Temporary Communications and Records Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Job Details and Requirement:

Department: Registrar           

Supervisor: Associate Registrar for Academic Services and Curriculum

The Communications and Records

provides cohesive communication and customer service with consistency and clarity to our constituents on behalf of the Office of the Registrar (OR). As part of the academic services team, the Communications and Records Specialist will assist with developing and compiling procedural documentation as well as manage records requests and other general office processing and support.

Communications

• Provide excellent and informed customer service for in-person, phone, and email inquiries.
• Oversee the shared Office of the Registrar email account, ensuring incoming emails are appropriately categorized and answered in a professional, timely, and accurate manner.
• Work with the Office of the Registrar team to develop and maintain an email communication template library and frequently asked questions documents, which are in accordance with College policies and established best practices.
• Serve as an editor, content developer, and office liaison for the Registrar webpages and  academic catalog.
• Develop and distribute formal communications from the Office of the Registrar to the campus community, such as academic calendar reminders and event flyers/announcements.
• Plan and coordinate special events such as new student orientation and registrar office social functions.
   

Records

• Coordinate with registrar team to develop and maintain office documentation for procedures manuals and production calendars.
• Manage all verification and transcript requests, including assisting community members with navigating self-service systems and troubleshooting when necessary.
• Process all FERPA release forms and communicate information as needed to other departments on campus.
• Assist with general office functions including, but not limited to, registration, grades, transfer credit, graduation and system testing.
• Provide administrative support for College committees as requested including communications to constituents.
• Oversee the production and distribution of diplomas and assist with the graduation process as necessary.
• Other duties as assigned.
   

Basic Qualification: A bachelor’s degree; or any combination of education and experience that provides the required knowledge, skills and abilities. At least two years of increasingly responsible related experience. Prior experience in a registrar’s office is highly desirable

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Excellent oral, written, and interpersonal communication skills.
• Excellent time management skills with attention to detail.
• Excellent organizational and computer skills.
• Ability to work effectively in multi-cultural setting.
• Ability to prioritize ongoing competing short- and long-term deadlines.
• Must be team-oriented with ability to work independently, maintain flexibility and exercise sound judgment.
• Ability to effectively learn, utilize, and implement online systems and databases required for information sharing and record keeping among university officials.
• Proficient in software applications including MS Word, MS Excel, MS Outlook, Adobe
• Experience with web-editing applications is desirable.
• Familiarity with applications such as Zoom, Microsoft Teams, OneDrive, SmartSheet is desirable.

Time Type: Temporary, Full time, 40 hours up to December 18th, 2025
 

Annual Pay Schedule: 12
 

Work Schedule: This is a temporary, non-exempt, staff position covering for a leave of absence from August 18th up to December 18th, 2015. The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department.
 

Work Model: On-Campus
 

Compensation: Starting Pay Rate: $22.00-$23.00 per hour

The salary for the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, specialty, and training.
 

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.  
 

Physical Requirements: This is generally a sedentary position. Must be able to:

• Sit for prolonged periods of time;
• Operate a computer for prolonged periods of time;
• Communicate with others by email, in person and over the telephone;
• Read printed materials and a computer screen;
• Have the mobility to work in a standard office setting and use standard office equipment;
• Assist with the set-up and teardown of event tables, signage and other materials.
• Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting;
• Lift 15 pounds from the ground to waist level unassisted; and
• Have the stamina to manage a high-volume workload in a fast-paced work environment

Instructions: Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.