Records and Registration Coordinator

Opt For Healthy Living; California (MO); On-site; USD 56,726 - 80,664; Full time

Job summary

San José State University is seeking a Records and Registration Coordinator in the Office of the Registrar to maintain academic records and support registration processes for students, faculty, and staff.

The role emphasizes accuracy, independent judgment, and handling complex processes in a fast-paced environment, with responsibilities including advising, auditing records in PeopleSoft, and coordinating programs like Dual Enrollment or Open University.

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 years of professional experience in one of the student services program areas or a related field; a master's degree may substitute for one year of experience.

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.

Skills

Student records

PeopleSoft

Communication skills

Confidentiality

Customer service

Education

Bachelor’s Degree

Tools

PeopleSoft Campus Solutions

SIS (Banner/Colleague)

Job description

Job no: 559951
Work type: Staff
Location: San José
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services

Job Summary

The 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 working 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
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• 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 .

Application Procedure

• Resume
• Letter of Interest

All applicants must apply within the specified application period: July 23, 2026 through August 9, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

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 U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found athttps://calstate.policystat.com/policy/9779821/latest/ and questions may be sent [e-mail] .

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 the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

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. All background checks are conducted through the university’s third party vendor, Accurate Background. 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 considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Officeor report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Advertised: Jul 23 2026 Pacific Daylight Time
Applications close: