Registrar's Office Specialist (Student Services Professional II) - Office of the Registrar (515700)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Jun 16, 2022
Full Time Clerical and Administrative Support Education and Training Records Management

Job Description


Working Title

Registrar's Office Specialist

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.


Office of the University Registrar

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (FTE 1.0)

Work Schedule

Monday through Friday; 8:00am to 5:00pm

Anticipated Hiring Range

$4,304 per month ($51,648 annually)

Salary is commensurate with experience.

Position Summary

The Registrar's Office Specialist must possess knowledge of procedures related to records and registration as expressed in Title 5, California State University (CSU) Executive Orders and SF State campus-based documents in order to provide advising to students, staff and faculty on these policies and procedures. The incumbent is responsible for maintaining student academic records, facilitating students' ability to register for classes, processing various documents in the student information system, ensuring documents are scanned for future retrieval, and providing information related to registration and records to students, staff and faculty. This includes communicating and providing customer service to students over the phone, via email and in person. This may also require consultation with academic and administrative departments to make decisions on how to manage student-specific situations. The incumbent is also responsible for coordinating at least one special program including developing, maintaining and upgrading or modifying the assigned program(s) as needed. Work is characterized by limited supervision and guidance.

Position Information

Independently Manage/Review Student's Academic Requirements
  • Advise students on university policies and procedures; maintenance of their academic record;
  • Communicate with students over the phone, in person and via email regarding their eligibility status; and counsel students on their degree process;
  • Resolve student registration and records issues including, but not limited to, registration eligibility, status, payments, administrative and financial holds;
  • Counsel students on CSU and SFSU policies and interpreting/applying policies to resolve issues;
  • Advise students on procedures as they relate to the Registrar's Office including, but not limited to, Board of Appeals and Review, Retroactive Withdrawals, etc.;
  • Analyze and determine eligibility for incoming and outgoing students in Special Programs, such as Step to College;
  • Counsel and notify students about deadlines and procedures for registration, probation and disqualification, degree progress and graduation; and
  • Make appropriate judgments and recommendations when counseling students on all policies and procedures of the university.

Maintain Student's Permanent Records
  • Update student records in Campus Solutions (CS);
  • Record academic grades, grade changes, course withdrawals and other academic record keeping functions; and
  • Advise and counsel students and departments concerning procedures and policies dealing with records.

One Stop Student Services Center
  • Shared responsibility to advise, counsel, and interact with students at the One Stop Student Services Center;
  • Report any broken or malfunctioning equipment such as computers, printers or the copy machine to the appropriate department;
  • Serve as back up for Registrar's Office administrative support personnel and other Registrar's Office Specialists at the front counter and/or staffing the Registrar's Office main phone line;
  • Assist with sorting, distributing, and answering emails; and
  • Participate in Gator Days, freshman and transfer student orientations, and staff the Registration Help Line during registration cycles to assist students, staff and faculty who have registration-related questions.

Coordination of Special Program(s)
  • Responsible for coordinating at least one special program (i.e. Step to College) including developing, maintaining and upgrading or modifying the assigned program(s) as needed.

Other Duties as Assigned

Minimum Qualifications

Knowledge and Abilities:

Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior.

Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically' collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multi-sexed and multi-aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office.


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.


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 applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Preferred Qualifications
  • Experience in higher education setting;
  • Experience providing excellent customer service;
  • Must be able to assist and advocate for students and parents, helping them navigate through the registration processes;
  • Demonstrated experience working in student services;
  • Excellent writing, oral communication, interviewing, and counseling skills;
  • Detail oriented;
  • Ability to learn and interpret regulations and policies; and
  • Ability to work in highly automated environment.


Incumbent's decision-making should be based on a thorough working knowledge of CSU and SFSU policies and procedures as expressed in Title 5, CSU Executive Orders and local SF State policies and procedures. Interpersonal skills should result in positive, efficient, and user-friendly interactions with students as well as faculty and staff. In addition, Registrar's Office staff may work with officers of the court for subpoenas as well as Homeland Security and law enforcement officers for access to student records. A thorough understanding of and ability to correctly implement FERPA, is essential to performing this job correctly. It is critical that the incumbent is fully versed on the University's policies and procedures for releasing records and possesses the critical decision-making skills for this task.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.


Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

Additional Information


Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)


Job Address

San Francisco, California 94132 United States View Map