Document Processing Coordinator

California State University, Chico; Sacramento (CA); On-site; USD 51,000 - 75,000; Full time

Job summary

California State University, Chico is seeking an Imaging Data Processor to support admissions, registrar, financial aid, and related offices. The role handles student transcripts and records with high volume, ensuring accuracy and timely processing.

Under the supervision of the Student Records Data and Systems Specialist, you will lead and train student workers, coordinate workflows, and uphold data security and confidentiality in a fast-paced environment.

Qualifications

• Understanding of document imaging, transcripts, data exchange, and workflows.
• Ability to use OnBase, OCR, and PeopleSoft; upload, scan, index, verify, and QC images.
• Ability to develop, create, and deliver training documentation of processes.
• Ability to analyze processes to improve efficiency and effectiveness.
• Good organizational and time management skills.
• Ability to work independently as well as in a team.
• Ability to troubleshoot scanning and data entry issues.
• Ability to work in a high-volume production environment with workload coordination.
• Commitment to a welcoming, inclusive work environment with diverse colleagues.

Responsibilities

• Lead and train student assistants on imaging workflows and procedures.
• Coordinate work across offices for prep and processing of student records.
• Ensure integrity and quality of thousands of document images.
• Support Admissions & Outreach, Office of the Registrar, Financial Aid, and other offices.
• Maintain documentation and training materials for processes.

Skills

Document imaging

Electronic transcripts

OnBase Workflow

OCR software

PeopleSoft

Data uploads

Training docs

Workflow analysis

Time management

Team collaboration

Problem solving

Tools

Microsoft Word

Excel

Outlook

Internet Explorer

Hyland OnBase

PeopleSoft

Job description

Job no: 562959
Work type: Staff
Location: Sacramento
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Priority Application Deadline: Wednesday, October 28th @ 11:55pm PST(Posting will remain open until filled)

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

Department/Unit Information:

Imaging Data Processing department supports essential processes for admissions, graduation, transfer credit evaluation, student success, student services and Financial Aid. The department works with highly confidential student data and is required to process documents and information in a very efficient and effective manner under competing deadlines and constantly shifting priorities.

Imaging Data Processing is responsible for the integrity and quality of thousands of document images delivered through various sources. The department evaluates and tests updates for current technologies and document imaging systems to ensure successful implementation. It serves as a point of contact to numerous offices who require assistance with all aspects of imaging: utilization/understanding/interpreting/locating documents. It is also responsible for documentation and training.

Specific Position Summary

This position is essential due to the high demand for imaging processes with a high volume of coordination for prep and processing of student records at Admissions & Outreach, The Office of the University Registrar, Financial Aid, International Programs & Global Engagement, Veterans Success Center, Student-Athlete Resource Center, and Disability Access Center areas.

This position serves staff in various offices where incoming student transcripts, student records, and financial aid documents are part of their processes providing all the groundwork for them. Under the lead work direction of the Student Records Data and Systems Specialist, this position is responsible for providing lead work direction and coordinating the work of a number of student assistants.

FLSA:Non-Exempt (Eligible for overtime compensation)

Anticipated Hiring Range:$4,595.00 per month

CSU Classification Salary Range: $4,595.00 per month (Step 1) -$6,694.00 per month (Step 20)

Salary step placement will be determined based on relevant qualifications and professional experience.

Recruitment Type: Regular (Probationary)

Time Base:Full-Time

Work Hours:Monday-Friday, 8am-5pm. Work hours may vary depending on operations.

General knowledge of data processing systems and their use, data processing procedures, basic programming elements and computer terminology.

Ability to lead and train others; understand, interpret, and apply policies and procedures; follow oral and written directions; communicate effectively; and analyze situations accurately and take effective action.

Experience

Equivalent to three years of experience in the performance of general office clerical work, two years of which shall have involved journey-level data control activities. In addition, education above the high school level may be substituted for up to one year of required general clerical experience on the basis of either, (a) one year of general education being equivalent to six months of experience, or (b) one year of education of a business, commercial, or data processing nature being equivalent to one year of experience.

RequiredQualifications

Knowledge / Skills / Abilities:

• Demonstrated understanding of document imaging process, electronic transcripts (and other academic data), data exchange and uploads, and business process workflows for multiple administrative departments.
• Ability to understand and use different applications and technologies (e.g., OnBase Workflow and Imaging, optical character recognition (OCR) software, PeopleSoft) and be able to perform multiple tasks such as: uploading data, scanning, indexing, verification, and quality control of scanned images.
• Ability to develop, create, and deliver training documentation of processes and procedures.
• Demonstrated ability to understand current processes and workflows and be able to analyze them to recommend changes to increase efficiency and effectiveness.
• Good organizational and time management skills.
• Ability to work independently as well as collaboratively in a team environment.
• Ability to troubleshoot and resolve scanning and data entry issues.
• Ability to work in a high-production environment and coordinate workloads.
• Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.

Conditions of Employment

Satisfactory completion of the background check process.

PreferredQualifications

• Knowledge involving document imaging, process coordination for Financial Aid, Admissions and Outreach, and Registrar's Office functions or a broad background in document imaging workflow analysis and the development and testing of new processes in a high volume setting.
• Knowledge of PC-based applications including but not limited to Microsoft Word, Excel, Outlook, and Internet Explorer. CMS PeopleSoft (Common Management System), Hyland OnBase system, TS130 PS electronic transcript uploads, and/or a general understanding of databases and data security.
• Knowledge of the electronic transcript delivery methods, such as e-transcript California