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Admissions & Records Specialist (IN-HOUSE ONLY)

Employer
Orange Coast College
Location
California, United States
Salary
Salary Not Specified
Posted date
Sep 16, 2021

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Position Type
Administrative, Student Affairs, Academic Advising & Academic Support Services, Admissions, Enrollment, Retention & Registrar, Disabled Student Services
Employment Type
Full Time
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Definition

IN-HOUSE ONLY:
This position is open to internal permanent Coast Community College District (CCCD) employees to apply. External candidates, short-term, professional experts, student assistants, and part-time faculty are not eligible to apply. If you are not a current employee with CCCD, please do not apply at this time.

About Orange 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. 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. 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 18,705 students, the majority of whom are from racially minoritized populations: 34% of OCC's students are Latinx, 2% are African- American, 25% are Asian, less than 1% Native American, 30% are White, and 5% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. 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).

Orange Coast College Employee Demographic Information:
Direct Link: OCC Employee-Student Demographics

Summary
Performs a variety of specialized technical and clerical tasks in connection with the admission, enrollment, records, transcript evaluation and articulation, and enrollment status. Serves as a technical resource for one or more designated customer service sections with Admissions and Records, providing support to any and all other sections.

Distinguishing Career Features

The Admissions and Records Specialist represents the second level within an enrollment career path requiring demonstrated ability to serve as a subject matter specialist and perform most admissions and records functions that include, but are not limited to admissions, registration, residency determination, student enrollment status, academic progress, transcript evaluation, Faculty Services, and Veteran Services. Advancement to Specialist, Senior is based on need and attainment of a high level of expertise in transcript evaluation and articulation, graduation determination, Faculty Services, Veterans Services, Admissions, Residency Determination of complex situations, and Registration. In addition, the Admissions and Records Specialist, Senior requires the skills to run complex and technical processes in ancillary and Student Information Systems on a regular basis.

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 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:

