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Enrollment Services Associate I - TEMPORARY POSITION

Employer
College of Marin
Location
California, United States
Salary
Salary Not specified
Posted date
Oct 22, 2021

View more

Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Administrative
Salary Band
Not specified
Employment Type
Full Time
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Enrollment Services Associate I - TEMPORARY POSITION

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

Description

NOTE: PLEASE DO NOT SUBMIT AN APPLICATION HERE. TO SUBMIT AN APPLICATION, PLEASE REVIEW THE LIST OF REQUIRED APPLICATION DOCUMENTS BELOW AND SEND THEM TO:

JON HORINEK, Dean of Enrollment Services
jhorinek@marin.edu
(Enter "ESA I - TEMPORARY" in your subject line. Questions may also be directed to Mr. Horinek's email address.)

PRIORITY SCREENING DATE: October 13, 2020
Screening of materials and interviews may be conducted at any point in time as the hiring department desires. Position remains open until filled.

TEMPORARY POSITION Anticipated Start Date: ASAP
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 I performs clerical support that requires independent analysis and execution; complying with district procedures and policies; providing information and/or direction to students, district staff and outside agencies, and communicating with a variety of district and non-district employees. The areas that require this support are technical tasks related to the admissions and registration of credit, non-credit, and community education/not for credit students, financial aid processing, reconciling of applications and related fiscal information, recording and updating, high volume cyclical work flows; may train and provide work direction and guidance to assigned personnel at the same level or lower.

Essential Functions
Assists other associates for the purpose of supporting them in the completion of their Associate II, and III activities, including the enrollment process, financial aid processing, maintenance of student records and files, and related student support functions; assist in establishing related time lines and priorities; assure related activities comply with established policies and procedures. Responsible for completeness and compliance with established standards and procedures.

Participate in enrolling students in credit, noncredit and community education courses; process registration, assist with providing 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.

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; participate in the in-person registration functions for day and evening shifts.

Process student financial aid applications for the subsequent review to assess eligibility and authorizing financial aid for students; determine eligibility for the Board of Governors Waiver; enter outside scholarship awards (example: EOPS scholarships).

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, monitor earnings, days/hours, deadlines, maintain and keep current, job descriptions for Work Study Students.

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.

Train and provide direction to Work Study students.

Create, update, and maintain forms in area of assigned responsibility to adhere to established policies and procedures.

Serve as an informational resource to students, personnel, faculty, outside agencies and the public regarding student enrollment, admissions and registration; financial aid processing, respond to inquiries, provide 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 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; 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.

Assist in scheduling, and implementing department operations, activities, projects and services; provide input concerning department 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.

Assist and troubleshoot MyCOM Portal issues and participate in document imaging projects.

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.

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 registration, and District switchboard.

Maintain current knowledge of laws, regulations, policies and application requirements; maintain security and confidentiality of student educational records mandated by FERPA regulations.

Attend and participate in various meetings, workshops and conferences. Present enrollment services information to various groups, as needed.

Other Functions:

Perform related duties as assigned.

Requirements & Desirables
REQUIREMENTS
1.) High school diploma or equivalent; and
2.) Any combination equivalent to: one year increasingly responsible experience working in Admissions & Records, Financial Aid or another 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.

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


KNOWLEDGE OF:
  • 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
ABILITY TO:
  • Participate in department operations and activities including the processing of enrollment forms and applications, 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.
  • Train and provide work direction and guidance to assigned staff at same or lower level.
  • Oversee and participate in the establishing and maintenance of student records and files including enrollment and application information.
  • Collection of and accounting for monies for various student fees.
  • 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 implementation of Enrollment Services 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.
  • 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:

  • 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 clearances.
  • 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 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.
  • REQUIRED APPLICATION DOCUMENTS
    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)


  • Supplemental & Salary Information
    WORKING ENVIRONMENT
  • Office environment
  • Constant interruptions
  • PYHYSICAL DEMANDS
  • 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.

  • WORK SCHEDULE
    Campus: Kentfield
    Full-time Equivalent: 1.0 - Full-time
    Months per Year: 12
    Work Days/Hours:
    Monday - Friday
    7.5 Hours per day
    37.5 Hours per week

    SALARY INFORMATION
    FLSA Status: Non-exempt
    Salary Grade: CSEA 115
    Starting Salary Range: $28.74 - 31.68 per hour (Step 1 to 3). Normal entering step is Step 1.
    Please refer to our Human Resources web site for complete salary schedules.

    NOTE: PLEASE DO NOT SUBMIT AN APPLICATION HERE. TO SUBMIT AN APPLICATION, PLEASE REVIEW THE LIST OF REQUIRED APPLICATION DOCUMENTS BELOW AND SEND THEM TO:

    JON HORINEK, Dean of Enrollment Services
    jhorinek@marin.edu
    (Enter "ESA I - TEMPORARY" in your subject line. Questions may also be directed to Mr. Horinek's email address.)

    PRIORITY SCREENING DATE: October 13, 2020
    Screening of materials and interviews may be conducted at any point in time as the hiring department desires. Position remains open until filled.


    To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/3260189/enrollment-services-associate-i-temporary-position?pagetype=promotionalJobs


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