Academic Records Specialist (Student Services Professional II)
Sonoma State University
May 18, 2018
Rohnert Park, California
Academic Records Specialist (Student Services Professional II) Sonoma State University
Job ID: 104590
Department Name Office of Admissions
Salary and Benefits The anticipated starting salary placement depends on qualifications, experience and salary budget, and will not exceed $4,093 a month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.
Application Deadline This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on 05/30/18. Please refer to the Application Process section of this posting for additional details.
Conditions of Employment This is a full time, exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with the Seawolf Commitment, our values include respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to and under the general supervision of the Director of Admissions, the Academic Records Specialist will perform a full range of moderately complex professional student services work, which includes managing an often-demanding workload and establishing an on-going professional relationship with an assigned group of student applicants. In addition, the incumbent is expected to provide accurate, timely, and personalized service to all stakeholders, representing the Office of Admissions.
Major duties of the position include, but are not limited to, the following:
Code, data-enter, maintain and track new and continuing applicant files prior to an admissions decision thru enrollment; make admissions decision; make residency determination and, for residency appeals, provide analysis and recommendations. Communicate independently with applicants to ensure prompt and accurate processing of applications.
Determine the acceptability of coursework submitted. Evaluate undergraduate transfer work and determine the applicability to campus General Education requirements. Communicate with applicants regarding these decisions.
Build student records in the student data base system. Responsible for the completeness, consistency and accuracy of the permanent student record (posting changes, coordinating information among various data systems, and conducting on-going audits when the students have applied to the university). Provide information from the student records as appropriate, ensuring that campus, state, and federal guidelines are observed.
Inform non-matriculated student applicants of their admission status, interpret campus policies, explain office actions, provide recommendations to avoid problems, and make referrals to other offices. Provide general admission information and respond to correspondence, e-mail, and telephone inquiries and or other forms of communication in a timely manner and on a daily basis.
Identify individuals for exceptions and make recommendations for final actions.
Participate, make recommendations and possibly assume a leadership role (within established parameters, regulations and guidelines) in task groups for the development of office policies and procedures. Analyze the impact of previous office policies, procedures and guidelines and propose changes to processing procedures. Assist with the development and design of office forms, brochures, and other admissions materials.
Make public admission presentations at information sessions and outreach activities.
Provide drop-in and scheduled information to new applicants and or prospective applicants.
Perform the specialized task(s) agreed upon with managers as a normal portion of the workload.
Perform other secondary duties as assigned.
Duties take place mostly in an office setting located at Sonoma State University. The normal work schedule is Monday through Friday aligned with regular campus hours. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. Your specific start time is determined by your Appropriate Administrator. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator.
Qualifications This position requires the 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. Additional specialized experience during which the incumbent has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis. Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A Master's Degree in a job-related field may be substituted for one year of the professional experience. Intermediate proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) required. Knowledge of database, spreadsheet and PeopleSoft preferred.
Initiative and creativity are required for situations involving changing guidelines and regulations or where existing procedures and guidelines must be applied to unusual circumstances. Review of the work may range from general to detailed, depending upon the relative scope and complexity of the particular assignment involved. Incumbents make decisions within established parameters, regulations and guidelines which impact student organizations, groups and individual students.
Working knowledge of the practices, procedures of the activities and/or programs to which assigned; general knowledge of the methods and problems of organizational and program management; general knowledge of research and interview techniques; and general knowledge of the principles of individual and group behavior required.
Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning and implementing long-range program improvements; obtain factual and interpretive information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations of these data; advise students individually and in groups; work respectfully with diverse population establish and maintain cooperative working relationships within a high volume office environment and with all stakeholders; rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned; and present information in a public forum in a clear and concise manner.
Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.
Qualification Note Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.
Application Process Click the 'Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters) Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
2. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: This position may be considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apartment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.