Jobs and Careers
CA
Academic Records Coordinator II (ASC II)
California State UniversityUnited Statesfull_timeVerifiedPosted 10 Aug 2026
💰 $70,752/yr($48,564/yr – $70,752/yr)
About the role
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- Position Summary
- Full-time temporary position available on or after October 1, 2026 for Student Records. Appointment will be made for one year from date of hire with the possibility of reappointment and/or becoming permanent based on budget, department needs, and job performance.
This position's responsibilities are carried out under general direction. The incumbent is responsible for coordinating and administering complex academic records operations and administrative support functions for the Office of the University Registrar. Serving as a key procedural and subject matter resource, the position independently coordinates complex records processes, provides functional support for student records systems, and ensures compliance with academic records policies, procedures, and regulatory requirements. The incumbent exercises a high degree of judgment and discretion in interpreting and applying policies, resolving complex operational and records issues, coordinating with multiple campus stakeholders, and supporting continuous process improvement. The position is responsible for maintaining the integrity of student records, coordinating complex records and systems processes, preparing operational documentation and reports, and serving as a primary resource for records inquiries, workflow troubleshooting, and administrative operations that support the effective administration of the Office of the University Registrar.
- Job Duties
- Duties include but are not limited to:
- Serve as the central records and communication liaison for academic records matters across the university; ensure consistent interpretation and application of academic records policies and procedures.
- Ensure compliance with academic records policies and ensure the accuracy and integrity of data maintained in PeopleSoft, including registration, grading, and degree audit systems.
- Monitor registration processes; investigate anomalies, identify root causes, recommend corrective actions, and coordinate resolutions with campus partners.
- Coordinate and process Petitions for University-wide Exceptions by interpreting requests, reconciling outcomes, updating PeopleSoft, and documenting decisions to ensure audit compliance.
- Post and articulate transfer and external credit for degree audit purposes; coordinate with the Articulation Officer and Graduation Advisors to resolve articulation gaps and improve operational efficiency.
- Coordinate end-of-term grading operations by communicating deadlines, resolving grading issues, and ensuring the accuracy of grade-dependent processes, including academic standing, disqualification, and graduation progress.
- Independently process subpoenas for Enrollment Services by determining records to be released, ensuring compliance with legal requirements, and coordinating required notifications.
- Respond to complex academic records and policy inquiries by determining the appropriate disposition within established policies and procedures or escalating issues with supporting justification.
- Coordinate the retention, imaging, and purging of academic records to ensure compliance with institutional, legal, and professional records management standards.
- Ensure all academic records decisions and actions are accurately documented and reflected in PeopleSoft; reconcile modified and one-time processes in collaboration with functional analysts.
- Coordinate testing of system upgrades, patches, and enhancements affecting records and registration modules; document results and communicate findings to functional leads.
- Collaborate with functional analysts to support automation of academic records processes, including prerequisite enforcement, grade changes, major and withdrawal updates, and student notifications.
- Administer the Post-Enrollment Requisite Check (PERC) process by coordinating prerequisite configuration, scheduling batch processes, troubleshooting exceptions, executing batch jobs, and communicating outcomes to campus stakeholders.
- Administer and monitor electronic forms to ensure compliance with university procedures and applicable regulatory requirements.
- Develop, review, maintain, and update process documentation to promote operational consistency, compliance, and continuous process improvement.
- Provide comprehensive services to students, staff, and community members on records and enrollment matters via phone, email, and in person.
- Troubleshoot registration issues, resolve record discrepancies, and assist with enrollment adjustments including major/minor changes, preferred name/pronoun updates, holds, and appointment assignments.
- Prepare transcripts, supplemental transcript files, enrollment verifications, and ensure timely delivery and imaging of records.
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