Address
Form of workJob Posting Location:
Claremont, CA
Job Posting Title:
CGU- Student Records Analyst
Job Description:
SALARY: $24.50-$26.50 HOURLY
Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation
Position Overview
The Student Records Analyst is responsible for supporting key functions of the Registrar's Office. The position serves as the first point of contact for various constituents on campus and manages all aspects of the office's communication, including emails, phone calls, and walk-in appointments; providing excellent, accurate service to students, faculty, staff, alumni, and others. The incumbent is also responsible for managing enrollment, course scheduling, classroom management, and registration, paying particular attention to analyzing complex business process in order to identify improvement opportunities for end-users and for the accuracy and accessibility of data. Secondary responsibilities include supporting graduation and degree completion processes as needed.
Essential Job Functions
Services and Support Functions
• Manage front-office aspects of the Registrar's Office, including incoming telephone calls, voicemails, email accounts, and assigning support tickets to the appropriate Registrar's Office staff member for follow-up.
• Deliver high level of customer service, provide informed guidance regarding the University's policies and processes, and redirect inquiries to the appropriate department as necessary.
• Oversee the fulfillment of Student Records-related requests and certificates (e.g. transcripts, enrollment/degree verification letters) while maintaining the integrity of Student Records and in compliance with institutional policies.
• Serves as the liaison to software vendors including, Parchment and ProQuest.
• Serve as a VA School Certifying Official (SCO) and comply with regulations outlined in the VA Certifying Official Handbook
• Review and update position documentation, as necessary.
• Maintain a high level of accuracy and confidentiality concerning Student Records and concerns, adhering to FERPA regulations as they pertain to the student educational records in higher education.
• Serve as a Mandatory Reporter for the University's Cleary (Campus security Authority) and Title IX (Responsible Employee) efforts and fulfill all responsibilities associated with both designations.
• Provide training as necessary for student workers or other staff in fulfilling records-related requests.
Systems and Data Management Functions
• Update student enrollment status including, Leave of Absences, Revokes, Withdrawals, Reinstatements.
• Schedule classes in the student information system (SIS) and coordinate room assignments.
• Generate, validate, resolve discrepancies with, and supply data to, various offices at CGU and elsewhere at the Claremont Colleges
• Collaborate with the Registrar's Office team members and other campus partners to improve Registrar's Office services and processes, especially in relation to systems and data management.
Required Knowledge and Skills
• Working knowledge of FERPA regulations and student record management
• Demonstrated ability to multitask effectively with a high level of organization and time management.
• Excellent customer service skills, including the ability to negotiate, make requests and provide leadership using tact, patience, and courtesy.
• Strong written and oral communication skills
• Strict attention to detail
• Ability to learn and work with various technologies. Knowledge of PeopleSoft Campus Solutions, Parchment, Nation Clearinghouse, and EMS preferred. Proficiency in Microsoft Excel, Word, and Outlook required.
• Ability to create and sustain effective working relationships across a variety of academic disciplines and within a multicultural environment.
• Awareness, sensitivity, and demonstrated commitment to diversity, equity, and inclusion.
Qualification Standards
Education and Experience: Bachelor's Degree or any combination of education and experience that provides the required skills and ability.
Demonstrated understanding of higher education operations and structures, including the academic calendar, cycles of terms and deadlines, the wide-ranging variety of student transactions, degree requirements and graduation, and course inventory and program management.
Licenses/Certificates: Driver's license, passport, United States Citizen or lawful permanent resident, per the DHS guidelines regarding eligibility to be a DSO.
Other Preferences: Preference will be given to applicants with prior work experience in an academic setting. Excellent oral and written communication skills required.
Hours, Classification, and Status:This is a non-exempt position with regular hours set for 8:30am to 5:00pm, Monday through Friday. Up to two days may be remote in accordance with all aspects of the University's current remote work policy. The position reports to the University Registrar. Evening and weekend hours may be required.
Supervisory Responsibility. This position is tasked with training and delegating tasks to the Registrar's Office graduate assistants, as needed and in coordination with the Assistant Registrar.
Physical Activities
Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
☐ Never ☒ Occasionally ☐ Constantly
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
☐ Never ☒ Occasionally ☐ Constantly
Remaining in a stationary position, often standing or sitting for prolonged periods.
