Document Processing Coordinator

California State University, Sacramento • Sacramento, CA

13d • $4,595 - $6,694 • Onsite

About The Position

The Document Processing Coordinator supports the Imaging Data Processing department, which handles confidential student data and document images used for admissions, graduation, transfer credit evaluation, student success, student services, and Financial Aid. The department processes high volumes of records under competing deadlines and shifting priorities, maintains the integrity and quality of document images from multiple sources, evaluates and tests technology and imaging-system updates, assists campus offices with locating and interpreting documents, and provides documentation and training.

The position coordinates preparation and processing of student records for Admissions & Outreach, the University Registrar, Financial Aid, International Programs & Global Engagement, the Veterans Success Center, the Student-Athlete Resource Center, and the Disability Access Center. It provides groundwork for offices that handle incoming transcripts, student records, and financial aid documents. Under the lead work direction of the Student Records Data and Systems Specialist, the position provides lead work direction and coordinates the work of student assistants. This is a full-time, regular probationary position. The stated work schedule is Monday through Friday, 8 a.m. to 5 p.m., though hours may vary according to operations. The position is non-exempt and eligible for overtime compensation. The anticipated hiring range is $4,595 per month; the classification salary range is $4,595 to $6,694 per month, with step placement based 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; analyze situations accurately; and take effective action.
• Equivalent to 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 general clerical experience under the stated equivalency rules.
• Demonstrated understanding of document-imaging processes, electronic transcripts and other academic data, data exchange and uploads, and business-process workflows for multiple administrative departments.
• Ability to use different applications and technologies, such as OnBase Workflow and Imaging, OCR software, and PeopleSoft, and perform data uploads, scanning, indexing, verification, and image quality control.
• Ability to develop, create, and deliver training documentation for processes and procedures.
• Ability to understand current processes and workflows, analyze them, and recommend efficiency and effectiveness improvements.
• 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, including faculty, students, staff, and community members.
• 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 a broad background in document-imaging workflow analysis and developing and testing new processes in a high-volume setting.
• Knowledge of PC-based applications including Microsoft Word, Excel, Outlook, and Internet Explorer; CMS PeopleSoft, Hyland OnBase, TS130 PS electronic transcript uploads; and/or 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, and indexing and/or committing scanned document batches.
• Experience training and providing lead work direction to student assistants.
• Comprehensive knowledge of university infrastructure, policy, and procedures.

Responsibilities

• Coordinate preparation and processing of student records for multiple campus offices, including Admissions & Outreach, the University Registrar, Financial Aid, International Programs & Global Engagement, the Veterans Success Center, the Student-Athlete Resource Center, and the Disability Access Center.
• Provide groundwork and document-processing support for offices handling incoming transcripts, student records, and financial aid documents.
• Provide lead work direction and coordinate the work of student assistants.
• Perform document processing activities including uploading data, scanning, indexing, verification, and quality control of scanned images.
• Develop, create, and deliver documentation and training on 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 in a high-production environment while maintaining effective service under competing deadlines and shifting priorities.

Benefits

• Best-in-class benefits are referenced, with further details linked in the posting.

What This Job Offers

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