Assistant Director of Admissions and Records – Technology and Curriculum

Posting Details


Posting Number: 06001862 Position Title: Assistant Director of Admissions and Records – Technology and Curriculum Posting Date: 06/21/2021 Closing Date: 07/18/2021 Open Until Filled (notes): Length of Position: 12 months per year Anticipated Start Date:

September 2021

Position Type/Employee Class: Administrative FTE: 1.0 FTE Salary Level: Administrative Salary Level 25 Starting Pay Range $59,746 to $60,689 plus exceptional benefit package Hours per Week: 40 hr/wk Work Schedule: Typically 8:00am - 5:00pm Days of the Week: Typically Monday - Friday Job Summary/Purpose:

Serve as the Admissions & Records Department lead staff person for day-to-day oversight of Banner’s student module as it relates to recruitment, admissions, records, registration, and DegreeWorks including testing of new releases, major upgrades, annual scribing of certificate and degree requirements, and development of student educational plans. Position supervises Admissions and Records Enrollment Technical Specialists and Transcript/Degree Evaluators.

Terms of Employment:
• This is a 12-month exempt position at pay level 25 in the Administrative salary schedule.
• Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district.
• Requires the provision of official transcripts upon hire.
•COCC employees must work and reside in the state of Oregon at the time their work is being performed.
•The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position.
• Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.

Essential Functions:

Banner – Student Information System
1. Serve as the lead Admissions and Records staff per for Banner systems support for the following workflow processes. This includes documentation and staff training for the following areas:
a. Admissions and recruiting (e.g. inquiry process, admissions process);
b. Records/registrar functions (e.g. registration, course prerequisite management, administrative withdrawals, academic warning, academic year set up, term set up, grade changes, mid-term and final grade processing, repeat grade processing, grade roll, PIDM maintenance, major codes, transfer/Credit for Prior Learning articulation, degree awarding);
c. Regular and ad hoc enrollment reporting;
d. Major and CIP code maintenance;
e. Testing of releases and major upgrades and monitoring the Banner Student listserve;
f. Research and develop configuration options with added functionality in Banner and coordinate appropriate testing.
2. Serve as the Admissions and Records lead in joint department Banner configuration and maintenance for state and federal reporting requirements such as 150% Stafford reporting, Gainful Employment, and National Student Clearinghouse submissions, ensuring compliance with the National Student Loan Data System. Coordinate scheduled enrollment and degree completion submissions, troubleshoot issues with the data extract, and communicate with appropriate internal and external contacts.

Supervision, Leadership and the Admissions and Records Department
1. Hire, train and supervise the Enrollment Technical Specialists (currently 2 FTE ) and Transcript/Degree evaluators (currently 2 FTE ). Promote and engage in their professional development and performance management/evaluation.
2. Participate on the Admissions and Records team to support the College’s mission, vision, values and goals and a shared vision of excellence in student services. Participate in continuous improvement by inviting and providing honest and timely feedback. Adjust workflow and tasks in order to support the overall needs of the team.
3. Serve as lead for registration activities tied to new student advising. These may fall outside of normal office hours and on other COCC campuses.
4. Perform departmental management function in the absence of the Director and/or other Assistant Directors.

Degree Works – Degree Audit System
1. Provide primary leadership and oversight for GradTracks, COCC’s degree audit system; includes annual certificate and degree scribing, rules set up, troubleshooting, reporting, training and documentation to ensure GradTracks reflects the college catalog and captures curricular changes.
2. Develop reports and troubleshoot COCC’s automatic degree awarding process. Provide leadership to college organizations as to how GradTracks can assist with completion strategies and goals (e.g., curriculum planning, graduation and enrollment projections, retention strategies).
3. Provide primary leadership and oversight for Degree Works Plans in maintaining and updating templates and providing training for faculty, professional advisors, and student groups on the use of Degree Works plans.

Reporting and Processing
1. Using Banner and Argos data extracts or other college reporting tools create reports to identify problem areas, audit data, identify enrollment and registration trends, create dashboards and tools for internal use, or improve levels of service to students.
2. Work to ensure the catalog, GradTracks audits, program forms submitted to the State of Oregon, college webpages and the Banner SIS all accurately reflect the college curriculum. Provide guidance in editing any of these systems to align the curriculum.

Curriculum and Technology
1. Serve as the Enrollment Services representative to COCC’s Curriculum Committee, providing guidance to faculty and instructional leadership on potential impacts of curricular decisions on students, including student recruitment, retention and completion. Additionally, provide guidance regarding state regulations, accreditation, financial aid, COCC history, systems impact, and implementation and configuration considerations.
2. Oversee and respond to student petitions for exceptions to certificate and degree requirements. This includes researching state documentation, historical catalogs and course descriptions, and college committee minutes. This also includes coordination between the Registrar, Transfer and Degree Evaluation staff and Instructional Administration.
3. Support the success of students with access challenges by providing services and programs in accessible formats where possible and appropriate. Consider the COCC campus locations in Bend, Redmond, Madras, and Prineville, use of alternative formats, evening and weekend times, and using technology such as online or distance delivery.

