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Academic Records Evaluator (22/23)

Employer
Santa Monica College
Location
California, United States
Salary
Salary Not specified
Date posted
Nov 23, 2022


Academic Records Evaluator (22/23)

Santa Monica College


Salary: $4,906.00 - $5,963.00 Monthly

Job Type: Full-time, 12 months

Job Number: ARE2022MPO

Location: 1900 Pico Blvd. Santa Monica 90405, CA

Closing: 12/5/2022 11:59 PM Pacific

Description
Merged Promotional & Open Competitive* Pending PC Approval

ACADEMIC RECORDS EVALUATOR

WELCOME TO SANTA MONICA COLLEGE! Thank you for your interest in joining the SMC team as an Academic Records Evaluator. These positions perform complex and specialized duties within Admissions and Records student services such as analysis and evaluation of student records, including transcripts and test scores from other institutions for incoming and continuing college students, to determine progression and completion of degree, certificate and certification requirements. These positions are scheduled to work Monday through Thursday, 8:00 A.M. to 5:00 P.M., and Friday, 7:30 A.M. to 4:30 P.M, 40 hours per week, 12 months per year on the Santa Monica College Main Campus.

What You Will Bring to the College
The ideal candidate will possess the ability to meet strict deadlines under limited direct supervision; gather, aggregate, interpret, analyze, and make decisions based on information from a variety of sources; effectively work with a large volume of highly detailed information; demonstrated proficiency with related computer applications, including a degree audit program and Microsoft Excel; and the ability to effectively communicate and explain information to others, both orally and in writing.

Why Work at SMC?
At SMC, you will work beside a diverse group of individuals who leverage their combined talents and passions to accomplish something great. No matter what department you are in, or what job you have, your contributions will be critical to helping our students fulfill their dreams - landing that new job, or breaking through the cycle of poverty.

Some details about us:
  • We are currently the number one transfer college to UCLA, USC, the University of California system, and Loyola Marymount University
  • We are committed to sustainable practices and are accessible via environmentally-friendly transportation options, including the Expo Line and Big Blue Bus.
  • We are one of the select community colleges in California approved to award a Bachelor's degree. SMC currently awards a Bachelor's degree in Interaction Design.
Please visit www.smc.edu/aboutsmc to learn more about us and why we are Proud to Be SMC!
Benefits
We value our employees as individuals, and recognize the value of work-life balance, the health of you and your family, and professional development. We offer a variety of benefits and perks to support new members of our team, including:
  • 18 paid holidays*
  • 12 paid vacation days*
  • 12 paid illness days*
  • Fully paid medical, dental, and vision-care coverage (including eligible dependents)
  • Free mental health support through the Employee Assistance Service for Education (EASE) program.
  • Membership in the California Public Employee Retirement System (CALPERS)
  • 5% increase in base pay for every 5 years worked with SMC, up to 35 years of service.
  • Waived tuition fees for classes taken at Santa Monica College.
  • Reimbursement for related classes, conferences or workshops to empower your professional development.
  • Free Big Blue Bus access and monthly incentives for eligible employees through the Sustainable Transportation Incentive Program
  • CSEA Chapter 36 Union Membership Option
*Benefits, holidays, vacation, and illness days listed above assume a 12-month, 40-hour per week schedule. Benefits, vacation and illness days are prorated for other work schedules.

Salary Placement
New Employees: Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement based on recruitment issues and/or additional training and experience which greatly exceeds the minimum requirements. Please note that salary placement above the third step requires additional approvals by Santa Monica College executive staff.

Current Employees: Upon promotion, the new salary for a current, permanent employee is based on Merit Rule 12.2.8. In accordance with this rule, employees are entitled to at least a one-step (5%) salary increase, and may be eligible for advanced step placement in accordance with established criteria.

About the Selection Process
The selection process will consist of a Scored Training and Experience Evaluation (Pass/Fail), (click here for more information on the training & experience evaluation process) (Download PDF reader) and a Qualifications Appraisal Interview (weighted 100%). All candidates who meet the minimum qualifications and pass the Training and Experience Evaluation will advance to the Qualifications Appraisal Interview (weighted at 100%). Candidates must be successful on the Qualifications Appraisal Interview with a score of 70.00 or better for their name to appear on the eligibility list.

