Records and Residency Specialist (Administrative Support Coordinator II)

The California State University; San Diego (CA); Hybrid; USD 49,000 - 71,000; Full time

Benefits offered by this job

Generous Time Off

Retirement with CSU pension

Health Coverage

Education Support: CSU tuition waiver

FlexCash

Life and disability insurance

Legal and pet plans

Campus & Community

Job summary

San Diego State University is seeking a Records and Residency Specialist in the Registrar’s Office to help students navigate residency rules, grades, transcripts, and registration. You will apply CSU policies, California Education Code, and federal requirements with accuracy and compassion.

The role emphasizes independent evaluation of complex records, data integrity, and responsive service. The position supports a team within Enrollment Services and involves on-site work with partial

Qualifications

• Proficient in standard office procedures and English grammar.
• Able to interpret academic policies and enrollment procedures.
• Experience in a high-volume university setting preferred.
• Excellent written and verbal communication skills.

Responsibilities

• Provide knowledgeable assistance to students, faculty, staff, and families regarding residency, grades, transcripts, registration, and academic records.
• Review and process academic record transactions requiring interpretation of complex policies.
• Evaluate residency reclassification requests for tuition purposes per CSU policy and law.
• Troubleshoot complex records, registration and residency issues with independent judgment.
• Maintain accurate academic records using university systems and technology.

Skills

Policy interpretation

Multi-tasking

Office software

Budget math

Written and verbal communication

Student employee programs

Policy interpretation of enrollment

Record management

Education

High school or equivalent

Tools

Administrative systems

Job description

Job no: 562291
Work type: Staff
Location: San Diego
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Position Summary

The Records and Residency Specialist plays an important role in helping students navigate academic records and residency requirements within the Office of the Registrar. This position combines detailed records management with student-facing support, assisting students, families, faculty, and staff with questions related to residency classification, grades, transcripts, registration, and university procedures. The role independently evaluates complex academic record matters and residency reclassification requests, applying CSU policies, California law, and federal requirements with accuracy, sound judgment, and compassion. This is an excellent opportunity for a detail-oriented problem solver who enjoys interpreting complex policies, supporting students through important decisions, and maintaining the integrity of university records.

Key Responsibilities

• Provide knowledgeable and responsive assistance to students, faculty, staff, and families regarding residency, grades, transcripts, registration, and academic record procedures.
• Review and process academic record transactions and projects requiring the interpretation and application of complex university policies and procedures.
• Evaluate requests for residency reclassification for tuition purposes in accordance with CSU policy, California Education Code, state regulations, and applicable federal requirements.
• Troubleshoot complex records, registration, and residency issues while exercising independent judgment to determine appropriate solutions.
• Maintain accurate academic records and utilize university systems and technology to support timely, consistent, and compliant service delivery.

Why Join Us?

• Help students navigate important academic and residency processes with clarity and compassion.
• Develop specialized expertise in academic records, residency regulations, and university policy.
• Apply analytical and problem-solving skills to complex situations with a direct impact on students.
• Work in a dynamic Office of the Registrar that values accuracy, responsive service, and collaboration.
• Join a team committed to protecting records integrity and supporting students throughout their university experience.

Position Information

• This is a full-time (1.0 time-base), benefits eligible, permanent/probationary position.
• This position is designated non-exempt under FLSA and is eligible for overtime compensation.
• Standard SDSU work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m., but may vary based on operational needs.
• This position is approved for partial telecommuting with onsite work in San Diego, after an initial training period.

As part of the California State University (CSU) system, San Diego State University helps power one of the largest and most impactful public university systems in the nation. See what it’s like to work at the CSU—watch our video and imagine your future here: Working at the CSU .

Department Summary

Enrollment Services comprises Undergraduate and Graduate Admissions, Office of the Registrar, Prospective Student Services, Out of State Recruitment and Strategic Partnerships, International Recruitment, Enrollment Services Communications, and Office of Financial Aid and Scholarships, and the Cal Coast Student Financial Center. Enrollment Services implements SDSU enrollment management policies and provides services to students from their initial point of interest in SDSU to their graduation.

The primary function of the Office of the Registrar is to represent enrollment management programs and provide enrollment services to various constituents across the university in regard to the student academic record, academic class scheduling, and student advising tools. The Office of the Registrar provides service to the students through determination of eligibility for admission to the University, evaluation of academic records to determine the status of completion of degree requirements, assistance with course registration, and advising on the academic record in relation to transfer credit or CSU/SDSU policy. The Office of the Registrar has three managers, two assistant directors, and 34 staff of varying classifications across four distinct units.

For more information regarding the Enrollment Services, click here .

Education and Experience

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Key Qualifications

• Comprehensive knowledge of university infrastructure, policies, procedures, and office administration practices, with the ability to independently interpret and apply guidelines when established precedents may not exist.
• Demonstrated ability to independently manage multiple priorities and projects, troubleshoot administrative issues, and analyze problems from a broader perspective to develop and recommend effective solutions.
• Expertise in office software, technology, and administrative systems, with sufficient technical experience to independently perform a wide range of assignments.
• Working knowledge of budget policies and business mathematics, including tracking and analyzing financial data, calculating ratios and percentages, and developing accurate projections.
• Strong written, verbal, and interpersonal communication skills, including preparing professional correspondence and reports, applying proper grammar and writing conventions, handling sensitive interactions at all levels, and using negotiation and persuasion to achieve results.
• Experience managing student employee programs is preferred.
• Experience maintaining chatbot systems and coordinating social media is preferred.
• One or more years in a high-volume university administrative setting is preferred.
• Demonstrated ability to interpret academic policies and enrollment procedures is preferred.

Compensation and Benefits

San Diego State University offers competitive compensation and a comprehensive benefits package designed to support your well-being and professional growth.

Compensation

Step placement will be determined based on relevant qualifications and professional experience, in alignment with the department’s budget and equity guidelines.

• Initial step placement is not expected to exceed Step 1 ($4,367).
• Salary step placement for internal applicants will follow the CSUEU Collective Bargaining Agreement.
• CSU Classification Salary Range: $4,367 – $6,362 per month (Step 1 – Step 20).
• Future increases, including step advancements, are subject to contract negotiations.

Full Benefits Package Includes

• Generous Time Off: 15 paid holidays, vacation, and sick leave.
• Retirement: CalPERS pension plan with retiree healthcare, and reciprocal agreements with other California public retirement systems, including the UC.
• Health Coverage: Medical, dental, and vision options at low or no cost.
• Education Support: CSU tuition fee waiver for employees and eligible dependents.
• Optional Offerings: FlexCash, life and disability insurance, legal and pet plans.
• Campus & Community: Access to the library, campus events, employee groups, and volunteer and social activities.

At SDSU, our diversity gives us power and benefits every single member of our community. Consistent with California law and federal civil rights laws, SDSU provides equal opportunity for all in education and employment. We encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. We strongly preserve the right to free expression and encourage difficult conversations that help lead to improved individual and community learning and cohesion.

At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university.

SDSU’s Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another.

Equal Opportunity and Excellence in Education and Employment

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, San Diego State University (SDSU) provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. SDSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

SDSU is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At SDSU, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Apply by October 13th, 2026 to ensure full consideration. Applications submitted after this date will be reviewed on an as-needed basis, and the position will remain open until filled.

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 as a condition of employment.

San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa).Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of theImmigration Reform and Control Act.

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU will make a conditional offer of employment, 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 SDSU employee who was conditionally offered the position.

SDSU is a smoke-free campus. For more information, please click here .

Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Danan Pacheco ([e-mail]).

Advertised: Sep 29 2026 Pacific Daylight Time