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Enrollment Services Associate II

College of Marin
California, United States
Salary Not specified
Posted date
Sep 23, 2021

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Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Full Time
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Enrollment Services Associate II

Salary: See Position Description
Closing Date:
Job Type: Full time
Location: Kentfield & Indian Valley (Novato) Campuses, CA

Open Until Filled

All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the College until the position is filled. This position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

Due to COVID-19 applicants should be prepared that if selected to interview for a position at the College, all interviews will be held remotely.

Diversity Statement:
College of Marin strives to embrace diversity in all forms: it strives to be an Inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.

COM serves a county population of approximately 250,000 residents. Based on 2019-2020 academic year credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (8%), Black/African American (3%), and Multi-racial (6%) students.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

Position Overview
Under the general direction of the Dean of Enrollment Services, the ESA II performs specialized and responsible technical tasks related to: the admissions of credit, noncredit, and Community Education/Not For Credit students; applications for financial aid processing, recording, updating and reconciling applications and related fiscal information; assists in graduation and prerequisite processing; manages high volume cyclical work flows; certifies eligibility for financial aid benefits, and trains and provides work direction and guidance to assigned personnel.

Essential Functions

  • Organize and implement enrollment operations and activities including the enrollment and financial aid process, maintenance of student records and files, and related student support functions; oversee and participate in enrolling students in credit, noncredit and Community Education/Not For Credit courses; process registration, provide information about payment plans, receive petitions and related forms; assure proper processing of adds, drops, college credit program cards, online registration and related transactions via the MyCOM Portal using systems including Banner, EdConnect, and ED Express, Lumens or other enrollment management systems; assist in establishing related time lines and priorities; assure related activities comply with established policies and procedures.
  • Maintain a variety of files and records in the department, security systems and passwords, for the purpose of providing up to date reference and audit trail for compliance. Process student financial aid applications for the purpose of assessing eligibility and authorizing financial aid.
  • Oversee and participate in the review, verification of student admission and enrollment process including applications and related documents; organize and review documents and activities to assure accuracy and completeness of application and enrollment process; schedule and participate in the in-person registration functions for day and evening shifts.
  • In coordination with Fiscal Services, posts incoming external scholarships and reconciles balances between Financial Aid and Fiscal Services.
  • Process Work Study Employees, PAF's, I-9 forms, etc, monitors earnings, days/hours, deadlines, maintains and keeps current, job descriptions for Work Study Students.
  • Review Direct Loan applications, verify completion of promissory note and entrance interview; resolve rejected records.
  • Create, update, and maintain forms in area of assigned responsibility to adhere to established policies and procedures.
  • Train, monitor and participate in the input of enrollment data in the Banner computer system; establish and maintain automated records and files; assures accuracy and completeness of input and output data and related Enrollment Services transactions.
  • Provides input to the Enrollment Services III, in the overall evaluation of operations and activities of assigned responsibilities.
  • Participate in the development and implementation of new technologies within the division.
  • Train and provide work direction and guidance to assigned staff, work study students; assign employee duties and review work to assure accuracy, completeness and compliance with established standards and procedures; assure staff understanding of established processes and requirements; conduct trainings regarding new services, systems and procedures.
  • Serve as an informational resource to students, personnel, faculty, outside agencies and the public regarding student enrollment, admissions and registration; respond to inquiries and provide detailed and technical information regarding related forms, applications, documents, schedules, catalogs, courses, guidelines, requirements, processes, laws, codes, rules, regulations, policies and procedures.
  • Prepare department communications, forms and information between students, personnel, faculty, administrators, educational institutions, governmental organizations, outside agencies and the public; review issues, conflicts and discrepancies in a proper and timely manner; refer issues to management as appropriate.
  • Compile, assemble, review and verify a variety of data and information; oversee and participate in the preparation and maintenance of a variety of records, reports and files related to students, enrollment, applications, financial aid, petitions, positive attendance, credit, noncredit and Community Education/Not For Credit programs, revenue and assigned activities; establish, maintain, distribute and update student files.
  • Review and determine appropriate response to grievances related to the department's policies and procedures; provide input concerning the development and implementation of the department's policies and procedures; participate in the development of procedural documents as needed.
  • Process student grade changes, course inclusions and exclusions and academic renewal, calculate cumulative Grade Point Average and Non-Progress Grade Percentage and determine Academic and Progress Probation and Dismissal. Initiate and oversee the communication related to classroom support functions such as faculty census rosters, add authorization codes, midterm and final grades and positive attendance reporting follow-up.
  • Assist in planning, scheduling, and implementing department operations, activities, projects and services; provide input concerning the department's plans, strategies, systems, processes, standards, requirements, goals and objectives; advise students and staff regarding residency, graduation, fees, financial aid and other related functions as needed.
  • Assist in graduation and prerequisite processing.
  • Athletic Eligibility: Evaluate transcripts and student athlete documentation to determine athletic eligibility in accordance with the California Community College Athletic Association (CCCAA) Constitution and Bylaws; communicate with the Athletic Director, athletes and coaches; review BANNER database and calculate credits and GPA; update athlete's records in the CCCAA website program and forward all documentation to the Conference Commissioner.
  • Veterans Services: Review and evaluate student records to determine eligibility for certification related to Veterans Benefits; disseminate information of Veterans Administration (VA) regulations, VA website, VA program VA-ONCE, and BANNER student database; interpret and apply State and Federal regulations governing the collection of VA benefits; maintain records; act as liaison between students and Veterans Administration.
  • Process International Students admissions such as I-20 generation, and SEVIS reporting.
  • Determine and verify student residency in accordance with Title 5 regulations.
  • Oversee and participate in the preparation, distribution, review, verification and processing of student petitions. Disseminate and verify a variety of forms, application and paperwork related to student petitions; notify students of petition resolutions and implement related recommendations.
  • Assist and troubleshoot MyCOM Portal issues.
  • Process and troubleshoot College of Marin transcript generation; organize and participate in document imaging projects.
  • Oversee the CalGrant and Chaffee programs, assist the Enrollment Services Associate III with parts of the R2T4 and Financial Aid overpayment processes. Refer Financial Aid over awards and students' R2T4 obligations to the Department of Education.
  • Input and update student, enrollment and other data and information in an assigned computer system; establish and maintain automated records and files; initiate queries, extract data and generate student transcripts and computerized reports; verify accuracy and completeness of input and output data.
  • Upload required State files, respond to audit inquiries by the Institution Participation Agreement (IPA).
  • Operate a variety of office equipment including a calculator, copier, fax machine, document imaging system, typewriter, computer and assigned software; troubleshoot and resolve issues with online, fax and telephone system registration, and District switchboard.
  • Maintain current knowledge of laws, regulations, policies and application requirements for the department.
  • Attend and participate in various meetings, workshops and conferences.
  • Refers students to social agencies and/or campus services for the purpose of obtaining more information and/or training, services, etc.

