Admissions & Records Specialist Senior (In House Only)

Coastline Community College
California, United States
Salary Not Specified
Mar 26, 2021
Employment Type
Full Time


This position is open to internal full-time and part-time permanent Coast Community College District (CCCD) employees to apply. External candidates and temporary CCCD employees are NOT eligible to apply. If you are not a current employee with CCCD, please do not apply at this time.

Performs specialized transcript evaluations by providing counselors, academic advisors, and students with accurate and current information regarding the use of courses taken at other higher education institutions. Prepares, completes, and forwards to the school of transfer certification of articulated lower-division courses for general education including transfer courses taken at other colleges. Performs student graduation checks and evaluates transcripts for acceptability requirements for various college degrees and certificates. Ensures student residency has been determined and established; updates all permanent records to reflect the current status. Performs all duties associated with certification and processing of Veterans Administration educational benefits.

Distinguishing Career Features:
The Admissions and Records Technician, Senior is a specialized position in an Admissions and Records career path. The Admissions and Records Technician Senior position requires at least three years at level II and is considered as the primary or lead resource for transcript and graduation evaluations, Faculty Services, Admissions, and Residency, and Veterans Services. The Admissions and Records Technician Senior is also required to demonstrate the ability to perform in any/all admissions and records functional areas including but not limited to, admissions, registration, residency determination, veteran services, international students, academic progress, student status, permanent records, attendance rosters, and Faculty Services.

Essential Duties and Responsibilities:
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:

The Admissions and Records Technician Senior serves as a subject matter specialist in one or more areas encompassing a portion of these duties, however, is fully capable of performing all of the following:
  • Evaluates graduation petitions for Associate of Arts and Science degrees, general education, and certificate petitions. Reviews and verifies treatment of non-traditional credit requests. Prepares and conveys completed major curriculum and GE guides and degree audits to students.
  • Reviews and assesses official transcripts from other educational institutions and verify acceptable accreditation. Researches and reviews reference manuals and state guidelines for course comparability. Reviews high school transcripts and standardized test results.
  • Verifies that all core courses and general education courses are completed and that official transcripts are sent to the State Boards for programs culminating in-licenses and certificates, such as but not limited to medical and cosmetology fields.
  • Determines equivalency of courses taken at other colleges and institutions; check for course repetitions and courses taken out of sequence; verify the level, content, unit value, and grading system from catalogs or through correspondence with other institutions.
  • Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities.
  • Posts transferable courses, credits, grades, GPA, and class rank to student's academic record. Posts graduation dates and majors, to individual transcripts. Prepares and provides graduation lists for publication.
  • Performs quality control to educational advising by analyzing potential discrepancies or inconsistencies identified while evaluating degree petitions.
  • Explains degree requirements, repeatability policies, etc. Notifies students of evaluation results, advising them of appropriate options to satisfy outstanding requirements, explaining pertinent laws, regulations, policies, and procedures, and other degrees and certificates for which they are eligible.
  • Interprets College policies, and federal and state codes, providing determinations as to whether exceptions are viable and advising on appropriate processes to request feasible exceptions.
  • Conducts re-evaluation of degree and certificate petitions at the conclusion of each semester, posting degrees and certificates to affected students' academic records in accordance with established policies and procedures.
  • Determines student eligibility for general education certification to the California State University (CSU) system and IGETC Intersegmental General Education Transfer Curriculum (UC) system. May determine student athletic eligibility.
  • Processes non-traditional credit requests that include advanced placement, and course challenges. Evaluates waivers and substitutions.
  • Maintains up-to-date accessible files of academic rulings and policy decisions affecting transcript evaluations and graduation.
  • Analyzes and evaluates residency documents submitted by students to evidence bona fide residence and authenticity. Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.
  • Ensures that student records are up-to-date. Maintains student records including updating transcripts, waivers, demographic and vital information, and posting grades and changes. Enters data onto an automated system with data entry screens.
  • Verifies class enrollment status for students and faculty members. Interacts with students, managers, Faculty, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
  • Maintains records of student attendance, instructor drops, and grades in a lead capacity. Issues and processes instructor records. Researches discrepancies and informs instructors of enrollment changes as needed.
  • Serve as the lead VA School Certifying Official responsible for compliance with all VA regulations outlined in the VA Certifying Official Handbook; attends regular meetings and conferences to receive updated training and information pertaining to VA regulations and policies and procedures; consults with VA officials and other colleges' Certifying Officials for assistance with regulations and procedures for resolution of complex problems.
  • Provide technical information and assistance to students and staff regarding VA benefits, enrollment, fees, and other applicable information; provides guidance to students incorrect procedures for completion of forms, applications, VA processes, and enrollment; explains applications, requirements, and restrictions; refers students to other areas of Student Services as appropriate.
  • Reviews applications and other information and certifies student enrollment status for VA benefits; determines appropriate VA educational program and eligibility and provides necessary forms; reviews completed forms for accuracy and completeness; reviews and processes student certification, unit changes, and VA paperwork related educational benefits.
  • Answers personal inquiries and telephone calls from students, staff, and the public, and provides technical information and guidance as needed.
  • Develops and maintains student records and files.
  • Assists other Admissions and Records staff with student enrollment and registration as needed to balance variations in the workflow.
  • Conduct an additional review of transcripts and enrollment documents to ensure all prerequisite requirements have been met by students. Advise and provide direction to students with any outstanding prerequisites needed to satisfy enrollment requirements.
  • Performs other duties as assigned that support the overall objective of the position.