The eligibility list created from this recruitment will be used to fill any vacancies that occur during the one year life of the eligibility list, including permanent and temporary positions. Santa Monica College reserves the right to modify the stated test components and weights prior to the administration of any test.

For more information about our selection process, please visit our FAQ page and click on "Job Applicants".

Communication for this recruitment will be via e-mail. You must check your e-mail on a regular basis to be informed of your status for this recruitment.

Test Retake Policy
Based on the District's hiring needs, we may administer multiple recruitments for this job classification (or a related job classification that uses the same test(s)) within the next several months. Candidates must wait a period of 90 calendar days between testing appointments before retesting. Candidates who are ineligible to participate in an upcoming test or interview due to the provided retake period will be notified via email, and will have their highest valid score(s) on any non-weighted (pass/fail) test parts applied toward that recruitment.

The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at: http://bit.ly/smc-hr-bp3120.

Equity Statement
"Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment."

Examples of Duties
Grants degrees and certificates, and makes final determination of eligibility for graduation and transfer, by researching, reviewing, and analyzing administrative regulations, transfer requirements, general education patterns, and agreements.

Interprets, analyzes and keeps abreast of potential and actual changes in procedures, major requirements, general education requirements for degrees, certificates, California State University Certification and Intersegmental General Education Transfer Curriculum Certification.

Utilizes various resources including online college catalogs, course descriptions/syllabi, correspondence with the institutions involved, articulation agreements, ASSIST, and other appropriate reference materials to evaluate academic records.

Evaluates, interprets, applies and processes approved college course substitutions, including curricular exceptions, military courses and job-related training programs for college credit.

Effectively utilizes specialized computer application programs to facilitate evaluation of records and assignment of course credit, including Student Information Systems, degree audit, transcript capture technology, electronic transcripts, and course articulation application; images, indexes, and archives documents related to academic records evaluations.

Maintains information on policy changes and dates affecting requirements, including current and historical curriculum guides and changes.

Analyzes, researches and evaluates national and international transcripts and test scores taken at other colleges and institutions to determine applicability degree, certificate, and certification requirements.

Interprets, explains and defends decisions regarding deficiencies, policies and procedures to students, faculty and staff regarding evaluation, general education certification including recommending course alternatives, curricular analysis and plans of corrective action.

Performs correction and control of more complex errors in student files to ensure their accuracy.

Interprets course descriptions including foreign and domestic transcripts for courses and units completed, identifies upper and lower division courses, converts quarter units into semester units, and computes units and grade points to determine eligibility for graduation or transfer.

Communicates with other District departments and personnel, educational institutions, and other outside organizations and agencies to exchange information.

Attends and participates in seminars, conferences, workshops, and other training sessions to learn about laws and regulations pertaining to the evaluation of academic records.

Performs accurate calculations, computes total units and GPA to determine student record status.

Prepares, updates and compiles lists of commencement ceremony participants; participates in the graduation ceremony preparations as directed.

Prepares and maintains a variety of records, reports and files.

Performs other related duties as requested or assigned.

Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

Minimum Qualifications
Education Requirement:
Associate's degree or 2 years of college level coursework or equivalent.

Experience Requirement:
Four (4) years of experience in a higher education setting performing technical clerical admissions and records duties. Work experience evaluating student records and transcripts is desirable.

Education/Experience Equivalency:
Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification:
None.

