Senior Records Specialist (521139)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • Sep 08, 2022
Full Time Education and Training

Job Description


Salary and Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,610.00 per month to $3,857.00 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick leave, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.


Administrative Support Coordinator I

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Office of the Registrar provides comprehensive services to prospective students, continuing students, staff, faculty and the members of the community-at-large who are seeking information or services from the University within the functional areas of recruitment and pre-admission advising, admissions and evaluations, records and registration and financial aid.

The position will specialize in records and registration functions including assisting answering the records call center; helping students with registration and records inquiries; processing numerous records forms, such as withdrawals, change of major/minor, graduation postponement and change of grade. This position will also independently coordinate all diploma processing, including managing the printing and ordering of Cal State East Bay diplomas; answering e-mails to the Records Office (diploma email); and handling all diploma questions and issues.


Serve as a Senior Specialist for all Records/Registration Processing:
  • Provide registration and records services to students enrolling in state side or University Extension programs, including matriculation issues, enrollment inquiries, problems and grade changes
  • Process Records forms for students including but not limited to: withdrawals, change of grade, change of major/minor, graduation postponement and request to update major catalog year
  • Assist with student registration
  • Process student enrollment changes in PeopleSoft
  • Provide official verifications/certifications of enrollment data and degrees awarded
  • Respond to online inquiries for degree and enrollment verifications through the National Student Clearinghouse
  • Generate and prepare Cal State East Bay transcripts for students
  • Maintain electronic and hard copies of permanent academic files
  • Assist with coding academic dishonesty forms
  • Process special registrations
  • Approve and process applications for cross-registration program
  • Maintain and process Cal State East Bay students requesting visitor status at another Cal State University campus
  • Maintain and process incoming Cal State University Intrasystem Concurrent/visitors from other campuses
  • Process Planned Educational Leave
  • Process Cal State East Bay students requesting visitor status at another Cal State University campus
  • Process Open University application forms
  • Make appropriate referrals to departments as necessary
  • Process Name/SID changes
  • Resolve more complex records and registration issues independently and in accordance with University, CSU, and Federal/State policies
  • Complete all work efficiently and accurately

Coordinate diploma processing for all Cal State East Bay Students:
  • Coordinate and oversee all aspects of diploma processing to ensure all Cal State East Bay graduates receive an accurate diploma in a timely manner
  • Update and maintain the diploma database
  • Communicate and collaborate with other departments to resolve discrepancies (i.e. graduation evaluators and PeopleSoft technical leads)
  • Review and transmit graduation file; work with appropriate parties to troubleshoot errors
  • Report problems to technical staff and collaborate on resolutions
  • Testing of upgrades or changes to PeopleSoft system in regards to diploma process
  • Uphold and enforce University policy regarding names/degrees on diplomas
  • Research complex inquiries in regards to University policy and Executive Orders from the Chancellor’s office
  • Coordinate all diploma supplies (diploma shells, envelopes, etc.) and place orders as necessary
  • Ensure that all signatures are accurate
  • Obtain updates when needed from the Chancellor’s Office
  • Coordinate any changes to the diploma shell templates with the third party vendor
  • Ensure data is accurate in the self service “Graduation Status/Commencement Page” in MyCSUEB
  • Maintain and answer e-mails in the “Diploma” account; detect and report any common student issues to Records Supervisor or Assistant Registrar
  • Direct student assistants in assisting with diploma processing, as appropriate
  • Serve as a lead in training other records staff on all aspects of diploma processing
  • Research issues with other Cal State University Campuses
  • Work on new enhancements directly with the third party vendor
  • Assist with reviewing the annual honors convocation and commencement program for accuracy
  • Recommend changes to forms and processes to improve the processing and communication for students, staff, and alumni

Other duties as assigned

Required Qualifications
  • General knowledge or the ability to quickly acquire such knowledge of the policies, procedures and practices of the job’s major functions
  • General knowledge of FERPA and national practices and procedures to ensure compliance
  • Ability to develop thorough knowledge of the student information system and all functional related systems
  • Ability to effectively communicate orally and in writing with a diverse community
  • Ability to handle multiple tasks, projects and deadlines
  • Ability to interpret policies in University Catalog
  • Ability to establish work priorities and to develop and meet timelines in order to achieve management objectives and goals
  • Ability to establish and maintain cooperative working relationships with students, staff, faculty, and administrators
  • Proficiency in MS Office software
  • Ability to learn and use PeopleSoft at an advanced level

Minimum Qualifications
  • Knowledge and experience in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures
  • Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and have strong verbal and written communication skills
  • Position also requires a knowledge of business mathematics as well as the ability to use and quickly learn new office support technology systems and software packages
  • These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience

Preferred Skills and Knowledge
  • 2 - 3 years experience in Enrollment Services or educational records functions
  • Knowledge of Cal State East Bay policies

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.
Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map