☐ Never ☐ Occasionally ☒ Constantly
Moving about to accomplish tasks or moving from one worksite to another.
☐ Never ☒ Occasionally ☐ Constantly
Adjusting or moving objects up to 10__ pounds in all directions.
☐ Never ☒ Occasionally ☐ Constantly
Communicating with others to exchange information.
☐ Never ☐ Occasionally ☒ Constantly
Repeating motions that may include the wrists, hands and/or fingers.
☐ Never ☐ Occasionally ☒ Constantly
Operating machinery and/or power tools.
☐ Never ☒ Occasionally ☐ Constantly
Operating motor vehicles or heavy equipment.
☐Never ☒ Occasionally ☐ Constantly
Assessing the accuracy, neatness and thoroughness of the work assigned.
☐ Never ☐ Occasionally ☒ Constantly
Environmental Conditions
Low temperatures.
☐ Never ☒ Occasionally ☐ Constantly
High temperatures.
☐ Never ☒ Occasionally ☐ Constantly
Outdoor elements such as precipitation and wind.
☐ Never ☒ Occasionally ☐ Constantly
Noisy environments.
☐ Never ☒ Occasionally ☐ Constantly
Hazardous conditions.
☒ Never ☐ Occasionally ☐ Constantly
Poor ventilation.
☐ Never ☒ Occasionally ☐ Constantly
Small and/or enclosed spaces.
☐ Never ☒ Occasionally ☐ Constantly
No adverse environmental conditions expected.
☐ Never ☒ Occasionally ☐ Constantly
Physical Demands
Sedentary work that primarily involves sitting/standing.
☐ Never ☐ Occasionally ☒ Constantly
Light work that includes moving objects up to 20 pounds.
☐ Never ☒ Occasionally ☐ Constantly
Medium work that includes moving objects up to 50 pounds.
☒ Never ☐ Occasionally ☐ Constantly
Heavy work that includes moving objects up to 100 pounds or more.
☒ Never ☐ Occasionally ☐ Constantly
EEO Statement:
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.
It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Successful completion of criminal background and DMV checks required for final candidate.
Claremont, CA
Job Posting Title:
CGU- Student Records Analyst
Job Description:
SALARY: $24.50-$26.50 HOURLY
Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation
Position Overview
The Student Records Analyst is responsible for supporting key functions of the Registrar's Office. The position serves as the first point of contact for various constituents on campus and manages all aspects of the office's communication, including emails, phone calls, and walk-in appointments; providing excellent, accurate service to students, faculty, staff, alumni, and others. The incumbent is also responsible for managing enrollment, course scheduling, classroom management, and registration, paying particular attention to analyzing complex business process in order to identify improvement opportunities for end-users and for the accuracy and accessibility of data. Secondary responsibilities include supporting graduation and degree completion processes as needed.
Essential Job Functions
Services and Support Functions
• Manage front-office aspects of the Registrar's Office, including incoming telephone calls, voicemails, email accounts, and assigning support tickets to the appropriate Registrar's Office staff member for follow-up.
• Deliver high level of customer service, provide informed guidance regarding the University's policies and processes, and redirect inquiries to the appropriate department as necessary.
• Oversee the fulfillment of Student Records-related requests and certificates (e.g. transcripts, enrollment/degree verification letters) while maintaining the integrity of Student Records and in compliance with institutional policies.
• Serves as the liaison to software vendors including, Parchment and ProQuest.
• Serve as a VA School Certifying Official (SCO) and comply with regulations outlined in the VA Certifying Official Handbook
• Review and update position documentation, as necessary.
• Maintain a high level of accuracy and confidentiality concerning Student Records and concerns, adhering to FERPA regulations as they pertain to the student educational records in higher education.
• Serve as a Mandatory Reporter for the University's Cleary (Campus security Authority) and Title IX (Responsible Employee) efforts and fulfill all responsibilities associated with both designations.
• Provide training as necessary for student workers or other staff in fulfilling records-related requests.
Systems and Data Management Functions
• Update student enrollment status including, Leave of Absences, Revokes, Withdrawals, Reinstatements.
• Schedule classes in the student information system (SIS) and coordinate room assignments.
