Job No: 521107; 11/08/2022

Records Representative (3 positions)
Administrative Support Assistant II
Registrars Office/Academic Records

Salary Range: $3,338 - $4,913/Monthly

Work Schedule: Full-Time, Monday-Friday, 8:00 a.m. to 5:00 p.m.; temporary position, ends on or before one year from the date of hire; may be extended; may become permanent; may be eligible for a hybrid telework schedule upon successful completion of training; non-exempt classification.

Essential Functions: Under the direct supervision of the Assistant Registrar for Academic Records, the incumbent represents the Registrar's Office in the Records area and is responsible for providing quality services to students, staff, faculty, and alumni in the processing of all information reflected on the student's California State University, Los Angeles academic record; to implement and explain academic and administrative policies and procedures mandated by the Registrar's Office, Campus, the University, and Title V of the State of California Administrative Code. The incumbent processes transcript requests (manual and on-line), grade changes, repeated course petitions, credit by examination, course add/drop requests, leave of absence, non-traditional grading, verification of degree, GPA and enrollment, retrieval of On Base documents; review and research grade discrepancy petitions; provide probation/disqualification status, continuing student status using GET Student Administration, certify, and validate numerous forms. Accurately communicate registration and transcript procedures to students, staff, and faculty face-to-face and via telephone and email; troubleshoot student issues in keeping with good customer service, professionalism, and teamwork.

Required Qualifications & Experience: Incumbent must possess: equivalent to two years of general office experience; a high level of attention to detail in an environment that requires a high degree of accuracy, efficiency, and productivity; excellent written and oral communication and interpersonal skills; and have basic math skills required to assess GPA and transcript accuracy. Incumbent must have the ability to: follow written and verbal direction and finish assignments with little supervision; operate standard office equipment and have an intermediate to advanced understanding of Microsoft Office applications; and must be organized and work well under pressure to service a high volume of students. Incumbent must demonstrate an interest or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

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 system wide policy can be found at

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: Work experience in higher education in a customer service-related capacity is highly desirable. Some college level course work is desirable.

Closing Date: Review of applications will begin on 11/22/2022 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

The person holding this position is 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 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

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