Records and Registration Coordinator

San José State University•San Jose, CA

3d•$5,083 - $7,228

About The Position

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. The Records and Registration Coordinator ensures compliance with Title 5, CSU Executive Orders, and campus policies while serving as a resource for academic departments and administrative offices. This role requires strong attention to detail, independent judgment, and the ability to manage complex processes in a fast-paced environment.

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
Ability to use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements
Ability to 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
Ability 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
Ability to gain a working knowledge of the practices, procedures, and activities of the program to which assigned
Ability to thrive in a position that requires attention to detail
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

Nice To Haves

Bachelor’s Degree
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
Experience in a student records or registrar’s office
Direct experience in student records oversight in the CSU

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
Coordinate 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