Job Summary

Reporting to the Senior Associate Registrar and led by the Assistant Registrar, The Records and Registration Coordinator supports the mission of the Office of the Registrar by managing critical student registration and records processes in compliance with Title 5, California State University (CSU) Executive Orders, and campus policies. This position plays a central role in assisting students, faculty, and staff with registration, academic records, and policy-related issues, while also coordinating at least one special program or institutional partnership. This position requires strong attention to detail, independent judgment, and excellent customer service skills.

Key Responsibilities

• Advise students, faculty, and staff about CSU Chancellor’s Office/San José State University policies and Office of the Registrar procedures
• Interpret and apply policies to resolve questions and issues
• Maintain accurate records of academic grades, grade changes, course withdrawals, and other academic record-keeping functions within PeopleSoft, OnBase, and other data management software
• Perform detailed and complex tasks to update, correct, and audit student records
• Resolve student registration and records issues, including but not limited to registration eligibility, class status, academic standing, payments, and administrative and financial holds using negative and positive service indicators
• Perform registration for regular and special session students who are unable to register online
• Coordinate at least one special program and/or primary partnership*, including developing procedures and processes; upgrading or modifying the assigned program/partnership as needed
• Develop appropriate procedures and train fellow staff on implementation/maintenance
• Responsible for records accuracy (by alphabet range) in the National Student Clearinghouse database

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• 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
• Excellent customer service and public relations skills
• 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

Required Qualifications

• Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or 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

Preferred Qualifications

• Bachelor’s Degree
• Two (2) years of work experience in higher education
• Experience interpreting/applying Higher Ed 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

Compensation

Classification: Student Services Professional II
Anticipated Hiring Range: $5,083/month
CSU Salary Range: $5,083/month - $7,228/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: May 14, 2025 through May 28, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.