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Student Records Coordinator I
California College of the Arts
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Student Records Coordinator I

California College of the Arts

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Details
Posted:
November 18, 2020
Location:
Oakland, California
Salary:
Open



Student Records Coordinator I


R506159
Oakland

The objective of the Student Records Office is to provide and continually improve academic support services to students, alumni, faculty, and staff. The major responsibilities of the office includes maintaining the accuracy, integrity, and security of the College's academic records and promoting equity by developing and supporting effective policies and processes.

The Student Records Coordinator's major responsibilities are to provide outstanding customer service to persons contacting the office by telephone, email and in person, maintain and enter data into the College databases, provide transcripts and enrollment/degree verifications for current and former students. The Student Records Coordinator needs to be extremely attentive to detail, supportive of the College's mission, and be experienced in working in an online environment to assist faculty and students.

MAIN RESPONSIBILITIES:

Operational Tasks - 50%
  • Responsible for all aspects of the front-line customer service and ensures that customer service is at a high level of excellence via phone call, email correspondence, or in-person communication.
  • Interpret and enforce university 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.
  • Responsible for academic record requests, including, but not limited to, registration, course withdrawals, and major/minor changes processed on time, without error, and in accordance with student academic record management policies.
  • Evaluate undergraduate and graduate student degree progress toward graduation against program and college requirements; communicate with students and appropriate advisors regarding updates, outstanding requirements, and options, as necessary.
  • Process transcript requests received via fax, email, in person, or from other sites, i.e., Parchment, and manage the online transcript ordering site.
  • Process enrollment and degree verification requests received from the National Student Clearinghouse (NSC), in-person, online or mail.
  • Review and evaluate transfer credits in a precise, timely manner and communicate that information to the student; record transfer credits accurately to support degree audit and advising; update transfer credit equivalency database.
  • Maintain current and archived digitally-imaged student records, manage the scanning of new documents, and coordinate purging of records consistent with college record retention policies.
  • Responsible for non-degree student registration, including AICAD or Special Programs.
  • Support the graduate data collection process working with Student Affairs.


Process Improvements & Innovation - 15%
  • Evaluate current processes within the office and recommend suggestions or improvements.


Technology & System Testing - 10%
  • Participate in testing of software upgrades and improvements.
  • Participate in student information database upgrade testing, assist troubleshooting, and utilize the upgraded features.


Development and Knowledge of Policies & Processes and Procedure Documentation - 10%
  • Develop and maintain the procedure documentations to ensure process consistency and alignment of the academic policies.
  • Assist Registrar to maintain the current policies on the Student Records website and Student Handbook.


Additional Responsibilities - 5%
  • Serve on various committees as directed.
  • Work on special projects as needed.
  • Perform other related tasks as required.


MINIMUM QUALIFICATIONS:
  • Associate's degree; Bachelor's degree preferred
  • One or two years experience in a higher education or Student Records Office; or administrative experience
  • 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.
  • Ability to understand detailed rules, policies and procedures and to apply them to factual situations.
  • Proven experience to effectively handle confidential and proprietary information.
  • Data entry experience with a high level of accuracy.
  • Proficient level of knowledge of Google Suite, Excel, Lucidchart, PowerPoint, Zoom and familiar with student information databases, preferably Workday.
  • Occasional evening and weekend, as necessary.


Location
Oakland

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions, screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

Questions?

Please address any questions to [email protected].


To apply, visit https://cca.wd5.myworkdayjobs.com/en-US/CCA/job/Oakland/Student-Records-Coordinator-I_R506159.

Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.







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About California College of the Arts
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.
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