Enrollment Services Associate II
See Position Description
Kentfield & Indian Valley (Novato) Campuses,
PRIORITY SCREENING DATE: October 15, 2021
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.
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
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.
Requirements & Desirables
- 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
- 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
- Create, update, and maintain forms in area of assigned
responsibility to adhere to established policies and
- 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
- Provides input to the Enrollment Services III, in the overall
evaluation of operations and activities of assigned
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- Maintain current knowledge of laws, regulations, policies and
application requirements for the department.
- Attend and participate in various meetings, workshops and
- Refers students to social agencies and/or campus services for
the purpose of obtaining more information and/or training,
Perform related duties as assigned.
1.) High school diploma or equivalent;
2.) Any combination equivalent to: three years increasingly
responsible experience including work in Admissions & Records,
Financial Aid or a closely related educational office;
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
KNOWLEDGE, SKILLS & ABILITIES: (Desirable Attributes
- An Associate's Degree
- Fluency in any foreign language is desirable; Spanish is
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
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
Operation of a computer and assigned software
Principles of training and providing work direction and
Oral and written communication skills
Correct English usage, grammar, spelling, punctuation and
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
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
Oversee and participate in the establishing and maintenance of
student records and files including financial aid, enrollment and
Resolve student application, enrollment, registration and staff
issues, conflicts and discrepancies in a proper and timely
Apply and explain applicable laws, codes, regulations, policies and
Assist in the development and implementation of department plans,
goals, objectives, projects, calendars, policies, procedures and
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.
CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to
complete the following:
REQUIRED APPLICATION DOCUMENTS
- In accordance with Federal Law all employees must provide proof
of eligibility to work in the United States.
- Criminal Justice/Fingerprint and Child Abuse Index Services
- 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).
- 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.
- 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.
- 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)
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
- Hearing and speaking to exchange information in person and on
- 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
- Reaching overhead, above the shoulders and
- Generally the job requires 70% sitting, 15% walking and 15%
CLASSIFICATION CATEGORY & RETIREMENT
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.
and Indian Valley Campus (Novato) - remote and
in-person work required
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
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: https://www.schooljobs.com/careers/collegeofmarin/jobs/3235370/enrollment-services-associate-ii?pagetype=promotionalJobs