Academic Records Officer Jobs (NOW HIRING)

Join the vibrant community at California State University, Long Beach (CSULB)!

Located just three miles from the Pacific Ocean, CSULB offers an inspiring workplace and an exceptional Southern California lifestyle. Our 322-acre campus-one of the largest in the CSU system-serves more than 42,000 students and is known for its commitment to student success, innovation, and impactful academic and research initiatives.

As a member of the CSULB community, you'll experience a dynamic environment filled with cultural landmarks, collaborative energy, and opportunities to make a meaningful difference.

Work-life balance thrives here. Long Beach blends coastal relaxation with urban vibrancy, offering miles of beaches, year-round sunshine, a thriving arts and food scene, and convenient access to both Los Angeles and Orange County. It's an ideal place to grow your career while enjoying everything Southern California has to offer.

Join the California State University (CSU) and explore career opportunities that advance student success and strengthen California's future-offering competitive compensation, comprehensive benefits, and professional growth.

Job Summary

Under general direction of the Director of Audit, Public Records and Special Projects, the Public Records Officer is the primary contact for the Office of Audit and Public Records. The incumbent works with the Director and the Office of General Counsel to gather responsive records and review emails, websites and other confidential documents in order to respond timely to requests. This position also provides strategic program support involving a variety of employee and labor relations functions within Staff Human Resources. This role grants the incumbent access to management's strategies and positions on collective bargaining negotiations at CSU Long Beach.

Key Responsibilities

• Public Records Act Request Responses - Work with the ASM, VP-DAF & OTP, the Director of Audit, Public Records, & Special Projects, and the Office of General Counsel to oversee the Campus' and its Auxiliary Organization's obligations under California's Public Records Act and the McKee Transparency Act, respectively. Responsible for proper application of appropriate State and Federal laws to all records requests, ensures the campus adheres to legal responsibilities while processing requests, and responds appropriately within the law on behalf of the campus. Notify and coordinate with University Counsel, Strategic Communications, university leadership, labor relations, and other stakeholders regarding sensitive, high-profile, or complex requests.
• Subpoena Requests - Receive, review, and process subpoenas, and other legal requests for records in accordance with applicable federal and state laws, CSU policies, and university procedures. Maintain accurate records of subpoena requests, responses, deadlines, communications, and supporting documentation. Evaluate legal requests for completeness, validity, jurisdiction, and compliance requirements; coordinate with University Counsel and appropriate departments as needed.

Department

Public Records & Audit

Time Base

1.0 time-base, 40 hours per week.

Duration of Appointment

This is a regular/probationary position.

Classification

Confidential Administrative Support II

Compensation

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.

• Hiring Range: The hiring range for this position is $6,250 - $7,084 per month commensurate with candidate's education, experience, skills, and training.
• CSU Classification Salary Range: The CSU Classification Salary Range for this position is $4,464 - $10,689 per month.

Benefits

At California State University (CSU), we prioritize the health, growth, and success of our employees. Our benefits program reflects our commitment to your overall well-being.

To be eligible for full benefits, employees must be appointed at least half-time (.50 FTE) with an appointment lasting more than six months and one day. Benefits eligibility and offerings may vary based on appointment type, classification, and applicable collective bargaining agreement. Eligible employees may have access to a comprehensive benefits package that can include:

• Paid Time Off: Up to 24 vacation days per year (based on employee group and/or length of service), 14 paid holidays, and 12 sick days annually with unlimited accrual.
• Health Coverage: A variety of medical, dental, and vision plans.
• Retirement Plans: Participation in the CalPERS defined benefit plan, along with voluntary savings options such as 403(b), 401(k), and 457 plans.
• Educational Benefits: Tuition fee waiver programs for eligible employees; dependent eligibility varies by employee group and bargaining unit.
• Employee Assistance Program (EAP): Confidential counseling and support services for employees and their families.
• Additional Benefits: Wellness programs, professional development opportunities, and insurance options including life, disability, and pet insurance.

Candidates are encouraged to review the appropriate CSU Employee Benefits Summary for details specific to their position. Additionally, the CSU Total Compensation Calculator is available to help prospective employees understand the full value of the CSU benefits package and how it complements base salary.

Knowledge, Skills, and Abilities

The ideal candidate is a highly organized and customer-focused professional with exceptional communication and interpersonal skills, demonstrated through the ability to effectively serve the campus community, vendors, and external agencies while building positive working relationships. They possess strong attention to detail and the proven ability to learn, interpret, apply, and develop university policies and procedures related to high-level office administration, including researching and interpreting CSU and campus policies as needed. The candidate is proficient in a broad range of office technologies and software applications, including the Microsoft Office Suite (Excel, Word, and PowerPoint), and demonstrates outstanding grammar, typing, proofreading, and comprehension skills. They excel at managing multiple priorities in a fast-paced environment, adapting to changing workloads, tight deadlines, competing demands, and frequent interruptions while consistently delivering timely and accurate work. The ideal candidate exercises sound judgment maintains confidentiality with discretion, tact, and diplomacy, and works collaboratively as a valued team member, coordinating effectively with colleagues to achieve departmental and organizational goals.

Ability to communicate with an ethnically and culturally diverse campus community.  Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.  Ability to contribute to a positive university experience for each and every student and assist in achieving the university's commitment to a "vision of excellence."

Education and Experience

Equivalent to a bachelor's degree in a related field and three years of related experience required.

Bachelor's degree preferred.

Prior experience working with public records laws, legal compliance, or governmental transparency strongly preferred.

Application Procedures

Click "Apply Now" to complete the CSULB Online Employment Application.

Please fill out the application completely. It is important that all sections of the online application are completed fully and accurately. Be sure to include all relevant education and experience. Your application will be used to determine whether you meet the minimum qualifications for this position.

Physical Summary

Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects (10 pounds or less).

Additional Information

CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSULB will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Due to the nature of this position, current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

Conflict of Interest: The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.

Equal Employment Statement

Consistent with California law and federal civil rights laws, CSULB provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin, or other protected status. CSULB complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.

Accommodations

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact StaffHR-Accommodations@csulb.edu.

Out of State Employment Policy

California State University, Long Beach, 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.