Admissions/Records Assistant, Senior

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 ( 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 · Experience with integrated student database system and web-based services for students and faculty· Experience evaluating transcripts and equating equivalencies for degree and transfer requirements· Experience researching Education Code, California Title 5 regulations and other regulations as they pertain to Admissions & Records policies and procedures
-Ability to determine priorities and handle multiple projects and assignments independently as well as part of a team Job Open Date: 08/16/2024 Job Close Date: 09/17/2024 Open Until Filled No Foreign Degree and Credit Statement: In accordance with the Human Resources Procedure , 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 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 $ and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $ (All confidential, supervisory and management positions are exempt from union membership)

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