Enrollment Services Associate II
- Employer
- College of Marin
- Location
- California, United States
- Salary
- Salary Not specified
- Date posted
- Nov 24, 2021
View more
- Position Type
- Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
- Employment Level
- Administrative
- Employment Type
- Full Time
You need to sign in or create an account to save a job.
Enrollment Services Associate II
Salary: See Position Description
Closing Date:
Job Type: Full time
Location: Kentfield & Indian Valley (Novato) Campuses, CA
Description
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.
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
REQUIREMENTS
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.
DESIRABLE QUALIFICATIONS
- An Associate's Degree
- Fluency in any foreign language is desirable; Spanish is preferred
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:
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.
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 ). 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.
Supplemental & Salary Information
WORKING ENVIRONMENT
- Office environment
- Constant interruptions
PHYSICAL 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.
CLASSIFICATION CATEGORY & RETIREMENT PLAN
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.
WORK SCHEDULE
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
SALARY INFORMATION
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.
SELECTION PROCESS
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
jeid-a06a08ca02797d44abfe560ac38d8e64
You need to sign in or create an account to save a job.
Get job alerts
Create a job alert and receive personalized job recommendations straight to your inbox.
Create alert