Position Description The Office of the Registrar's mission is to provide direct support services to students, the campus community, alumni, and the public. The Registrar's office is responsible for support to: academic scheduling and curriculum; enrollment and registration; grading; transcripts and diplomas; verification of enrollment; certification and compliance of veterans and athletes; statements of degree credit, transfer work, major changes, and degree completion; record/file coordination, imaging, and archival activity; maintenance and reporting of all aspects of the student record; the development and publication of Articulation Agreements; and functional administration of the university's master calendar system.
This position works under the general direction of the Associate Registrar and performs a wide variety of administrative, analytical, project management, and technical duties in support of the Office of the Registrar and the University, specifically related to curriculum development and publication of the catalog. The incumbent has primary responsibility and is the program administrator for the Curriculum Management system used by the University for submitting, reviewing, and approving course and program proposals. This position also administers the content management system, which is used to publish the catalog and interfaces with the University's student information system. The Catalog Coordinator prepares and provides files used in the planning and proofing phases of a catalog review cycle, is the steward of the official record of curriculum requirements and courses, and publishes the catalog for use by faculty, staff, students (current, former, and prospective) as well as external entities.
In addition to creating and maintaining the online catalog, the Catalog Coordinator maintains related websites such as the Curriculum Handbook and catalog archives.
The Catalog Coordinator understands campus administrative policy related to the academic calendar and accordingly drafts proposals for future academic calendars. The incumbent shepherds the proposed academic calendar through the approval process and, once it is approved, publishes the calendar and notifies the campus community.
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Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. Check our benefits website for additional information.
Minimum Qualifications (Staff Only) Equivalent to graduation from a four-year college or university. Three years of technical or administrative experience. A graduate degree in a related field may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.
Required Qualifications / Specialized Skills
Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing. 5. Thorough knowledge of English grammar, spelling and punctuation.
Ability to interpret, communicate and apply policies and procedures.
Demonstrated ability to maintain a high degree of confidentiality.
Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Working knowledge of or ability to quickly learn basic web publishing.
Ability to be the primary functional administrator for an enterprise-wide software application, performing data imports, providing training and customer support, testing software upgrades and patches, and working with the vendor to trouble-shoot and resolve issues.
Working knowledge of or ability to quickly learn University infrastructure, policies and procedures
Preferred Qualifications / Skills
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Demonstrated skills in building and maintaining web pages.
***THIS POSITION IS OPEN UNTIL FILLED***
Special Conditions (Staff)
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background/fingerprint check.
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
This position classification has been defined as 'Exempt' and is not subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
The person holding this position is 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.'
Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly, San Luis Obispo. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Note: Cal Poly cannot deny an applicant a position solely or in part due to a criminal conviction history until it has performed an individualized assessment and linked the relevant conviction history with specific job duties in the position being sought.
Please note: Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on potential for harm to children, concerns for the safety and security of people, animals, or property, or heightened risk of financial loss to Cal Poly or individuals in the university community.
For health and well-being, Cal Poly is a smoke & tobacco-free campus. The university is committed to promoting a healthy environment for all members of our community.
How to Apply At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
To apply, visit https://www.calpolyjobs.org/applicants/jsp/shared/position/JobDetails_css.jsp?postingId=427728 to complete the required online staff application and apply to requisition #105333. Applicants will have the option of attaching a Cover Letter, Resume and three Letters of Recommendation via the online employment system. Applicants needing computer/internet access may contact Cal Poly Human Resources at: (805) 756-2236, for information on available resources.
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About California Polytechnic State University, San Luis Obispo
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery. Cal Poly has built an exemplary reputation on its learn-by-doing approach to the preparation of undergraduate and graduate students. It is a distinctive learning community offering academically focused students a hands-on educational experience that prepares them for today's scientific and technical world. Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. U.S. News and World Report has ranked Cal Poly #1 among public master's universities in the western United States for 24 consecutive years. The University values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. As a campus, we welcome and nurture a rich array of different perspectives, ideas and cultures. We encourage international an...d multi-cultural education in order to prepare students for successful participation and competition in a diverse world and a global workforce. We believe that diversity of our students, faculty, and staff enlivens and enriches Cal Poly’s educational environment.