• Generate, validate, resolve discrepancies with, and supply data to, various offices at CGU and elsewhere at the Claremont Colleges
• Collaborate with the Registrar's Office team members and other campus partners to improve Registrar's Office services and processes, especially in relation to systems and data management.
Required Knowledge and Skills
• Working knowledge of FERPA regulations and student record management
• Demonstrated ability to multitask effectively with a high level of organization and time management.
• Excellent customer service skills, including the ability to negotiate, make requests and provide leadership using tact, patience, and courtesy.
• Strong written and oral communication skills
• Strict attention to detail
• Ability to learn and work with various technologies. Knowledge of PeopleSoft Campus Solutions, Parchment, Nation Clearinghouse, and EMS preferred. Proficiency in Microsoft Excel, Word, and Outlook required.
• Ability to create and sustain effective working relationships across a variety of academic disciplines and within a multicultural environment.
• Awareness, sensitivity, and demonstrated commitment to diversity, equity, and inclusion.
Qualification Standards
Education and Experience: Bachelor's Degree or any combination of education and experience that provides the required skills and ability.
Demonstrated understanding of higher education operations and structures, including the academic calendar, cycles of terms and deadlines, the wide-ranging variety of student transactions, degree requirements and graduation, and course inventory and program management.
Licenses/Certificates: Driver's license, passport, United States Citizen or lawful permanent resident, per the DHS guidelines regarding eligibility to be a DSO.
Other Preferences: Preference will be given to applicants with prior work experience in an academic setting. Excellent oral and written communication skills required.
Hours, Classification, and Status:This is a non-exempt position with regular hours set for 8:30am to 5:00pm, Monday through Friday. Up to two days may be remote in accordance with all aspects of the University's current remote work policy. The position reports to the University Registrar. Evening and weekend hours may be required.
Supervisory Responsibility. This position is tasked with training and delegating tasks to the Registrar's Office graduate assistants, as needed and in coordination with the Assistant Registrar.
Physical Activities
Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
☐ Never ☒ Occasionally ☐ Constantly
Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
☐ Never ☒ Occasionally ☐ Constantly
Remaining in a stationary position, often standing or sitting for prolonged periods.
☐ Never ☐ Occasionally ☒ Constantly
Moving about to accomplish tasks or moving from one worksite to another.
☐ Never ☒ Occasionally ☐ Constantly
Adjusting or moving objects up to 10__ pounds in all directions.
☐ Never ☒ Occasionally ☐ Constantly
Communicating with others to exchange information.
☐ Never ☐ Occasionally ☒ Constantly
Repeating motions that may include the wrists, hands and/or fingers.
☐ Never ☐ Occasionally ☒ Constantly
Operating machinery and/or power tools.
☐ Never ☒ Occasionally ☐ Constantly
Operating motor vehicles or heavy equipment.
☐Never ☒ Occasionally ☐ Constantly
Assessing the accuracy, neatness and thoroughness of the work assigned.
☐ Never ☐ Occasionally ☒ Constantly
Environmental Conditions
Low temperatures.
☐ Never ☒ Occasionally ☐ Constantly
High temperatures.
☐ Never ☒ Occasionally ☐ Constantly
Outdoor elements such as precipitation and wind.
☐ Never ☒ Occasionally ☐ Constantly
Noisy environments.
☐ Never ☒ Occasionally ☐ Constantly
Hazardous conditions.
☒ Never ☐ Occasionally ☐ Constantly
Poor ventilation.
☐ Never ☒ Occasionally ☐ Constantly
Small and/or enclosed spaces.
☐ Never ☒ Occasionally ☐ Constantly
No adverse environmental conditions expected.
☐ Never ☒ Occasionally ☐ Constantly
Physical Demands
Sedentary work that primarily involves sitting/standing.
☐ Never ☐ Occasionally ☒ Constantly
Light work that includes moving objects up to 20 pounds.
☐ Never ☒ Occasionally ☐ Constantly
Medium work that includes moving objects up to 50 pounds.
☒ Never ☐ Occasionally ☐ Constantly
Heavy work that includes moving objects up to 100 pounds or more.
☒ Never ☐ Occasionally ☐ Constantly
EEO Statement:
Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.
It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Successful completion of criminal background and DMV checks required for final candidate.
