Records Representative

Apply now Job no: 540125
Work type: Staff
Location: Los Angeles
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Job No: 540125; 6/3/2024

Administrative Support Assistant II
Registrar/Academic Records

Salary Range: $3,505 - $5,159/Monthly (Budgeted Hiring Salary: $3,505)

Work Schedule: Full-Time, Monday – Friday, 8:00 a.m. to 5:00 p.m.; temporary appointment, expires on or before one-year from date of hire; may be extended, may become permanent; 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. The incumbent 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. Ability 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. Ability to 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/or via telephone and email. Ability to troubleshoot student issues in keeping with good customer service, professionalism, and teamwork.

Required Qualifications & Experience: Equivalent to two years of general office experience. The incumbent must possess a high level of attention to detail in an environment that requires a high degree of accuracy, efficiency, and productivity. The incumbent must have excellent written and oral communication and interpersonal skills; must be organized and work well under pressure to service a high volume of students. The incumbent must be able 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 have basic math skills required to assess GPA and transcript accuracy. The incumbent must have a demonstrated interest and/or ability to work 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 California State University. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University employees who may apply for the position.


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 June 17, 2024 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.

To obtain employment information for the impaired call:
TDD Line (323) 343-3670
24-hour Dial-A-Job Line (323) 343-3678

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