Academic Records Coordinator II (ASC II)

Stanislaus State•Turlock, CA

1d•Onsite

About The Position

This is a full-time temporary position available on or after October 1, 2026, for Student Records. The appointment will be for one year from the date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance. This position's responsibilities are carried out under general direction. The incumbent is responsible for coordinating and administering complex academic records operations and administrative support functions for the Office of the University Registrar. Serving as a key procedural and subject matter resource, the position independently coordinates complex records processes, provides functional support for student records systems, and ensures compliance with academic records policies, procedures, and regulatory requirements. The incumbent exercises a high degree of judgment and discretion in interpreting and applying policies, resolving complex operational and records issues, coordinating with multiple campus stakeholders, and supporting continuous process improvement. The position is responsible for maintaining the integrity of student records, coordinating complex records and systems processes, preparing operational documentation and reports, and serving as a primary resource for records inquiries, workflow troubleshooting, and administrative operations that support the effective administration of the Office of the University Registrar.

Requirements

Completions of a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Experience to be fully functional in all technical aspects of work assignments.
Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and expertise in using office software packages, technology and systems.
Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
Ability to independently handle multiple work unit priorities and projects.
Ability to interpret and apply a wide variety of policies and procedures independently and use judgment and discretion to act when precedents or specific guidelines do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operations and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended.
Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Satisfactory completion of a background check (which includes checks of employment records, education records, criminal records, civil records; and may include motor vehicle records, professional licenses, and sex offender registries, as position requires) is required for employment.
CSU hires only individuals lawfully authorized to work in the United States.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
The CSU prohibits hiring employees to perform CSU-related work outside California.

Nice To Haves

Four (4) years of progressively responsible experience supporting academic records, enrollment services, or related field.
A bachelor’s degree in business administration, Education or related field.
Prior experience in a CSU or higher education setting.
Experience coordinating administrative operations in support of an academic department or administrative unit.
Experience interpreting and applying university, state, or organizational policies, procedures, and administrative guidelines.
Experience providing customer service and administrative support to diverse constituents, including faculty, staff, students, and external partners.
May function as the office information technology specialist.
Working knowledge of budget policies and procedures.

Responsibilities

Serve as the central records and communication liaison for academic records matters across the university; ensure consistent interpretation and application of academic records policies and procedures.
Ensure compliance with academic records policies and ensure the accuracy and integrity of data maintained in PeopleSoft, including registration, grading, and degree audit systems.
Monitor registration processes; investigate anomalies, identify root causes, recommend corrective actions, and coordinate resolutions with campus partners.
Coordinate and process Petitions for University-wide Exceptions by interpreting requests, reconciling outcomes, updating PeopleSoft, and documenting decisions to ensure audit compliance.
Post and articulate transfer and external credit for degree audit purposes; coordinate with the Articulation Officer and Graduation Advisors to resolve articulation gaps and improve operational efficiency.
Coordinate end-of-term grading operations by communicating deadlines, resolving grading issues, and ensuring the accuracy of grade-dependent processes, including academic standing, disqualification, and graduation progress.
Independently process subpoenas for Enrollment Services by determining records to be released, ensuring compliance with legal requirements, and coordinating required notifications.
Respond to complex academic records and policy inquiries by determining the appropriate disposition within established policies and procedures or escalating issues with supporting justification.
Coordinate the retention, imaging, and purging of academic records to ensure compliance with institutional, legal, and professional records management standards.
Ensure all academic records decisions and actions are accurately documented and reflected in PeopleSoft; reconcile modified and one-time processes in collaboration with functional analysts.
Coordinate testing of system upgrades, patches, and enhancements affecting records and registration modules; document results and communicate findings to functional leads.
Collaborate with functional analysts to support automation of academic records processes, including prerequisite enforcement, grade changes, major and withdrawal updates, and student notifications.
Administer the Post-Enrollment Requisite Check (PERC) process by coordinating prerequisite configuration, scheduling batch processes, troubleshooting exceptions, executing batch jobs, and communicating outcomes to campus stakeholders.
Administer and monitor electronic forms to ensure compliance with university procedures and applicable regulatory requirements.
Develop, review, maintain, and update process documentation to promote operational consistency, compliance, and continuous process improvement.
Provide comprehensive services to students, staff, and community members on records and enrollment matters via phone, email, and in person.
Troubleshoot registration issues, resolve record discrepancies, and assist with enrollment adjustments including major/minor changes, preferred name/pronoun updates, holds, and appointment assignments.
Prepare transcripts, supplemental transcript files, enrollment verifications, and ensure timely delivery and imaging of records.
Explain university policies and processes related to academic standing, reinstatement, and degree progress, applying FERPA and confidentiality requirements.
Participate in university events that support enrollment, orientation, and commencement.
Provide comprehensive academic records services to students, faculty, staff, and community members through phone, email, and in-person support.
Troubleshoot registration and records issues; resolve discrepancies and process enrollment adjustments, including major/minor changes, preferred name and pronoun updates, holds, and appointment assignments.
Prepare official transcripts, supplemental transcript files, enrollment verifications, and related academic records while ensuring timely processing and appropriate records imaging.
Interpret and explain university policies and procedures related to academic standing, reinstatement, degree progress, FERPA requirements, and student records confidentiality.
Participate in university events supporting enrollment, orientation, commencement, and other student success initiatives.
May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
At the direction of appropriate administrator, may provide support to other areas as needed.
Other duties as assigned.