General:
  • Provides technical information on issues pertaining to the interpretation of admissions and student record guidelines and policies.
  • Responds to inquiries pertaining to admissions and enrollment requirements and procedures, including those from other technicians or specialists requiring special knowledge.
  • Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, residency, student enrollment status, and fees.
  • Participates in the activities connected with student applications and enrollment, student onboarding, or faculty services. Ensures that customer service stations are set up and can access online and manual database records and resources.
  • Extracts and downloads information using standardized queries, to prepare reports and audit accuracy of student and academic data.
  • Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
  • Apprises supervisor of unusual requests and/or exceptions to procedures regarding the assigned area of responsibility.
  • Serves as point of contact with students and prospective students for services provided by the department. Interacts with other District organizational units to provide students with a comprehensive enrollment package.
  • Attends meetings or supports committees to provide job-related information and disseminate information impacting the department or the college, as assigned.
  • Composes general office correspondence; responds to inquiries from students, parents, and members of the public. Performs other clerical services of a routine nature including, but not limited to filing, data entry, mass mail/email distribution, processing of departmental bulk mail/e-mail, and completing forms.
  • Scans official transcripts, graduation petitions, residency documents, attendance and grade rosters, and various forms related to admissions and records.
  • Maintains up-to-date knowledge of programs, services, policies, and procedures for admissions, registration, and student records. Provides information to potential service users, including topics such as assessment, graduation, and transfer.
  • Evaluates, maintains, and corrects student biographical and academic records in compliance with educational codes and Family Education Rights and Privacy Act (FERPA),
  • Trains and assists student and short-term employees to use student information systems, local databases, third-party systems, and office procedures.
  • May assist in representing the college at local, regional, and national events and/or other external agencies/organizations.
  • 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.
Admissions and Records:
  • Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.
  • Assists with analyzing and evaluating 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.
  • Processes late registration and enrollment changes, ensuring accurate posting of student drops, enrollment changes, and fees collected or owed.
  • Receives and processes routine requests from students, agencies, and employers for enrollment verifications and transcripts. Securely fulfills transcript requests for outgoing/transferring students and remits documents. Researches and locates archived documents for former students.
  • Verifies class enrollment status for students and faculty members.
  • Issues and processes instructor records. Researches discrepancies and informs instructors of enrollment changes as needed.
  • Provides faculty members and other staff with pertinent information about and procedures for recording attendance, grades, and class deadlines, etc.
  • Receives, counts, and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.
  • Adjusts student fee records based on class schedule changes. Responds to information by departments, external agencies, and organizations to keep them apprised of current college education expenses for their clients.
  • Assists in reviewing applications and other information and certifies student enrollment status for Veteran Administration (VA) benefits. Helps students understand and navigate various education benefit options and provides necessary forms. Reviews completed forms for accuracy and completeness and process student certification, unit changes, and VA paperwork related to educational benefits.
  • Posts receipts to student financial records, prepares and creates invoices specific to individual students for unpaid balances. Audits and updates refund reports.
  • Processes, verifies, and reconciles third-party billing and payments. Acts as a liaison with institutional and external accounts receivable/payable offices. Facilitates crediting of payments to students and third-party contracts.
  • Processes and facilitates learning contracts, including contracted studies, directed studies, and audits. Serves as the liaison between the instructors, division office staff, and deans.
  • May maintain records of student attendance, instructor drops, and grades.
  • May process grade changes, substandard grade exclusions, and petitions for academic renewal. Notifies students of approval/disapproval. Makes changes to student records.
Evaluations:
  • Reviews and assesses official transcripts from other educational institutions for compliance with transfer policy. Researches and analyzes multiple external sources for course comparability and general education certification. Reviews high school transcripts and standardized test results. Determines equivalency of courses taken at other colleges and institutions. Participates in the maintenance of course articulation and equivalency data in student information system(s).
  • Reviews, processes, and verifies treatment of non-traditional credit requests and pre-requisite clearances. Reviews high school transcripts and standardized test results.
  • Participates in the evaluation of transcripts for general education certification and degree petitions. Determines student eligibility for general education certification to the California State University (CSU) system, Intersegmental General Education Transfer Curriculum (IGETC), and University of California (UC) system. Evaluates graduation petitions for Associate of Arts and Science degrees, general education, and certificate petitions. Prepares and conveys various advising tools, including major/curriculum charts, General Education (GE) guides, and degree audits for students.
  • Provides information to potential service users, including topics such as assessment, graduation, and transfer. Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities. 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.
  • Calculates incoming student cumulative data and grade point average, converting data to semester system if prior educational institution operated on a quarter-system.
  • Records student-specific equivalency exceptions and substitutions in degree audit system and student record system in compliance with Educational Code. Identifies and updates student course repetitions. Performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating degree petitions.


Qualifications and Physical Demands

  • Knowledge and Skills
    • Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.
    • Requires working knowledge of the college’s policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes.
    • Requires basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students.
    • Requires working knowledge of major and course articulation and matriculation concepts.
    • Requires working knowledge of personal computer-based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit.
    • Requires the ability to enter and extract data and reports from student information systems.
    • Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling, and punctuation.
    • Requires knowledge of basic bookkeeping practices and procedures, including cashiering.
    • Requires sufficient math skills to perform business math computations.
    • Requires sufficient customer service skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the District/College.
    • 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 perform assignments in any and all admissions and records processes and sub-processes.
    • Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records.
    • Requires the ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.
    • Requires the ability to compile and evaluate data, prepare reports, charts and graphs from standardized formats.
    • Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment.
    • Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.
    • Requires the ability to compose general and specialized office correspondence, type and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information.
    • Requires the ability to maintain accurate records, file and maintain filing systems, and maintain the confidentiality of private and/or sensitive information.
    • Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.

  • 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 a high school diploma and two 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 the position.
    • Associate’s degree preferred.


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


Conditions of Employment

IN-HOUSE ONLY:
This position is open to internal permanent Coast Community College District (CCCD) employees to apply. External candidates, short-term, professional experts, student assistants, and part-time faculty 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 - permanent, full-time, 12-months per year classified position. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the needs of the department. The effective date of employment will be arranged with the supervisor. (Salary Range EE-114)

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 September 29, 2021. Application materials must be electronically submitted online at http://www.cccd.edu/employment . 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 jobs@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 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 hard copy 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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