Director of Admissions and Records

Director of Admissions and Records

San Joaquin Delta Community College District

Job Number: 2200000F

DESCRIPTION

Oversee management of the daily operations of the Admissions and Records department, including oversight of admissions, registrations, transcripts, evaluations, awarding of certificates and degrees. Maintenance of computerize databases, student recordkeeping and reporting for the District, including maintaining compliance with state and federal regulations and local policies and procedures and recommending revisions as appropriate; planning and directing all procedures related to the registration and admission of students; development and implementation of processes that support the Admissions and Records Office. Oversee the management of the International Student Program at San Joaquin Delta College; serve as a Designated School Official (DSO). Serve as the Registrar for the college.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative direction from the Dean of Student Services (Counseling, Admissions & Records, Financial Aid).

Incumbents in this classification assign, coordinate, supervise and evaluate the work of others.

RESPONSIBILITIES AND DUTIES

1. Plans, organizes, and oversees daily operation of the Admissions and Records Office (including admissions, CCC Apply, high school concurrent enrollment, Student Information System, evaluations, registration and enrollment, degree audit, awarding of degrees and certificates and department software systems); ensures that operating practices and procedures are in compliance with district regulatory requirements. Authority to make independent decisions.
2. Provides leadership in the creation and implementation of the district strategic plan for the admissions and records functional areas in collaboration with the Dean of Student Services by collaboratively working to establish and implement goals; develop Student Learning Outcomes (SLOs) for Admissions, Records, and Evaluation; monitors assessment outcomes, develops data driven improvement plans based on metrics and measurable analytics; works collaboratively on program review, accreditation, and college related reports,
3. Supervises, trains, and evaluates the performance of assigned staff; interviews, selects employees, and performs disciplinary action in accordance with policy and labor contracts; makes recommendations and evaluates department staffing needs.
4. Certifies general education requirements for students transferring to colleges and universities. Verifies student requirements for graduation and transfer.
5. Assesses coordination of approved curriculum as it interfaces with student registration processes to ensure that prerequisites are properly functioning.;
6. Establish and define student record holds as it pertains to registration and enrollment.
7. Manages records processes including transcripts, verifications of enrollment, subpoenas, petitions, grade changes and incompletes; resolves issues.
8. Consults and collaborates with the Information Technology (IT) Department to provide technical expertise to ensure that the Student Information System is functioning with accuracy. Recommends technical updates and implementation to create efficiency in processes. Investigates, troubleshoots, streamlines, and resolves data issues to assure data integrity related to MIS submission, State apportionment 320 report, and other critical state and federal audits by mandated deadlines. Exercises judgment and makes independent decisions related to the efficiency of processes and procedures as warranted by identified errors or problems.
9. Interpret and explains complex State and Federal laws, regulations, Board policies, administrative procedures, rules, and statewide initiatives to students, staff, faculty, and administration regarding student records, grading, graduation, probation and dismissal in accordance with California Community Colleges Chancellor's Office mandates, and compliance with Title 5 and the State Education Code.
10. Responsible for the coordination of a variety of student petitions, including residency reclassification appeals.
11. Plans, researches, monitors, recommends, submits and makes independent decisions related to annual budgets and expenditures for assigned areas including the collection of tuition and fees, and fee credits. Track and submit justifications for service expenses, supplies, and equipment in accordance with established regulations and district policies.
12. Directs and Coordinates the International Student Program, including budget management, staff supervision and evaluation, program review, and learning outcomes. Serves as the Designated School Official (DSO) for the Student and Exchange Visitor Information System (SEVIS) certification and reporting for the International Student Program. Collaborates with the Department of Homeland Security on immigration issuance of visas to prospective international students.
13. Coordinates the development of the academic calendar, college catalog, priority registration schedule, parts of the schedule of classes, and the commencement program.
14. Interprets and implements federal and state regulations and legislation governing Admissions and Records; maintains current knowledge of regulations and state reporting requirements related to Admissions and Records, international students, veteran student requirements and AB 540; develops and implements policies and procedures to comply with changes in regulations and laws to avoid institutional liability.
15. Serves as the District Registrar, the FERPA Compliance Officer, and custodian of student records. Directs the maintenance of student academic records; provides for the security, confidentiality, retention, and destruction of records; supervises staff access to and the release of student information in compliance with the FERPA (Family Educational Rights and Privacy Act) for the purposes of access, protection, and confidentiality. Oversees, verifies, processes, and responds to requests made in conjunction with the Solomon Amendment and subpoenas.
16. Supervises staff's access to privacy information and the release of student information in compliance with the Family Educational Rights and Privacy Act (FERPA); resolves breaches of security in a timely and efficient manner; directs training activities to ensure FERPA compliance. Coordinates internal and external audits with District's auditor to ensure compliance with registration, residency, concurrent enrollment, and student accounts.
17. Serves as the technical expert on District participatory governance committees related to enrollment management/student services and workgroups formulated to make recommendations or changes to improve registration processes or related functions that promote student success and completion.
18. Oversees the collection and maintenance of rosters and grades from faculty ensuring completion by applicable deadlines. Assists faculty as needed with corrections, changes, and other issues.
19. Collaborates with the Webmaster to ensure accuracy and currency of web pages related to Admissions and Records.
20. Monitors changes in education code, regulations and technology that may affect District or departmental operations; implement policy and procedural changes.
21. Perform other related duties as assigned.

