Enrollment Records Specialist

Apply now Job no: 526832
Work type: Staff
Location: Sacramento
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, On-site (work in-person at business location)

Working Title: Enrollment Records Specialist

Classification Title: Student Services Professional II

Posting Details 

Priority Application Date (Posting will remain open until filled): Monday, May 22nd @ 11:55pm PST

Hiring Preference: Not Applicable

Position Summary

Under the general supervision of the Associate Registrar and lead work direction of the Assistant Registrar, the Enrollment Records Specialist (ERS) reviews academic transcripts and other documents to determine admission eligibility and transfer credit status. The incumbent applies extensive knowledge of complex policies, procedures and regulations together with problem solving and analytic skills to prepare transfer credit evaluations for incoming and continuing students. This work is critical to ensure students receive timely and accurate credit for courses taken outside of Sacramento State and select the appropriate courses for timely progress to degree.    Work also includes updating student records, updating database and course catalog records, and verification of student records.  

The incumbent also provides in-person and over the phone information to counsel and advise prospective, newly admitted, and continuing students regarding course articulation, general education, degree requirements, and university policies and regulations.  The ERS assists students on academic probation or dismissal to think through problems and select suitable solutions and courses of action; helps students to select and register for courses in a manner that supports timely progress to degree; and advises students on courses that meet Sac State transfer requirements.

Work requires the application of knowledge and judgment in using the principles, techniques, regulations, standards, and guides of the Office of the University Registrar.  The incumbent must, at all times, uphold and abide by the Federal Educational Rights and Privacy Act (FERPA) and implement, communicate, and enforce federal, state, CSU system, and university policies and regulations.

FLSAExempt (Not eligible for overtime compensation)

Anticipated Hiring Range: $4,610 per month - $4,840 per month

CSU Classification Salary Range: $4,610 per month - $6,556 per month

Best-in-class Benefits: Click here to learn more

CSU Total Compensation: Click here to learn more

Salary Grade/Range:  1

Recruitment TypeRegular (Probationary)

Time BaseFull-Time

Pay Plan: 12 months 

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

Department Information 

This position is in the Office of the University Registrar under the Enrollment Management and Student Services in the Division of Student Affairs. For more information, please visit:

Minimum Qualifications

Knowledge and Abilities:

Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior.

Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multisided and multi-aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office.

Possession of these knowledge and abilities typically is demonstrated through the Experience requirements below.


Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master's degree in a job-related field may be substituted for one year of the professional experience.


Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Required Qualifications 

Knowledge, Skills, Abilities

  1. Ability to work effectively in a fast-paced environment subject to frequent change.
  2. Strong interpersonal skills and the ability to provide services to a diverse student population.
  3. Excellent verbal and written communication skills and a demonstrated ability to communicate effectively in a diverse environment.
  4. Proficiency using standard office software packages (e.g., Microsoft Office Suite).
  5. Familiarity working with school-based record/data systems/software (e.g., PeopleSoft).
  6. Ability to apply moderately complex rules, regulations and procedures.
  7. Experience working in a team environment.

Condition of Employment

Ability to pass a background check

Preferred Qualifications 

  1. Experience reviewing, explaining, and/or interpreting a variety of college and high school transcripts.
  2. Knowledge of the Family Educational Rights and Privacy Act (FERPA)
  3. Ability to understand, apply and explain Title 5 Administration Code, CSU system and Sacramento state academic regulations and requirements to students.
  4. Ability to perform research from source documents, apply educational policies, perform admission review and prepare transfer credit evaluations.
  5. Working knowledge of CSU General Education requirements and transfer policies.
  6. Knowledge and experience with student information systems, especially CMS/Peoplesoft.
  7. Knowledge of and experience evaluating transfer documents to prepare transfer credit evaluations.
  8. Experience performing research, interpretation and apply College Source, AACRAO, ASSIST, and TES.
  9. Familiarity with online advising resources such as College Source, AACRAO, ASSIST, and TES.
Documents Needed to Apply


Cover Letter

Failure to upload required documentation may result in disqualification.

About Sac State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student successdiversity, equity and inclusioncommunity engagementphilanthropy, and campus safety.  

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.  

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Background Check Disclaimer  

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

COVID-19 Vaccine Certification Information

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on 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.

Equal Employment Opportunity

California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. 

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at . 
The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Eligibility Verification  

Selected candidate must furnish proof of eligibility to work in the United States. California State University, Sacramento is not a sponsoring agency for staff and management positions (i.e. H-1-B Visa). 

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.

Advertised: Pacific Daylight Time
Applications close:

Back to search results Apply now Refer a friend

Applicant Login

Refine search

Work type


Northern California


Appointment Type
Bargaining Unit
Job Search Category/Discipline
Time Basis
Workplace Type (Exclude Inst Fac)