students’ perspectives and empathize with their concerns
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Ability to establish and maintain cooperative working relationships with faculty, staff, vendor partners, and the community
• Able 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
• Ability to remain open to feedback and suggestions from colleagues with regard to special programs/primary partnerships coordinated
• Able to gain a working knowledge of the practices, procedures, and activities of the program to which assigned
• Thrive in a position that requires attention to detail

Benefits

Compensation Classification: Student Services Professional II
Anticipated Hiring Range: $5,083/month
CSU Salary Range: $5,083/month - $7,228/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.