Knowledge of:

• Pertinent federal, state and local laws, codes and regulations including Title 5 and the California Education Code requirements and federal requirements for student residence, grading, Testing, admissions, records, curriculum, and general education.
• Policies regarding student admissions, registration, records and transcript requirements.
• Effective interpersonal skills
• Principles of supervision, training, office management and conflict resolution.
• Computer systems and software applications, Microsoft Word, Excel, and rules that relate to admissions, registration, records management, and retention
• Local, state and federal laws and regulations pertaining to admissions and records, including the Family Education Rights and Privacy Act (FERPA) regulations.
• Department of Homeland Security (DHS, United States Citizenship and Immigration Services (USCIS), and Student Exchange and Visitor Information System SEVIS regulations and procedures that govern International Student Programs.
• Computer systems and software applications related to Admissions and Records, transcript evaluations, certificate, and degree awarding.
• 
  Ability to:
  
  
• Interpret and apply Title 5, California Education Code, FERPA, and related state and federal laws regarding Admissions and Records.
• Interpret and apply federal laws regarding the International Student Program.
• Evaluate and assess processes, policies, and procedures.
• Lead and motivate a team to ensure high performance and a customer service-oriented work environment. Model and foster in staff excellent customer service skills.
• Resolve complaints, create solutions, and apply appropriate conflict resolution strategies.
• Employ critical thinking to analyze, interpret complex situations, policies, procedures, and regulations; ability to explain complex information to others
• Provide leadership and stimulate cooperation among the staff.
• Supervises, evaluates, and trains staff.
• Establish and maintain cooperative and effective working relationships with students, faculty, staff, administrators, and external community partnerships.
• Communicate effectively both orally and in writing.
• Analyze data and prepare evaluative reports.
• Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.
• Support the District in achieving its mission, vision, and strategic goals as appropriate in carrying out the duties of this position.
• Focus on student success, service excellence, and willingness to assist colleagues District-wide, as needed.
• Works independently; exercises sound judgement and analytical skills for decision making.

Education and Experience Requirements:

Education

Bachelor's degree from an accredited college or university in education, psychology, sociology, business administration, public administration, student services administration or related field.

Experience

Five (5) years of progressive experience in an admissions/enrollment, records, or student services related function; and two (2) years in a leadership capacity, or management or supervisory experience.
Additional Information

• Minimum Salary: US Dollar (USD) 114,429
• Maximum Salary : US Dollar (USD) 136,634
• External Closing Date: Feb 26, 2022
• External Opening Date: Jan 21, 2022

Location: Stockton, California, United States
To be considered for this position please visit our web site and apply on line at the following link: https://deltacollege.referrals.selectminds.com


The San Joaquin Delta Community College District provides access to its education programs and activities and makes all employment decisions without regard to national origin, religion, age, sex, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or any other legally protected category. The District’s prohibition against sex and gender discrimination includes sexual harassment and sexual violence.

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