Admissions and Records Specialist Senior (IN-HOUSE ONLY)

Definition

IN-HOUSE ONLY:
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.

A bout Oran ge Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 20,000 students each semester. OCC has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 20,562 students, the majority of whom are from racially minoritized populations: 34.8% of OCC's students are Latinx, 1.5% are African- American, 24.6% are Asian, less than 1% Native American and Native Hawaiian or Other Pacific Islander, 29.1% are White, and 4.4% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Faculty have the opportunity to enhance their classroom methods during two professional development days during the academic year, which include learning sessions like 'Digital Accessibility', 'Basic Skills: Helping students help themselves' and 'Taking a skills-based approach to teaching college students'. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four-year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).

Summary:
Performs specialized transcript evaluations; providing counselors, academic advisors, and students with accurate and current information pertaining to the use of articulated coursework completed at other institutions of higher learning. Prepares, evaluates, and forwards articulated lower-division coursework satisfying general education requirements, including transfer courses taken at other colleges. Performs student graduation checks and evaluates transcripts for acceptability for various college degree and certificate program requirements. Provides direct support to faculty and administrators in the maintenance of institutional attendance accounting and grade records. Ensures student residency has been determined and established; updates all permanent records to reflect the current status. Performs the full range of duties associated with certification and processing of student applications for Veterans Administration educational benefits.

Distinguishing Career Features:
The Admissions and Records Specialist, Senior is a specialized position in an Admissions and Records career path. Admissions and Records Technician is the first level position concentrating primarily on customer transactions and fulfilling requests. Advancement to Specialist requires two years as a Technician, and a demonstrated ability to maintain complete student records that include grades, residency determinations, transfer/degree/certificate status and runs process that calculates student status/academic progress. The Specialist Senior requires at least three years as a Specialist, and recognition as the primary or lead resource in transcript and graduation evaluations, Faculty Services, Admissions and Residency or Veterans Services. The Specialist Senior also requires a demonstrated ability to perform in any admissions and records functions 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, divisions, and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned.

The Admissions and Records Specialist, Senior serves as a subject matter expert in one or more areas encompassing a portion of these duties, however, is fully capable of performing all of the following:

• Assists in the selection and functional supervision of temporary, short-term, and student employees. Trains employees on various internal and external technical systems. Monitors other employee’s work output and quality of communication.
• Responds to and resolves student and faculty inquiries pertaining to eligibility requirements or procedures of evaluation of credits, graduation and transfer requirements, admissions and residency, registration, permanent records, instructor drops, and grade changes, or veterans’ benefits, including those inquiries from other technicians requiring special expertise and department lead responsibilities. Answers inquiries from students, staff, and the public, and provides technical information and guidance as needed. Addresses escalated and complex issues requiring advanced knowledge. Works to achieve resolution of issues and de-escalate issues as needed. Refers students to other areas of Student Services as appropriate.
• 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.
• Maintains up-to-date knowledge of and interprets college policies, federal and state laws, Title 5 Code of Regulations, California Education Code, the Attendance Accounting Manual, and federal Veteran’s Administration (VA) regulations, providing determinations as to whether exceptions are permissible and advising students and staff on appropriate processes to request exceptions. Follows appropriate procedures for maintaining compliance with outside agencies. Prepares student files and documentation for annual compliance audits.
• Operates with independent judgment while reviewing and processing student and faculty records, as they relate to assigned area of responsibility.
• Ensures that student records are up-to-date. Maintains student records including updating transcripts, waivers, demographic and vital information, and posting grades and changes.
• Interacts with students, managers, faculty, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
• 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.