Qualifications and Physical Demands


Knowledge and Skills:
The position requires in-depth knowledge of District/College policies, procedures, graduation requirements, residency, veteran's services, permanent records, general education, certification, and course contents. Requires in-depth knowledge of procedures and methods used to evaluate student records and transcripts. Requires basic knowledge of content, layout, and codes used by colleges in catalogs, course descriptions and course numbering systems. Requires in-depth knowledge of and skills with the use of computer-aided student information systems. Requires basic knowledge of applicable policies and procedures, student record keeping and records accountability requirements, California Community College curriculum and course evaluation standards, and State and Federal education codes. Requires strong verbal and writing skills to prepare professional communications. Requires strong customer service skills to work productively with staff and students, resolve problems, and explain technical and procedural concepts. Requires strong math skills to compute sums, portions, statistics, and ratios. Must have knowledge of VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations, and associated practices, processes, and procedures.

Requires the ability to perform essential duties related to student record evaluations. Requires the ability to determine graduation eligibility and certification of general education requirements. Requires the ability to explain and interpret rules, regulations and policies related to student records evaluations. Requires the ability to conduct research and interpret, analyze, and evaluate student academic transcripts and course work. Requires the ability to maintain positive working relationships with a diverse population of students, Faculty, staff and external contacts. Requires the ability to maintain confidentiality of private and/or sensitive information. Requires the ability to operate standard office equipment and utilize general and specialized software packages/applications for word processing, spreadsheets, and database maintenance.

Education and Experience:
The position requires an Associate's Degree and three years of progressively responsible experience in an admissions/student enrollment function. Or, any combination of education and experience which would provide the required equivalent qualifications for this position.

Licenses and Certificates:
May require a valid driver's license.

Physical Abilities:
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ambulatory ability and manual dexterity to sit upright, often for long periods of time, to utilize microcomputers and accomplish other desktop work, and to move to various campus locations. Requires near visual acuity to read printed materials and microcomputer screen. Requires auditory ability to carry on conversations in person and over the phone. Requires the ability to retrieve work materials from files.

Working Conditions:
Work is performed indoors where some safety considerations are minimal.

Conditions of Employment

This position is open to internal full-time and part-time permanent Coast Community College District (CCCD) employees to apply. External candidates and temporary CCCD employees are NOT eligible to apply. If you are not a current employee with CCCD, please do not apply at this time.

This is an IN-HOUSE ONLY - temporary, full-time, categorically-funded, 12-months per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Monday through Friday from 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and occasional weekends, as necessary to meet the needs of the department. The effective date of employment will be arranged with the supervisor. (Salary Range EE-115)
  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 )
  • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
  • Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS . Electronic applications may be completed by visiting http :// Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:
  • A complete online Classified/Management Employment Application .
  • A current resume . (Attached as a separate document.)
  • A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  • Answers to Supplemental Questions . (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put 'see resume' or 'N/A', or leave blank).

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be emailed to j . Emails must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4716 OR (714) 438-4713.

The Coast Community College District is a multi-college district that includes Coastline
Community College , Golden West College , and Orange Coast College . The three colleges offer programs in a transfer, general education, occupational/technical education, community services, and student support services. Coastline, Golden West, and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

Coast Community College District Title IX:

This direct link 2020 Annual Security and Fire Safety Report (ASFSR) is the 2020 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2017, 2018, and 2019 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hardcopy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

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