Senior Student Records Specialist

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

Under the general direction of the Registrar, this position is responsible for providing support to a range of functions in the Student Records Office, specifically responding to more complex items escalated by the Student Services team. Completing operational tasks that required good judgment, critical thinking, accuracy, and collaboration with the Student Services Center and other departments.

MAIN RESPONSIBILITIES:

Operational Tasks - 70%

• Responsible for graduation tracking, reporting, processing, and the communication of graduation requirements to students. 

• Ensure the degree posting process is completed properly, including the Honor nomination process for graduating students in an accurate and timely manner.

• Responsible for the diploma production process - including collecting mailing information, working with vendors, and mailing the prepared diplomas.

• Under the direction of the Registrar, coordinate undergraduate and graduate student degree audits that monitor degree completion progress toward program and college requirements; ensure the completion of the audits by meeting the timelines of other departments or committees needed for their processing.

• Assist with the approval of new or revised course definitions submitted by the Academic Affairs. This may include setting up and reviewing the prerequisite eligibility rules and corequisites on an annual basis to ensure accuracy, and managing the creation or revision of the academic requirements for programs.

• Under the direction of the Registrar, audit grades submitted by faculty, including approving or denying grades as outlined by the college’s grading policies each semester. 

• Review and approve grade changes submitted by faculty per the college’s grading policies. 

• Manage the Incomplete grade process, including converting grades to F/NC after the deadline each semester. 

• Under the direction of the Registrar, update degree requirements on the Academic Progress Report (APR) that change per the annual curriculum review. 

• Process all continuing student transfer credit requests (TCAR).

• Interpret and enforce college 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.

• Understand and follow FERPA laws within all areas of the job. 

• Assist in the development and maintenance of the procedure documentation to ensure the process consistency and alignment of academic policies.

• Work with transfer admissions to create and maintain articulation agreements that have been approved by the department and the Registrar 

• Responsible for maintaining and updating the Student Records portal website with up-to-date information each semester.

• Responsible for tuition remission processing and communication with the HR department.

• Responsible for understanding and managing the registration process for continuing students, non-degree students, and alumni auditing students.

• Review and address the questions escalated from the Student Services Center related to the Student Records Office.

• Serve as the school’s AICAD Exchange Coordinator. This includes reviewing and selecting applications to CCA, as well as assisting CCA students applying to other AICAD member schools.

Process Improvements, Documentation & Systems Testing - 30%

• Maintain current and archived digitally-imaged student records, manage the scanning of new documents, and coordinate purging of records consistent with university record retention policies. In addition to assisting in all aspects of data entry and clean up. 

• Assist the Registrar to maintain the current policies on the Student Records website and the Catalog and to develop new policies if needed.

• Based on day-to-day operations, provide feedback and recommendations to process improvements to the Registrar with the development of the strategic vision for departmental goals in mind.

• Participate in testing of software upgrades and Workday testing, assist troubleshooting, and utilize the upgraded features to processes.

• Assist in updating the master academic calendar and providing the information to AIS annually.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree required

• Two or more years of experience in a Student Records or Registrar’s Office within higher education.

• Prior experience working with academic policies within higher education. 

• Ability to understand detailed rules, policies and procedures and to apply them to factual situations.

• Ability to document and operationalize systems and processes 

• 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. 

• Proven experience in effectively handling confidential and proprietary information.

• Data entry experience with a high level of accuracy.

• Proficient level of knowledge of Google Suite, Excel, Lucidchart, PowerPoint, Zoom, Teamwork Desk, Teamwork Projects and familiar with student information databases, preferably Workday.

• Occasional evenings and weekends, as necessary.

Please note that in an effort to keep the CCA community safe, the College encourages all staff, faculty, and students who are on campus to be fully vaccinated, including to have received a booster shot (if eligible). Please note CCA on campus Covid-19 protocols. Please reach out to hr@cca.edu with any questions.

COMPENSATION & BENEFITS:

• The range for this position is $31.69 - $32.97

• CCA offers a comprehensive benefits package, including the choice of five medical plans, generous holiday, sick & vacation time, a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here: https://portal.cca.edu/working/office-human-resources/employee-benefits.

POSITION DETAILS:

• CCA considers a full-time work week to be 37.5 hours per week.

• Work Mode: Hybrid

• Schedule: Mon-Fri, 8am-4:30pm

• This position is covered under the staff union collective bargaining agreement and will be required to contribute to union dues/agency fees.

Location

San Francisco

FLSA

Non-Exempt

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. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to hr@cca.edu. In alignment with the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment. If a background check is required for a position, it will be noted in the job posting.

Questions?

Please address any questions to hr@cca.edu.

Salary : $32 - $33