Support Staff Position (non-exempt)
Position TitleStudent Records Evaluator
Salary ($US) and BenefitsSalary Range: $17.35 - $22.56
Basic FunctionUnder the direction of the Evaluations Supervisor, the Student Records Evaluator position is primarily responsible for maintaining, reviewing, evaluating, analyzing, and processing of student academic records from other institutions to certify completion of requirements in accordance to established policies and procedures; provides assistance and technical information regarding academic records and counsels/advises students regarding degree requirements. The position participates in a variety of responsible technical and clerical duties related to the Registrar’s Office as assigned.
Representative Duties• Reviews, evaluates, analyzes, processes, and maintains students' academic records from other academic institutions to certify completion of requirements; evaluates course descriptions and determines equivalency to California Lutheran University courses.
• Conducts Junior and Senior degree audit meetings in order to review degree status and completion.
• Provides assistance and technical information regarding academic records; counsels or advises students on degree completion matters.
• Conducts meetings with students as part of the 4 to Finish program; monitors and maintains student progress in the program; assists students and faculty advisors in finding efficient paths to graduation and any necessary alternatives in order to keep 4 to Finish students on track for graduation.
• Plans and implements outreach and educational programs as assigned.
• Serves as an area expert and resource in all degree requirements and common substitutions to others in the department, various personnel, faculty advisors, and students.
• Provides workshops for students regarding academic planning and WebAdvisor functionality.
• Conducts program evaluations for graduate and undergraduate students and updates requirements; updates transcripts as needed; prepares and mails checklists and transcripts to students and departments as required.
• Registers incoming freshmen students according to degree requirements and established procedures.
• Assists with the advising and registration of incoming transfer students as needed.
• Processes petitions to modify academic requirements; records petitions according to established procedures; prepares and submits to appropriate committee for review; mails decision to students.
• Evaluates and processes degree applications; performs graduation audits to determine eligibility for awarding degrees; confirms degree completion and commencement participation; posts degree on academic record according to established procedures.
• Orders undergraduate and graduate diplomas, diploma covers and printed mailers; distributes diplomas and official transcript; notifies graduate studies when degree is posted for students who are enrolling in fifth-year or graduate programs.
• Processes requests from students, former students and alumni for official transcripts; processes requests for enrollment verifications; collects fees for transcripts and maintains log of requests and fees collected.
• Assists in the registration of undergraduate, transfer, and graduate students into classes.
• Coordinates the updating of the Undergraduate and Graduate catalogs.
• Answers telephones and provide information to students, faculty and the general public on the phone; assists in servicing the front counter as needed.
• Performs follow-ups with students who have failed to attend classes and modify rosters accordingly; records and inputs grades.
• Prepares and maintains a variety of technical and complex records and files related to assigned activities and functions; develops and maintains complex database.
• Updates and maintains the Registrar’s Office web site.
• Performs related duties as assigned.
Knowledge Of• University rules, regulations, policies and procedures.
• Basic courses offered by community colleges and universities.
• Proper course analysis and evaluation techniques including terminology, variations in course descriptions and appearances of transcripts.
• Methods and procedures of admitting and registering students.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Good customer service skills, which includes interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Relevant computer software and technology such as: Microsoft software (Word, Excel, MS Project, PowerPoint).
Ability To• Apply University policies and procedures regarding student admissions, transcript evaluation and related requirements.
• Provide counseling and direction to individual students and small and large groups
• Make interpretive judgments regarding student course work quickly and accurately.
• Learn, apply and explain policies, procedures, rules and regulations.
• Maintain confidential and complex files and records.
• Perform a variety of clerical and student service duties.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Meet deadlines and schedules.
• Work with a diverse student population.
• Operate a computer terminal to enter data, maintain records and generate reports.
• Work independently with minimal direction.
• Speak in a public setting and deliver effective presentations.
Education and ExperienceAny combination equivalent to: Bachelor’s Degree in education, business, counseling, social science, or related field and two years of increasingly responsible experience in higher education, admissions, records, transcript evaluations or other relevant experience, preferably involving frequent public contact. Master’s degree is desirable but not required.
Constant interruptions and distractions.
Contact with dissatisfied individuals.
Must be able to speak in public for work-related workshops and events.
Dexterity of hands and finger to operate a computer keyboard.
Seeing to read and review data for accuracy and prepare records and reports.
Bending at the waist, kneeling or crouching; and reaching overhead, above the shoulders and horizontally to retrieve and store files, supplies and other materials.
Lifting light objects.
Hearing and speaking to exchange information with students, staff and public.
Sitting or standing for extended periods of time.
Application ProcedureCompleted Application Packet includes:
• CLU Application
• Cover letter outlining your qualifications for this particular job
Only complete packets will be forwarded to the search committee. Please submit your cover letter and resume by email to firstname.lastname@example.org, or mail to:
California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360
California Lutheran University is an equal opportunity employer. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.