Academic Records Specialist (Student Services Professional IB)
Sonoma State University
Job ID: 104182
Location: Sonoma State University (Rohnert Park, CA)
Office of Admissions
Salary and Benefits
The salary range for this position is $3,303 to $4,672 per month. Starting salary placement will be at the minimum of the range.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link below or by request from SSU Human Resources.
First review of applications will be at 8 am on May 31, 2016. Applications received on or after the first review date may not be considered.
Conditions of Employment
This is a full time, non-exempt position, which will lead toward permanent status following the successful completion of a probationary period.
Under the direct supervision of the Director of Admissions and daily oversight by the appropriate supervisor, and as part of the admissions processing team, the incumbent performs basic professional student services work by following well established work procedures with greater independence. The Admissions Specialist will maintain a case load of new applicant student records and provide accurate, timely and personalized service to students, faculty, staff, and the general public. This position will be responsible for a full range of basic student services provided by the Office of Admissions to applicants.
The Admissions Specialist will interpret and apply the rules and regulations found in Title V of the California Education Code, the university catalog, and other CSU and office documentation pertaining to student admissions; advise student applicants and admitted student populations about their application status pre and post admissions; create and maintain student records in our student information system PeopleSoft; assure the completeness and accuracy of the permanent student record including, but not limited to transfer credit, address changes, test scores, changes in status, major, and special notifications; provide information from the file to the student, faculty, and personnel in academic departments and as appropriate; and maintain and organize the file of new students during the application and enrollment process at Sonoma State. The incumbent will code, data enter, and track admissions files prior to acceptance; make residency determination and provide analysis and recommendations for residency appeals; research unusual coursework to determine the applicability of the work to campus General Education requirements; perform final checks to insure that all admissions requirements are met prior to enrollment by new student applicants, insure that campus and impacted major requirements have been met; provide students, parents, counselors, advisors with options that may be used to meet admission requirements; proactively work with students and advisors to resolve admission issues prior to arriving on campus; and develop ideas and potential solutions to improve the service delivered by the office. In addition, the Admissions Specialist will provide back-up receptionist duties when necessary; perform specialized tasks assigned by the Director to include but not limited to conducting admissions and or Sonoma State presentations and information sessions, participating in outreach activities, and providing drop-in and scheduled admission requirements advising. The incumbent must be familiar and experienced using general office equipment not limited to printers, copiers, fax machines, phones, and so on. Bilingual (Spanish/English) preferred.
Other secondary duties as assigned.
Duties take place mostly in an office setting located in the Office of Admissions at Sonoma State University. Additional duties include but not limited to student recruitment travel to schools (elementary, middle and high schools), community colleges, and public events and will require the individual to travel by plane, rental car or personal car and stay overnight in a hotel. Must be able to work indoors and outdoors, as well as night and weekend hours with overnight stays. As an employee you must be available on a regular basis during regular campus hours to meet operational needs of the campus and department. Your specific start time is determined by your Appropriate Administrator. The typical workday is from 8:00am to 4:30pm.
Equivalent to graduation from a four-year college or university in a job-related field.
Specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities may be substituted for the required education on a year-for-year basis.
The Admissions Specialist must have working knowledge of the methods and problems of the organization and program management; research and interviewing techniques; principles of individual and group behavior; the ability to rapidly acquire such knowledge of the organization, procedures and activities of the specific campus to which the position is assigned; and the basic principles, practices and major trends in the Student Services field to which assigned. Ability to rapidly acquire a working knowledge of the specific objectives of the campus Student Services program and its relationship to the total campus operation; interpret and apply program rules and regulations; gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations; present clear and concise information orally and in written reports; and establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations and private and public agencies.
The individual must possess excellent customer services skills, be able to maintain and operate standard office equipment, and possess an intermediate level of computer software proficiency (email, database, word processing, spreadsheet, PowerPoint,). The successful candidate must be able to learn, interpret, and apply pertinent University policies and procedures and explain them to others; actively resolve standard problems using effective critical thinking skills, and refer more complex issues to the appropriate staff; coordinate and prioritize multiple tasks to meet project deadlines; possess strong oral and written communication skills; rapidly acquire a general knowledge of the overall operation, functions, and programs at Sonoma State University; communicate effectively and in a professional manner with the general public, University staff, faculty, and students; work effectively both independently and as part of a team; work collaboratively with team members to resolve conflicts; demonstrate excellent customer service skills; establish and maintain cooperative and effective working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; follow instructions and respond to management/supervisory direction; accept criticism and feedback; and maintain regular and acceptable attendance, punctuality, and reliability. In addition, the incumbent must be innovative and open to novel ideas and approaches; possess the ability to be flexible in handling changes and challenges and possess the ability to think clearly and stay focused under pressure. It will be the responsibility of the incumbent as a member of the Admissions and Records team to foster positive and harmonious working relationships within a high volume office environment and to work extended days and weekends if needed.
The incumbent must possess the physical ability to sit and enter data into a computer for up to 6 hours a day, reach with hands and arms, use fingers, clearly and effectively talk and hear. Requires the ability to travel, including by airplane, rental car, or personal vehicle. Must be able to work indoors and outdoors, as well as night and weekend hours with overnight stays.
Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.
Click the "Apply Now" to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered:
1. Cover Letter (attach as first page of resume)
3. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: 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.
Conflict of Interest
The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
About Sonoma State University
Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.
Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.
Sonoma State University's Jeanne Clery Act Annual Security Report is available at http://www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at http://www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.
Sonoma State University
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
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