Document Processing Coordinator

CSU Careers • Sacramento, CA

11d • Onsite

About The Position

The Document Processing Coordinator works in the Imaging Data Processing Office within the Program Center for Enrollment Management in Sacramento State’s Division of University Affairs. The department processes confidential student records and maintains the integrity and quality of high-volume document images used for admissions, graduation, transfer credit evaluation, student success, student services, and Financial Aid. It also evaluates and tests updates to document imaging technologies, assists offices with imaging-related needs, and develops documentation and training.

This position coordinates preparation and processing of student transcripts, records, and Financial Aid documents for several campus offices, including Admissions & Outreach, the Office of the University Registrar, Financial Aid, International Programs & Global Engagement, the Veterans Success Center, the Student-Athlete Resource Center, and the Disability Access Center. Under the lead work direction of the Student Records Data and Systems Specialist, the coordinator provides lead work direction and coordinates the work of student assistants. The work takes place in a high-volume environment with competing deadlines and shifting priorities. The role is full-time, Monday through Friday, 8 a.m. to 5 p.m.; hours may vary with operational needs. It is non-exempt and eligible for overtime compensation. The anticipated hiring range is $4,595 per month, with a classification range of $4,595 to $6,694 per month; placement depends on relevant qualifications and professional experience.

Requirements

• General knowledge of data-processing systems and their use, data-processing procedures, basic programming elements, and computer terminology.
• Ability to lead and train others; understand, interpret, and apply policies and procedures; follow oral and written directions; communicate effectively; and analyze situations accurately and take effective action.
• Three years of general office clerical experience, including two years involving journey-level data control activities. Education above high school may substitute for up to one year of required general clerical experience under the stated equivalency rules.
• Demonstrated understanding of document imaging, electronic transcripts and other academic data, data exchange and uploads, and business-process workflows across multiple administrative departments.
• Ability to use different applications and technologies, such as OnBase Workflow and Imaging, OCR software, and PeopleSoft, and perform uploading, scanning, indexing, verification, and image-quality-control tasks.
• Ability to develop, create, and deliver training documentation for processes and procedures.
• Ability to understand current processes and workflows and analyze them to recommend improvements in efficiency and effectiveness.
• Good organizational and time-management skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to troubleshoot and resolve scanning and data-entry issues.
• Ability to work in a high-production environment and coordinate workloads.
• Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents.
• Satisfactory completion of the background-check process.

Nice To Haves

• Knowledge of document imaging and process coordination for Financial Aid, Admissions and Outreach, and Registrar’s Office functions, or broad experience in document-imaging workflow analysis and developing and testing processes in a high-volume setting.
• Knowledge of PC-based applications including Microsoft Word, Excel, Outlook, and Internet Explorer.
• Experience or familiarity with CMS PeopleSoft, Hyland OnBase, TS130 PS electronic transcript uploads, databases, and data security.
• Knowledge of electronic transcript delivery methods such as e-transcript California, Parchment, SPEEDE, National Clearing House, EDI Smart, or e-Scrip-Safe.
• Knowledge of OnBase Advance Capture and OCR software, high-performance flat scanners, indexing, or committing scanned document batches.
• Experience training and providing lead work direction to student assistants.
• Comprehensive knowledge of university infrastructure, policies, and procedures.

Responsibilities

• Coordinate the preparation and processing of student transcripts, student records, and Financial Aid documents for multiple campus offices.
• Provide lead work direction and coordinate the work of student assistants under the lead work direction of the Student Records Data and Systems Specialist.
• Perform document-imaging tasks including data uploads, scanning, indexing, verification, and quality control of scanned images.
• Develop, create, and deliver training documentation for processes and procedures.
• Analyze existing processes and workflows and recommend changes to improve efficiency and effectiveness.
• Troubleshoot and resolve scanning and data-entry issues.
• Coordinate workloads and perform work in a high-production environment.
• Support the integrity and quality of document images and handle confidential student data.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED