Director, Admissions and Records
Salary: $120,672.60 - $178,287.00 Annually
Job Type: $ATSJobType$
Job Number: 6084-m-04/22
Closing: 6/6/2022 12:59 PM Pacific
Location: Visalia/Tulare/Hanford, CA
Department: Matriculation
Division:
General Description
Under the direction of the Dean of Student Services, the Director
of Admissions and Records (A & R) ensures efficiency and
compliance for all processes pertaining to a student's record from
application to graduation. The Director of A & R will provide
vision, leadership, direct supervision and professional development
for office staff. The A & R Director provides a high level of
technical support in daily workflows, planning, coordinating,
organizing, directing the operations and activities within this
unit. The Director maintains a high degree of collaboration with
College of the Sequoias District stakeholders including student
services, faculty, administration, institutional research,
technology, students and a wide variety of committees.
Additionally, the Director will dual supervise employees and
collaborate closely with Tulare and Hanford Campus Provosts to
ensure equitable services.
Job Duties
Areas of responsibility include:
Plans, organizes, and oversees daily operation of the
Admissions and Records Office (including admissions, CCC Apply,
high school dual/concurrent enrollment, Student Information System,
grades, petitions, 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.
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
Service Area Outcomes (SAOs) 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,
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.
Certifies general education requirements for students
transferring to colleges and universities. Verifies student
requirements for graduation and transfer.
Assesses coordination of approved curriculum as it interfaces
with student registration processes to ensure that prerequisites
are properly functioning.
Establish and define student record holds as it pertains to
registration and enrollment.
Manages records processes including transcripts, verifications
of enrollment, subpoenas, petitions, grade changes and incompletes;
resolves issues.
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 excellent judgment
and makes appropriate independent decisions related to the
efficiency of processes and procedures as warranted by identified
errors or problems.
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.
Responsible for the coordination of a variety of student
petitions, including residency reclassification appeals.
Plans, researches, monitors, recommends, submits and makes
independent decisions related to annual budgets and expenditures
for assigned areas including the posting of fees. Track and submit
justifications for service expenses, supplies, and equipment in
accordance with established regulations and district policies.
Coordinates the development of the academic calendar, college
catalog, priority registration schedule, parts of the schedule of
classes, and the commencement program.
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.
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.
Supervises staff's access to privacy information and the
release of student information in compliance with the 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.
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 through an equity lens
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.
Collaborates with the Webmaster to ensure accuracy and currency
of web pages related to Admissions and Records.
Monitors changes in education code, regulations and technology
that may affect District or departmental operations; implement
policy and procedural changes.
Prepare and present governing board matters, reports, and
action items related to areas of responsibility.
Represent the college in District and State-level activities
related to dual enrollment and related programs.
Interpret and perform assignments in compliance with pertinent
federal, state and local laws, and contractual eligibility
regulations for the dual enrollment program.
Chair or serve on various college committees and participate in
professional organizations as appropriate.
Assume other duties normally associated with management.
Qualifications
Education and Experience:
- Master's degree from an accredited institution in a related
area and three to five years of formal training or leadership
experience reasonably related to the administrative
assignment.
Desirable Experience:
- Experience at the high school or community college level is
highly desirable.
Licenses and Other Requirements:
- Valid California driver's license.
Knowledge and Abilities:
Knowledge of:
Understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff.
Principles and practices of leadership, management and
supervision
Purpose, mission and goals of the high schools and community
colleges
District organization, operations and budget
Laws, regulations, restrictions and requirements related to
dual enrollment, articulation, community college curriculum,
college admissions, k-12 education, and other related
programs.
Budget preparation, implementation and administration
Curriculum development, standards, and requirements at both the
high school and community college
Needs, interests, and concerns of various groups of high
school, adult school, and community college students
Principles and practices related to grant administration
Oral and written communication skills
Interpersonal skills using tact, patience, and courtesy
Operation of a computer and assigned software
Provide leadership, direction and support to staff, faculty,
and administrators involved in assigned programs and services
Interpret and apply Title 5, California Education Code, FERPA,
and related state and federal laws regarding Admissions and
Records.
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.
Ability to:
Provide leadership and stimulate cooperation among the
staff.
Establish and maintain cooperative and effective working
relationships with students, faculty, staff, administrators, and
external community partnerships.
Communicate clearly in both oral and written form
Develop and implement policies, procedures, and programs
related to dual enrollment and related programs
Demonstrate sensitivity to and respect for the diverse
academic, socio-economic, ethnic, cultural and disability
backgrounds of community college students and staff
Prepare and administer budgets
Work on multi-projects; meet deadlines
Stay current with trends and technological advancements in
assigned areas of responsibility
Work cooperatively in an environment of shared governance by
maintaining effective working relationships with students, staff
and community organizations.
Interpret, apply and explain district policies and legal
regulations and requirements
Select, assign, orient, train, supervise, counsel, discipline
and evaluate performance of direct subordinates
Work cooperatively with other educational institutions and
agencies (i.e., universities, Chancellor's Office, other community
colleges, county office of education and K-12 schools.)
Interpret collective bargaining agreements
Working Conditions:
Environment:
Indoor work environment.
Travel from site to site.
Multi-project, fast-paced office environment; able to meet
concurrent deadlines.
Physical Abilities
Ability to:
Sit for long periods of time.
Communicate to provide information over the phone and in
person.
Remember key information and concentrate for long periods of
time.
Operate a computer keyboard.
Application Procedure
Applicants must submit the following materials within
their online job application to be considered
- An online job application.
- Equity Narrative Statement (included within the online
application).
- Cover letter describing how you meet the qualifications for
this position.
- Resume.
- Unofficial copies of transcripts of all college/university
work. Official transcripts required upon employment.
For questions regarding this recruitment, please contact Linda Reis
at
lindarei@cos.edu or (559)
730-3867.
To apply, visit https://www.schooljobs.com/careers/cos/jobs/3519547/director-admissions-and-records
COLLEGE OF THE SEQUOIAS COMMUNITY COLLEGE DISTRICT IS AN EQUAL
OPPORTUNITY EMPLOYER: The College of the Sequoias Community College
District is committed to the principles of equal employment
opportunity. It is the District's policy to ensure that all
qualified applicants for employment and employees have full and
equal access to employment opportunity and are not subject to
discrimination in any program or activity of the District on the
basis of ethnic group identification, race, gender, color,
language, accent, citizenship status, ancestry national origin,
age, sex, religion, sexual orientation, transgender, parental
status, marital status, veteran status, physical or mental
disability or medical condition, or on the basis of these perceived
characteristics. jeid-21f73cd34cddac4e84857192a942056d