Additional Responsibilities
1. Attend appropriate professional association conferences (e.g., AACRAO affiliated organizations, SEM, Ellucian Live, OCCARD, DegreeWorks, NW Ellucian Users, CoHEsion); participate in organizational leadership as time, interest, and opportunity permit.
2. Provide technical and logistical support as needed for campus events (e.g., Bobcat Orientation, Commencement).
3. Other duties as assigned.

Knowledge, Skills and Abilities:

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
1. Knowledge of recruitment, admissions, records, registration and enrollment management concepts and practices.
2. Ability to establish positive and productive working relationships with students, staff and faculty, and on occasion, work with circumstances that require effective negotiation, mediation, and conflict resolution.
3. Ability to work with large data sets of confidential student information, as well as create and maintain processes that ensure data integrity and security.
4. Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
5. Ability to effectively address a high volume of multiple tasks and identify, prioritize, track, implement, and evaluate department and College initiatives.
6. Knowledge of Ellucian’s Banner or similar software. As the primary scribe and report writer for DegreeWorks, requires understanding of SQL -based queries and logic.
7. Ability to read, effectively analyze, and interpret information technology administration guides.
8. Ability to identify workflow problems, analyze results and create resolutions using appropriate resources.
9. Ability/skills to competently advise and/or serve students from a variety of background, respecting cultural and socio-economic differences.
10. Ability to effectively utilize common MicroSoft applications (Word, PowerPoint, Excel) as well as the ability to learn and effectively utilize a student information system (Banner) and reporting software (e.g, Argos).
11. Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
12. Ability to maintain confidentiality of student records and adhere to federal student privacy requirements.

Physical Demands and Other Ergonomic Requirements:

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. Requires regular travel throughout College district and limited travel throughout Northwest. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.

Equal Employment Opportunity (EEO) Statement

It is the policy of the Central Oregon Community College Board of Directors that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran status or any other protected classes under Federal and State statutes in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Equal Employment Officer, c/o COCC’s Human Resources office, 541.383.7216.

In support of COCC’s EEO statement, employees with bilingual fluency in English and Spanish is a plus, along with experience working in a diverse multicultural setting.

Minimum Qualifications:

• Bachelor’s degree in Business, Mathematics, Computer Science or related field from a regionally accredited college or university.
• Three (3) years of work experience in higher education, either in an enrollment services or systems analyst type of position
• Three (3) years of experience working with a student information system in a programming, problem resolution, workflow development or analyst capacity
• One (1) year of supervisory experience.

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

Preferred Qualifications:

• Master’s degree in student affairs, higher education or a related field.
• Work experience in a community college.
• Ellucian (Banner) experience.

Special Instructions to Applicants:

Finalists selected to interview may be required to provide a candidate presentation to the College campus community or complete a skills demonstration.

Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.

Is a Criminal History Check required? Yes Is a Credit History Check Required? No Open Until Filled No Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Choose your highest level of education:
   • No High School Diploma or GED
   • High School Diploma or GED
   • Associates Degree
   • Bachelors Degree in Progress
   • Bachelors Degree
   • Masters Degree in Progress
   • Masters Degree
   • Ph.D. in Progress
   • Ph.D.
   • J.D.
   • M.D.
   • Other Doctorate Level Degree
2. * Please define how you meet the job requirement of having three years work experience in higher education, either in enrollment services or systems analyst position.
   
   (Open Ended Question)
   
   
3. * Please describe how you meet the requirement of three years of experience working with a student information system in programming, problem resolution, workflow development, or analyst capacity.
   
   (Open Ended Question)
   
   
4. * Do you have working knowledge of Banner (Ellucian) software?
   • Yes
   • No
5. * Do you have experience working in a community college setting?
   • Yes
   • No
6. * COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position?
   • Yes
   • No
7. * The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position. Are you, or will you be eligible to work in the US by the start date of the position?
   • Yes
   • No
8. The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications, but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. There may be other requirements where an equivalency is acceptable. Please be aware that applicants who do not meet the minimum requirements and do not provide an equivalency statement will not be selected for an interview. Your statement should make clear the requirement you are addressing. Example: The position requires a Master’s degree. You have a Bachelor’s degree and work experience when combined you feel is equivalent to the degree requirement. Please make clear why you feel it is equivalent.
   
   (Open Ended Question)
   
   
9. * Are you a U.S. military veteran? (COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans’ preference in this recruitment process, you must upload your DD214 and DD215 (if applicable) form(s) as supporting documentation. You will have the opportunity to upload the document in the next step of this application process.)
   • Yes, I am a veteran
   • No, I am not a veteran
10. If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.
    
    (Open Ended Question)
    
    
11. * Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC’s criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College:
    • Yes, I will provide my consent when requested
    • No, I will not provide my consent when requested

Applicant Documents
Required Documents

1. Resume/Vitae
2. Cover Letter
3. Letter of Recommendation 1
4. Letter of Recommendation 2
5. Letter of Recommendation 3
6. College Transcript 1 (unofficial)

Optional Documents

1. College Transcript 2 (unofficial)
2. College Transcript 3 (unofficial)
3. College Transcript 4 (unofficial)
4. US Military DD 214
5. Other Document 1
6. Other Document 2
7. Other Document 3
8. License or Certification
9. Certification Document