Supplemental Information
MERIT SYSTEM Santa Monica College is a Merit System employer committed to the following principles: 1) Hiring and promoting employees on the basis of ability through competitive selection; 2) Fair compensation on the basis of like pay for like work; 3) Retaining employees on the basis of performance; 4) Training for high quality performance; 5) Assuring fair treatment of employees without illegal discrimination; 6) Protecting employees against political coercion; and 7) Providing for due process in the event of disciplinary action

APPLICATION PROCEDURE Official SMC application forms and related materials must be fully and correctly completed for each examination. A separate application must be submitted for each position. Resumes may be submitted for any position, but will not be accepted in lieu of a District application. The Personnel Commission may obtain confidential employment references from current and previous employers after you complete an "Authorization to Release Information" form at the Final Selection Interview. Within approximately two weeks after the closing date, applicants will be notified regarding the status of their application. Applicants requiring special application, testing, or interview arrangements due to a disability, should notify the Personnel Commission office at the time of application submission. The District does not return materials submitted.

SELECTION PROCEDURE Examinations may consist of a written or performance test, an evaluation of training and experience, an oral examination or interview, or other tests determined by the Personnel Commission office. Additional credit is added in entry-level examinations to the composite passing score of qualified veterans for war service (5 points) and disabled veterans (10 points) upon presentation of proof of veteran status at the time of application. Requests for reconsideration of questions contained in written examinations must be made in writing on the day the test is administered. Applicants selected for an oral interview will be notified in writing of the time and place of the interview. Interviews are conducted by a Qualification Appraisal Interview Panel. Travel costs related to the examination/ interview will be borne by the applicant. Final test results are mailed within approximately 15 days after the examination/interview. Requests to review scores must be made during the five day review period following notification results.

ELIGIBILITY LIST Candidates who attain a passing score on each part of the examination will be placed in rank order on the Eligibility List. The Eligibility List is available for review by exam candidates for a five-day review period following notification. Unless otherwise indicated, Eligibility Lists are established for a period of one year. Eligibile's names will generally remain on the List until they are hired, decline three interview opportunities, or make themselves unavailable. Unless otherwise stated on the Job Bulletin, when a Promotional and Open-Competitive List is established, the Promotional List will be used first. Final selection will be made from the appropriate Re-employment or Transfer List, if any, and from the top three ranks of Eligibles that are "ready and willing" to accept the vacant position. It is the candidate's responsibility to update any address and/or phone number changes on our website.

ADDITIONAL REQUIREMENTS All offers of employment are conditional, based upon the successful completion of: 1) Fingerprinting/Conviction Clearance: State law requires that all employees be fingerprinted to check for, or verify, conviction records. Costs for fingerprinting will be borne by the applicant. All candidates with a conviction record for any offense, other than minor traffic violations, must file a Conviction Record Statement with their application. Conviction records will be fully investigated. A record of conviction will not automatically disqualify an applicant, but failure to list all convictions may result in disqualification or dismissal; 2) TB Test: All persons selected must successfully pass a tuberculin skin test or chest x-ray; 3) Eligibility to Work: Upon hire, each new employee must complete an I-9 Form and present supporting documents establishing proof of identity and employment eligibility as outlined in the Immigration Reform and Control Act.

PROBATION PERIOD Permanent Classified Employees, other than management, law enforcement and confidential personnel, become permanent upon successful completion of six months (130 days) of work.

SALARY AND BENEFITS Beginning Salary: Generally, new employees start at step A on the salary schedule. If there is a limited candidate pool, a new permanent Classified Employee may request a higher salary placement based on his/her training and experience that greatly exceeds the minimum qualifications. The maximum initial placement is on Step 3 of the salary schedule. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying training and experience. Vacation and Sick Leave: Regular non-management employees receive vacation and sick leave at the rate of one day per month each. Vacation is increased after 4, 8 and 12 years of employment to a maximum of 22 days per year. Longevity increments of 5% are granted at the completion of 5, 10, 15, 20, 25 and 30 years of service. Holidays: Employees receive 17 paid holidays per year. Benefits: Permanent full-time employees receive fully-paid medical, dental, and vision-care coverage. Benefits for permanent part-time employees are prorated according to the number of hours worked per week.

CSEA UNION MEMBERSHIP New permanent Classified Employees have the option to join the California School Employees Association (CSEA), Chapter 36.



To apply, please visit https://www.schooljobs.com/careers/smc/jobs/3798288/academic-records-evaluator-22-23




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