Director of Admissions and Records/Registrar

Director of Admissions and Records/Registrar Priority Application Deadline: December 3, 2020 Anticipated Start Date: January 11, 2021   GENERAL RESPONSIBILITIES

• Under general direction, plan, organize, integrate and direct the work of the Admissions & Records department; provide expert professional assistance and guidance to district management on admissions and records; and perform related duties as assigned.

​PRIMARY DUTIES AND RESPONSIBILITIES

• Plan, organize, direct, control, integrate and evaluate the work of the Admissions & Records department; with managers and supervisors, develop, implement and monitor work plans to achieve goals and objectives; contribute to the development of and monitor performance against the annual department budget; manage and direct development, implementation and evaluation of plans, work processes, systems and procedures to achieve annual goals, objectives and work standards.
• Direct and manage the performance of Admissions & Records staff; and other technical and professional staff; establish performance requirements for direct reports; regularly monitor performance and provide coaching for performance improvement and development, in accordance with district human resources policies and labor contract agreements.
• Provide day-to-day leadership and work with staff to ensure a high-performance, service-oriented work environment that supports achieving the department’s and district’s mission, objectives and values.
• In conjunction with A & R staff, plan, develop, coordinate and supervise the registration and enrollment of students into classes; ensure that these and related/ required prerequisite verification processes are accurate, timely, smooth and efficient.
• Provide technical direction to staff and information to students pertaining to Admissions and Records guidelines, policies and reporting regulations; provide consultations, technical expertise and recommendations to administrators, other college departments and divisions regarding district compliance with laws, reporting regulations and academic policies, and the impacts of current and proposed policies and procedures. Interact with outside parties including law enforcement agencies, employers and state entities regarding access to student records including but not limited to complying with legally issued subpoenas and Solomon Amendment Requests.
• Manage a complex, integrated college admissions and records system, including records documenting the admission and registration of students, maintenance, preparation and security of student records, attendance and graduation functions, and the proper retention and destruction of student records as required by federal and state regulations.
• Prepare memoranda, reports and analyses related to students, enrollment, attendance, graduation and transfers; conduct regular program review; ensure compliance with matriculation regulations in collaboration with other Directors and managers in Student Services; develop student learning outcome processes; direct the preparation and submission of state and federal reports, graduation lists and documentation of student records; conduct studies and special projects as directed; direct attendance accounting procedures and reporting functions. Direct the preparation and maintenance of student forms and the preparation of documentation for internal/external audits and consult with auditors as needed.
• Direct the evaluation of student graduation and transfer documents, preparation of diplomas, compilation of honors and probation lists, tracking of evaluation materials, training documents and degree audit functions; ensure timely and appropriate notification to students regarding graduation status, President’s Lists and probationary status; review and advise specialized admissions procedures of other programs, including international and Tech Prep students and noncredit programs.
• Develop and prepare registration timelines annually for schedules, catalogs, brochures and forms. Review and revise board policies and procedures for approval as needed. Provide guidance and information to governance groups as needed.

OTHER DUTIES AND RESPONSIBILITIES

• Adjudicate student appeals regarding residency, privacy act, district policies and procedures and other matters; refer issues, as necessary, to the appropriate administrator; provide guidance on college policies and state laws.
• Ensure faculty and other staff are instructed on procedures for recording and reporting attendance and grades; provide information and guidance to staff regarding interpretation and enforcement of guidelines, policies and legal requirements; direct the distribution and collection of census rosters; assist instructors with enrollment issues.
• Performs other related duties as assigned.

KNOWLEDGE AND ABILITIES Knowledge of:

• Applicable federal, state and local laws, rules and regulations, including California State Education Code and Administrative Code provisions related to community college admissions, registration, attendance accounting and recordkeeping.
• Community college curriculum, organization, operations, policies and objectives.
• Research methods and analysis techniques.
• Principles and practices of effective management, training and supervision.
• Basic principles and practices of organization and culture change.
• Computer processing applications as they apply to admissions and student records.
• District organization, operations, policies and objectives.
• Modern office practices, procedures and equipment.
• Principles and practices of sound business communication.
• Oral and written communication skills including correct English usage, grammar, spelling, punctuation and vocabulary.
• Business math.
• Statistics and report writing.
• Interpersonal skills using tact, patience and courtesy.
• District human resources policies and labor contract provisions.
• Safety policies and safe work practices applicable to the work.

Ability to:

• Plan, organize, manage, assign, delegate, review and evaluate the work of staff engaged in admissions and records work processes.
• Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
• Analyze and make sound recommendations on complex admissions and records issues.
• Work collaboratively with other directors and managers and provide expert advice and counsel to develop solutions to complex issues.
• Organize, set priorities and exercise expert, independent judgment within areas of responsibility.
• Develop and implement appropriate procedures and controls.
• Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
• Communicate effectively, both orally and in writing.
• Understand, interpret, explain and apply applicable laws, codes and ordinances.
• Represent the district effectively in dealings with external stakeholders.
• Present proposals and recommendations clearly, logically and persuasively.
• Operate a computer and standard business software.
• Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
• Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
• Establish and maintain effective working relationships with all those encountered in the course of work.

MINIMUM QUALIFICATIONS

• Graduation from an accredited, four-year college or university and five years of increasingly responsible experience in a college Admissions and Records office involving two or more functional areas of Admissions and Records.

DESIRABLE QUALIFICATIONS

• Banner experience, preferably at the community college level.
• Demonstrated experience with complex computerized interactive student database systems.

Required Documents for Application

• Completed Application submitted online at https://www.taftcollege.edu/human-resources/job_opportunities/ 
• Resume
• Cover Letter
• Copy of Transcripts (Unofficial is acceptable)

HOURS AND TERMS OF EMPLOYMENT
Assignments are typically 40 hours per week and 12 months per year. May require over-time, holiday or weekend work to meet deadlines. Work is generally performed indoors but may involve traveling to district or county offices to complete assignments or for research, workshops, training or meetings.

COMPENSATION
The salary range for the position is a Grade 14 on the 2020-21 Classified Administrator Salary Schedule, with a range of $78,822 - $106,848 per year.

EQUAL EMPLOYMENT OPPORTUNITY
The West Kern Community College District is committed to the principles of equal employment opportunity . The District is dedicated to a policy of nondiscrimination and, as such, is an equal opportunity employer. Veterans, women, minorities  and people with disabilities are encouraged to apply. This employer participates in E-Verify.