Graduation/Evaluations:

• Serves as a lead and subject matter expert for other Admissions and Records staff supporting evaluations and graduation functions. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one on one with students. Assists the director/manager with workflow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks.
• Evaluates graduation petitions for Associate of Arts and Science degrees and certificate petitions. Reviews and verifies treatment of non-traditional credit requests. Determines student eligibility for general education certification to the California State University (CSU) system, Intersegmental General Education Transfer Curriculum (IGETC), and for the University of California (UC) system.
• Conducts review of transcripts and enrollment documents to verify prerequisite requirements have been met by students. Provides direction to students with any outstanding prerequisites needed to satisfy enrollment requirements.
• Reviews and assesses official transcripts from other educational institutions and verifies compliance with transfer policy. Researches and analyzes multiple external sources for course comparability. Reviews high school transcripts and Advanced Placement (AP) scores for appropriate placement and course credit. Determines equivalency of courses taken at other colleges and institutions.
• Verifies course 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 and GPA, to student’s academic record. Posts graduation dates and majors, to student’s academic record. 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.
• Conducts re-evaluation of degree and certificate petitions at the conclusion of each semester, posting degrees and certificates to students’ academic records in accordance with established policies and procedures.
• Determines student eligibility for general education certification to the CSU, IGETC, and UC systems. 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.

Admissions & Records

• Serves as a lead and subject matter expert for other Admissions and Records staff supporting admissions, residency, and registration. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one on one with students. Assists Director/Manager with process flow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks.
• Analyzes and evaluates residency documents submitted by students to evidence bona fide residence and authenticity. Assesses complex residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.

Faculty Services

• Serves as a lead and subject matter expert for other Admissions and Records staff supporting Faculty Services and records. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one on one with students. Assists Director/Manager with process flow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks.
• Verifies class enrollment status for students and faculty members.
• Ensures that student records are accurately maintained, including permanent records, waivers, registration status, student attendance, instructor drops, and grades, in a lead capacity. Processes grade change petitions, researches discrepancies and communicates with faculty regarding enrollment changes as needed.
• In partnership with academic division offices, researches discrepancies and inform instructors of enrollment changes and outstanding records, as needed.
• Conducts processes to manage start-of-term and end-of-term procedures, including, but not limited to, creating and distributing add codes, collecting rosters, and posting grades and positive attendance hours.

Veteran Services

• Serves as a lead and subject matter expert for other Admissions and Records staff supporting Veterans Services. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one on one with students. Assists Director/Manager with process flow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks.
• Serves 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.
• Provides technical information and assistance to students and staff regarding VA benefits, enrollment, fees, and other applicable information. Provides guidance to students with correct procedures for completion of forms, applications, VA processes, and enrollment. Explains applications, requirements, and restrictions and 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 for review and/or completion. Reviews completed forms for accuracy and completeness and process student certification, unit changes, and VA paperwork-related educational benefits.
• Manages VA third-party billing and participation compliance. Responsible for all accounting, including posting payments, reconciliation of accounts, debt management, and processing of refunds to students and third-party contracts. Prepares invoices to third- parties.
• Prepares documents and coordinates institution’s annual application for benefits approval through California State Approving Agency for Veterans Education (CSAAVE) and multi-year Memorandum of Understanding with the Department of Defense.
• Performs other related duties as assigned that support the objective of the position.
• Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

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 the procedures and methods involved in the evaluation of student records and transcripts.
• Requires working knowledge of the content, layout, and codes used by colleges in catalogs, course descriptions, and course numbering systems.
• Requires in-depth knowledge of and skill at using computer-aided student information systems.
• Requires working 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 sufficient language skills to prepare professional correspondence.
• Requires sufficient customer service skills to work productively with staff and students, resolve problems, and explain technical and procedural concepts.
• Requires sufficient math skills to compute sums, portions, statistics, and ratios.
• VA regulations, rules, and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations, and associated practices, processes, and procedures.

Abilities:

• Requires the ability to perform the essential responsibilities and functions of the position.
• Requires the ability to evaluate student records to determine graduation eligibility and certification of general education requirements.
• Requires the ability to explain and interpret rules, regulations, and policies related to the evaluation of student records.
• Requires the ability to conduct research, 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 the 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.

Physical Abilities

• The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
• Essential functions will vary by position.
• As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good-faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

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.

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

Conditions of Employment

IN-HOUSE ONLY:
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.

PAY PHILOSOPHY:

• 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.

The deadline to apply is May 7 , 2021, by 11:59 p.m. Application materials must be electronically submitted online at htt p ://www.cccd.edu/em p lo yment . Incomplete applications and application materials submitted by mail will not be considered.

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 ://www.cccd.edu/employment. 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 obs@cccd.edu . 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:
https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx

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.