San José State University
Records and Registration Coordinator
San José State University, San Jose, California, United States, 95199
Overview
Office of the Registrar is seeking a Records and Registration Coordinator to join the Office of the Registrar. Reporting to the Senior Associate Registrar for Systems and Technical Innovation and under the direction of the Assistant Registrar, this position plays a key role in maintaining academic records, supporting registration processes, and providing direct service to students, faculty, and staff. The Records and Registration Coordinator ensures compliance with Title 5, CSU Executive Orders, and campus policies while serving as a resource for academic departments and administrative offices. This role requires strong attention to detail, independent judgment, and the ability to manage complex processes in a fast-paced environment. Key Responsibilities
Advise students, faculty, and staff on registration, academic records, and related policies Maintain, audit, and update permanent student academic records in PeopleSoft and related systems Resolve student registration issues, including holds, eligibility, reinstatements, and petitions Provide customer service and support through phone, email, chat, and in-person interactions Coordinate at least one special program or primary partnership (e.g., Dual Enrollment, Step-to-College, Open University, Transcript Services) Support campus events and outreach programs, occasionally requiring evening or weekend availability Knowledge, Skills & Abilities
Knowledge of clear, audience-appropriate communication practices for students, faculty, and staff, while maintaining a student-centered approach Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies Strong written and oral communication skills Ability to use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements Ability to understand students’ perspectives and empathize with their concerns Excellent customer service and public relations skills Ability to establish and maintain cooperative working relationships with faculty, staff, vendor partners, and the community Ability to rapidly acquire a general knowledge of the overall operation, functions, and procedures of the Office of the Registrar Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions Ability to remain open to feedback and suggestions from colleagues with regard to special programs/primary partnerships coordinated Ability to gain a working knowledge of the practices, procedures, and activities of the program to which assigned Ability to thrive in a position that requires attention to detail Required Qualifications
Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or in a job-related field Two (2) years of professional experience in one of the student services program areas or in a related field. A master’s degree in a job-related field may be substituted for one year of professional experience Preferred Qualifications
Bachelor’s Degree Two (2) years of work experience in higher education Experience interpreting/applying higher education law and policy Experience utilizing an SIS (like Banner, Colleague) Direct experience working in PeopleSoft Campus Solutions Experience in a student records or registrar’s office Direct experience in student records oversight in the CSU Compensation
Classification: Student Services Professional II Anticipated Hiring Range: $5,083/month CSU Salary Range: $5,083/month - $7,228/month San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary (URL not provided in this refined description). Application Procedure
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume Letter of Interest All applicants must apply within the specified application period: September 26, 2025 through October 12, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Contact Information
University Personnel jobs@sjsu.edu 408-924-2252 CSU Vaccination Policy
The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the CDC and CDPH applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The policy can be found at the CSU policy website; questions may be sent to jobs@sjsu.edu. Additional Information
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if background check reveals disqualifying information or if it is discovered that the candidate knowingly withheld or falsified information. The standard background check includes criminal check, employment and education verification; depending on the position, a motor vehicle and/or credit check may be required. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU is not a sponsoring agency for staff or management positions (e.g., H1-B visas). All San José State University employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with CSU Executive Order 1083 as a condition of employment. Incumbent must promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Clery and Fire Safety Notices
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is available for viewing at the ASR link. The ASR contains security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and statistics of Clery crimes. A paper copy is available upon request by contacting the Office of the Clery Director. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is available for viewing at the Fire Safety Report link. A paper copy is available upon request by contacting the Housing Office. Campus Security Authority designation and reporting responsibilities are described as part of Clery Act compliance. Equal Employment Opportunity
San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, sex, sexual orientation, and veteran status. Title IX applies to all university programs and activities. Reasonable accommodation is provided for applicants with disabilities. All employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and must comply with CSU Executive Order 1083 as a condition of employment. Advertised and Application Window
Advertised: September 26, 2025. Applications close: Open until filled. Note: Social media sharing links have been removed in this refined description.