    Other Functions:
    Perform related duties as assigned.

Requirements & Desirables

1.) High school diploma or equivalent; and
2.) Any combination equivalent to: three years increasingly responsible experience including work in Admissions & Records, Financial Aid or a closely related educational office; and
3.) Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

  • An Associate's Degree
  • Fluency in any foreign language is desirable; Spanish is preferred

KNOWLEDGE, SKILLS & ABILITIES: (Desirable Attributes & Skills):

Department operations and activities including the processing of applications and enrollment forms, maintenance of student records and files, and related student support functions.
Technical practices, procedures and techniques involved in the processing of enrollment forms and application and related student registration activities.
College and State standards and requirements concerning student enrollment and registration
Applicable laws, codes, regulations, policies and procedures
Policies and objectives of assigned programs and activities
Customer service and interpersonal skills using tact, patience and courtesy
Operation of a computer and assigned software
Principles of training and providing work direction and guidance
Oral and written communication skills
Correct English usage, grammar, spelling, punctuation and vocabulary
Record-keeping and report preparation techniques
Data control procedures and data entry operations
Basic Mathematic calculations

Schedule, plan, oversee and participate in department operations and activities including the processing of applications and enrollment forms, maintenance of student records and files, and related student support functions.
Facilitate communications between Department personnel with information to meet student and College staff enrollment needs.
Serve as a technical resource to students, personnel, faculty, outside agencies and the public regarding student enrollment, admissions and registration and financial aid.
Train and provide work direction and guidance to assigned staff.
Oversee and participate in the establishing and maintenance of student records and files including financial aid, enrollment and application information.
Resolve student application, enrollment, registration and staff issues, conflicts and discrepancies in a proper and timely manner.
Apply and explain applicable laws, codes, regulations, policies and procedures.
Assist in the development and implementation of department plans, goals, objectives, projects, calendars, policies, procedures and employee schedules.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned software.
Meet schedules and time lines.
Use independent judgment and decision-making skills.
Maintain security and confidentiality of student educational records mandated by FERPA regulations
Initiate and participate in the preparation and maintenance of a variety of records, reports and files.

Prior to employment, the selected candidate will be required to complete the following:
  1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
  2. Criminal Justice/Fingerprint and Child Abuse Index Services clearances.
  3. COVID-19 Vaccination Status: All employees new to the District who access campuses or other District facilities, and/or participate in off-site work in-person for the District, must be fully vaccinated against COVID-19, prior to employment unless approved as exempt due to verified medical or religious reasons (as defined in federal or state laws and regulations).
  4. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
  5. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the ). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
  6. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
  • Cover Letter (cover letter)
  • Resume (resume)
  • STATEMENT: Please provide a response to the following prompt (one page maximum):
  • College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. How would you contribute to College of Marin's effort of enhancing diversity in a meaningful way?

    Supplemental & Salary Information

    • Office environment
    • Constant interruptions

    • Dexterity of hands and fingers to operate a computer keyboard
    • Hearing and speaking to exchange information in person and on the telephone
    • Sitting and/or standing for extended periods of time
    • Seeing to read a variety of materials
    • Bending at the waist, kneeling or crouching to file materials
    • Reaching overhead, above the shoulders and horizontally
    • Generally the job requires 70% sitting, 15% walking and 15% standing.

      Employees in classifications represented by the California School Employees' Association (CSEA) Chapter 196 and are required to comply fully with the CSEA/Marin Community College District (MCCD) Collective Bargaining Agreement. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site. CSEA employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 7% of their reportable compensation on a monthly basis.

      Campus: Kentfield and Indian Valley Campus (Novato) - remote and in-person work required
      Full-time Equivalent: 1.0 - Full-time
      Months per Year: 12
      Work Days/Hours:
      Monday - Friday
      8:30am - 4:30pm (half-hour lunch)
      7.5 Hours per day
      37.5 Hours per week


      FLSA Status: Non-exempt
      Salary Range: CSEA 119
      Starting Salary Range: $31.70 - 34.96 per hour (Step 1 to 3). Normal entering step is Step 1.

      Please refer to our Human Resources web site for complete salary schedules.

      Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.

      To apply:

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