Admissions/Records Assistant, Senior

Posting Details (Default Section)

Position Title Admissions/Records Assistant, Senior
Special Instructions to Applicants
Note: New employees will be placed at the first step which is $57,828 per year, second step $60,756 per year or third step at $63,828 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $70,440 per year is reached on the salary schedule.

Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type: Open (Internal and External applicants)
Location Diablo Valley College
Posting Number 0002143
# of Openings 1
Range 53
Salary $57K - $70K
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration:
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
(This is a 9/80 schedule)

Monday - Thursday, 8:30 am - 6:00pm (Week 1)

Friday (alternate)

8:30am - 5:00pm

Shift Differential %
# of Months 12
Non-work Periods:
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department D1003-Admissions/Records Office
Position Definition
To perform complex work in the areas of student registration, evaluation and admissions and records.

Distinguishing Characteristics
Admissions/Records Assistant I - Positions assigned to classification are generally task focused and consistent on a day-to-day basis. Employees in this position may be required to provide general and specific information at a student service counter, as well as to perform general clerical duties.

Admissions/Records Assistant II - Positions assigned to this classification are distinguished from that of Admissions/Records Assistant I by specialization in an area such as the interpretation or application of federal or District regulations.

Admissions/Records Assistant, Senior - Positions assigned to this classification perform the more difficult admissions/records tasks and provide technical or functional supervision and assistance to less experienced personnel.

Admissions/Records Assistant, Lead - Positions in this classification will help train and coordinate admissions/records personnel. Employees in this position serve as an assistant to the Director of Admissions/Records and provides on-going technical and functional lead supervision to the office staff.

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:

• Evaluates student records to determine degree and certificate awards.
• Performs data entry regarding student schedule changes; collects fees and issues receipts, accounts for fees received.
• Responds to requests for information regarding admissions and records; receives transcript requests and processes.
• Interprets, advises, and assists counselors and students in evaluation of proposer courses needed for graduation and certificated program requirements.
• Evaluates and researches incoming college transcripts; equivalencies for degrees and transfer requirements; prepares evaluation worksheets; uploads into imaging system and notifies students of the outcome.
• Generates late add codes for faculty to retrieve online; accesses system to print and distribute census rosters throughout the semester and produce duplicate copies as necessary.
• Receives admissions applications for a variety of programs and apprenticeships; checks for accuracy and residency requirements; inputs into electronic system; selects applicants based upon established department policy and sends acceptance and denial letters.
• Receives admissions applications from International students; checks for accuracy and completion; evaluates documents and selects applicants based upon established department policy; issues Certificate of Eligibility when appropriate; issues denial letters.
• Receives money from students and others for payment of tuition and fees.
• Balances cash on hand against receipts, checks balances and reconciles cash sessions.
• Answers phones, acting as the first point of contact providing information on admissions, registration and student records.
• Evaluates student eligibility for Veteran Affairs Education Services; acts as a liaison between students and Veterans Administration; compiles, maintains and monitors documentation and records.
• Maintains admissions and records website by updating published information as required.
• Evaluates student records for certification in general education requirements for transfer to California State University and University of California.
• Enters academic notations on student records; posts credit by examining classes and grades
• Certifies students for athletic eligibility in intercollegiate sports.
• Supervises and trains student assistants; may assist in selecting student assistants.
• Performs related duties as assigned.

Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
Three (3) years of experience performing clerical and/or technical duties in a college admissions and records office.

EDUCATION / LICENSE OR CERTIFICATE
Possession of a high school diploma/ GED or the equivalent.

Minimum Qualification-Knowledge Of
District and state regulations, policies and procedures regarding college admissions and records.
Enterprise Resource Planning ( ERP ) Systems.
Current business practices relevant to the Department of Admissions and Records.
Modern office procedures, practices and technology/equipment.
Modern software applications (e.g. Microsoft Office Suite, etc.).
Record keeping principles and procedures.
Basic mathematics.

Minimum Qualification-Skill To
Skill/Ability to:
Train and direct others in Admissions and Records policies and procedures.
Work independently and as part of a team.
Interpret and communicate District policies and procedures to students and faculty.
Communicate effectively, both orally and in writing.
Make appropriate decisions regarding the acceptance and placement of college coursework.
Work on complex software systems for inputting and monitoring student records.
Adapt to changing circumstances, multi-task, work under pressure and handle challenging situations.
Serve students, staff and colleagues in a helpful and professional manner.
Keyboard with accuracy.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To
Desirable Qualifications
Job Open Date: 03/18/2025
Job Close Date: 04/17/2025
Open Until Filled No
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services ( NACES ) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant's satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.

COVID-19 Information
Quicklink https://www.4cdcareers.net/postings/11209
Diversity Statement
It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Tell us how you meet the minimum job qualifications: A) Three (3) years of experience performing clerical and/or technical duties in a college admissions and records office. AND B) Possession of a high school diploma/GED or the equivalent.
   (Open Ended Question)
   

Required Documents
Required Documents

1. Resume/CV

Optional Documents

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