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Office of the Registrar is seeking a Records and Registration Coordinator to join the Office of the Registrar. Reporting to the Senior Associate Registrar for Systems and Technical Innovation and under the direction of the Assistant Registrar, this position plays a key role in maintaining academic records, supporting registration processes, and providing direct service to students, faculty, and staff. The Records and Registration Coordinator ensures compliance with Title 5, CSU Executive Orders, and campus policies while serving as a resource for academic departments and administrative offices. This role requires strong attention to detail, independent judgment, and the ability to manage complex processes in a fast-paced environment. Key Responsibilities
Advise students, faculty, and staff on registration, academic records, and related policies Maintain, audit, and update permanent student academic records in PeopleSoft and related systems Resolve student registration issues, including holds, eligibility, reinstatements, and petitions Provide customer service and support through phone, email, chat, and in-person interactions Coordinate at least one special program or primary partnership (e.g., Dual Enrollment, Step-to-College, Open University, Transcript Services) Support campus events and outreach programs, occasionally requiring evening or weekend availability Knowledge, Skills & Abilities
Knowledge of clear, audience-appropriate communication practices for students, faculty, and staff, while maintaining a student-centered approach Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies Strong written and oral communication skills Ability to use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements Ability to understand students’ perspectives and empathize with their concerns Excellent customer service and public relations skills Ability to establish and maintain cooperative working relationships with faculty, staff, vendor partners, and the community Ability to rapidly acquire a general knowledge of the overall operation, functions, and procedures of the Office of the Registrar Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions Ability to remain open to feedback and suggestions from colleagues with regard to special programs/primary partnerships coordinated Ability to gain a working knowledge of the practices, procedures, and activities of the program to which assigned Ability to thrive in a position that requires attention to detail Required Qualifications
Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or in a job-related field Two (2) years of professional experience in one of the student services program areas or in a related field. A master’s degree in a job-related field may be substituted for one year of professional experience Preferred Qualifications
Bachelor’s Degree Two (2) years of work experience in higher education Experience interpreting/applying higher education law and policy Experience utilizing an SIS (like Banner, Colleague) Direct experience working in PeopleSoft Campus Solutions Experience in a student records or registrar’s office Direct experience in student records oversight in the CSU Compensation
Classification: Student Services Professional II Anticipated Hiring Range: $5,083/month CSU Salary Range: $5,083/month - $7,228/month San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary (URL not provided in this refined description). Application Procedure
Click Apply Now to complete the SJSU Online Employment Application and attach the following documents: Resume Letter of Interest All applicants must apply within the specified application period: September 26, 2025 through October 12, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university. Contact Information
University Personnel jobs@sjsu.edu 408-924-2252 CSU Vaccination Policy
The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the CDC and CDPH applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The policy can be found at the CSU policy website; questions may be sent to jobs@sjsu.edu. Additional Information
Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if background check reveals disqualifying information or if it is discovered that the candidate knowingly withheld or falsified information. The standard background check includes criminal check, employment and education verification; depending on the position, a motor vehicle and/or credit check may be required. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU is not a sponsoring agency for staff or management positions (e.g., H1-B visas). All San José State University employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with CSU Executive Order 1083 as a condition of employment. Incumbent must promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity. Clery and Fire Safety Notices
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is available for viewing at the ASR link. The ASR contains security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and statistics of Clery crimes. A paper copy is available upon request by contacting the Office of the Clery Director. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is available for viewing at the Fire Safety Report link. A paper copy is available upon request by contacting the Housing Office. Campus Security Authority designation and reporting responsibilities are described as part of Clery Act compliance. Equal Employment Opportunity
San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, sex, sexual orientation, and veteran status. Title IX applies to all university programs and activities. Reasonable accommodation is provided for applicants with disabilities. All employees are mandated reporters under the California Child Abuse and Neglect Reporting Act and must comply with CSU Executive Order 1083 as a condition of employment. Advertised and Application Window
Advertised: September 26, 2025. Applications close: Open until filled. Note: Social media sharing links have been removed in this refined description.
#J-18808-Ljbffr