Job Summary

The Catalog and Student Records Systems Specialist works under the general direction of the Associate Registrar and performs a wide variety of administrative, analytical and technical duties in support of the Office of the Registrar and the University, specifically related to student records, curriculum development, and publication of the catalog. This position also serves as a resource for the content management system, which is used to publish the catalog and interfaces with the University’s student information system. The Catalog and Student Records Systems Specialist is a steward of the official record of curriculum requirements and courses, and assists with publishing the catalog for use by faculty, staff, students (current, former, and prospective) as well as external entities.

This is a part-time 2-year temporary position.

Department Summary

Within Strategic Enrollment Management, the Office of the Registrar serves the entire campus community and its alumni. It is responsible for the integrity and maintenance of all aspects of the student academic record from point of admission to the University, progressing through the evaluation of transfer credit, registration, program and enrollment changes verification of enrollment activity, tracking of degree progress, degree conferral, diploma preparation, graduation, and transcript production. The Office of the Registrar is also responsible for the administration of the University's courses, curricula, and academic scheduling that support student enrollment and progress to degree.

Key Qualifications

• Assist with the production of the Cal Poly catalog, ensuring accuracy of information, adhering to all deadlines for planning, proofing, and publication, and working with colleges and departments to keep information current.
• Create an audit trail for any updates to the catalog, including blanket substitutions, corrections, or new courses and programs.
• Maintain tables that support the system, such as academic organizations, subject prefix/department/college mappings, and program learning objectives, including but not limited to validating data extract files to populate course descriptions, adding/editing/deleting pages, updating course lists, and building A-Z directories for courses and programs.
• Serve as an expert on all tables and fields in the student information system that are related to course catalog and enrollment requirement groups which enforce course requisites during enrollment.

Education and Experience

• Equivalent to graduation from a four-year college or university. Three years of technical or administrative experience. A graduate degree in a related field may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

Salary and Benefits

Anticipated Hiring Range: $26.92 - $31.73 Per Hour

Classification Range:  $26.53 - $47.99 Per Hour

Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information. 

Cal Poly

Cal Poly is a nationally-ranked public university located in San Luis Obispo, California, and known for its Learn by Doing philosophy. Each year more than 20,000 top-tier students come to San Luis Obispo to put knowledge into action, taking their learning outside the classroom as they prepare for careers in engineering, agriculture, science, business, humanities and the built environment. Cal Poly’s hands-on philosophy, small class sizes and close student-faculty mentorships result in graduates ready from day one to impact their communities, California and the world. For more information, visit calpoly.edu.

Diversity Statement

At Cal Poly, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.

Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. Cal Poly is an equal opportunity employer. 

Supplemental Information

Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive.

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.

Cal Poly, San Luis Obispo is not a sponsoring agency for staff positions (i.e. H-1B visas).

Positions are posted for a minimum of 14 calendar days.