Senior Student Records Specialist

California College of the Arts (CCA) • San Francisco, CA

15h • Hybrid

About The Position

The objective of the Student Records Office is to provide and continually improve academic support services to students, alumni, faculty, and staff. The office's main responsibilities include maintaining the accuracy, integrity, and security of the College’s academic records and promoting equity by developing and supporting effective policies and processes. Under the general direction of the Registrar, this position is responsible for providing support to a range of functions in the Student Records Office, specifically responding to more complex items escalated by the Student Services team. Completing operational tasks that required good judgment, critical thinking, accuracy, and collaboration with the Student Services Center and other departments. Please note that CCA is transitioning and working towards a wind down of operations with the 2027 academic year.

Requirements

• Two or more years of experience working with student records within higher education required.
• Experience in a Registrar’s Office preferred.
• Bachelor’s degree required.
• Prior experience working with academic policies within higher education required.
• Experience working within a Student Information System (SIS) required; experience with Workday SIS preferred.
• Ability to understand detailed rules, policies and procedures and to apply them to factual situations.
• Ability to document and operationalize systems and processes
• Ability to effectively communicate in a professional, diplomatic, empathetic, and tactful manner
• Ability to develop and maintain collaborative relationships with all levels within and external to the organization.
• Ability to be flexible and supportive, able to positively and proactively assimilate change in a rapid growth environment.
• Ability to analyze a variety of administrative problems, to make sound recommendations as to their solutions, and to prepare working procedures.
• Proven ability to set and exceed established targets.
• Ability to organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.
• Proven experience in effectively handling confidential and proprietary information.
• Data entry experience with a high level of accuracy.
• Proficient level of knowledge of Google Suite, Excel, Lucidchart, PowerPoint, Zoom, Teamwork Desk, Teamwork Projects.
• Occasional evenings and weekends, as necessary.

Nice To Haves

• Experience in a Registrar’s Office preferred.
• Experience working within a Student Information System (SIS) required; experience with Workday SIS preferred.

Responsibilities

• Graduation, degree audit, and degree awarding (20%) Graduation support. Responsible for graduation tracking, reporting, processing, and the communication of graduation requirements to students. This includes ensuring that the degree posting process is completed properly, including the Honor nomination process for graduating students in an accurate and timely manner. This also includes responsibility for the diploma production process, including collecting mailing information, working with vendors, and mailing the prepared diplomas. Degree audit and maintenance. Under the direction of the Registrar, coordinate undergraduate and graduate student degree audits that monitor degree completion progress toward program and college requirements; ensure the completion of the audits by meeting the timelines of other departments or committees needed for their processing. Under the direction of the Registrar, update degree requirements on the Academic Progress Report (APR) that change per the annual curriculum review. Compliance with laws, institutional policies, and best practices. Interpret and enforce college policies and procedures as related to student record maintenance, including compliance, and, when necessary and appropriate, consult with the Registrar for exceptions implementing policy and compliance guidelines. Understand and follow FERPA laws within all areas of the job.
• Registration and student records (20%) Course maintenance. Assist with the approval of new or revised course definitions submitted by the Academic Affairs. This may include setting up and reviewing the prerequisite eligibility rules and corequisites on an annual basis to ensure accuracy, and managing the creation or revision of the academic requirements for programs. Student records and grades maintenance. Under the direction of the Registrar, audit grades submitted by faculty, including approving or denying grades as outlined by the college’s grading policies each semester. Review and approve grade changes submitted by faculty per the college’s grading policies. Manage the Incomplete grade process, including converting grades to F/NC after the deadline each semester. Process continuing student transfer credit requests (TCAR). Registration. Responsible for understanding and managing the registration process for continuing students, non-degree students, and alumni auditing students.
• Enrollment Reporting and Certification (20%) Serve as CCA’s Veterans Certification specialist. This requires learning and staying abreast of veteran certification rules, regulations, rule changes, and processes. Support Registrar in completing the annual CSAAVE application to allow CCA to offer veteran and military benefits. Complete routine enrollment reporting to the National Student Clearinghouse (NSC), ensuring that our reporting is compliant with Title IV regulations, including regular term submissions, graduation and degree submissions, and annual Financial Value Transparency and Gainful Employment (FVT GE) reporting. Ensure student status updates are correctly received by NSC and reported to NSLDS within the required timeline, especially graduation statuses where the reporting has known limitations.
• Process Improvements, Documentation & Systems Testing - 20% Maintain current and archived digitally-imaged student records, manage the scanning of new documents, and coordinate purging of records consistent with university record retention policies. In addition to assisting in all aspects of data entry and clean up. Assist the Registrar to maintain the current policies on the Student Records website and the Catalog and to develop new policies if needed. Based on day-to-day operations, provide feedback and recommendations to process improvements to the Registrar with the development of the strategic vision for departmental goals in mind. Participate in testing of software upgrades and Workday testing, assist troubleshooting, and utilize the upgraded features to processes. Assist in updating the master academic calendar and providing the information to AIS annually. Assist in the development and maintenance of the procedure documentation to ensure the process consistency and alignment of academic policies.
• Student support and maintaining informational or public-facing content (10%) Responsible for maintaining and updating the Student Records portal website with up-to-date information each semester. Responsible for tuition remission processing and communication with the HR department. Review and address the questions escalated from the Student Services Center related to the Student Records Office. Provide accurate and supportive information to students via phone call, email, drop-in, TeamWork tickets, and other channels.
• Other responsibilities as assigned (10%)

Benefits

• CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission.
• CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior