What are the responsibilities and job description for the Admissions and Records Specialist (19.5hr / wk) position at Coast Community College District?

Definition

ON-CAMPUS - in-person position)

Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as an Admissions and Records Spe ciali st u nder the Student Services Wing, as part of the Admissions & Records Department.

About Orange Coast College (OCC)

Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Orange Coast College (OCC) was founded in 1947 with the mission to serve the educational needs of a diverse local and global community. The College empowers students to achieve their goals by providing high-quality, culturally responsive, and innovative programs and services through pathways leading to degrees, transfers, certificates, foundational skills, workforce development, and lifelong learning. The College promotes student development, learning, and equitable outcomes by fostering a respectful, inclusive, caring, and participatory campus climate of student engagement and academic inquiry.

OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four-year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS). Additionally, OCC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI).

D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism

The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to streng t hen our efforts around diversity, equity, inclusion, access, and anti-racism. Orange Coast College is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.

Orange Coast College - Diversity, Equity, Inclusion, and Accessibility Page
Orange Coast College - Diversity, Equity, Inclusion, & Accessibility Plan (DEIA)

Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative students, employees, and community populations. We currently enroll 17,102 students, the majority of whom are from racially minoritized populations : 36% of OCC's students are Latinx, 2% are African-American, 25% are Asian, less than 1% Native American, 29% are White, and 5% are multiracial.

Orange Coast College Employee-Student Demographic Information

Direct Link : Employee / Student Profile Comparison Dashboard

Department Specifics : About OCC's Enrollment Services Center

The Enrollment Center processes Admissions applications, facilitates registration and manages student financial accounts, processes transcript requests, evaluates student records received from outside Colleges and Universities for credit and course equivalencies, and grants certificates and degrees to students who complete the required courses for those awards. In addition, the Enrollment Center processes residency documents and name change requests, provides student ID cards, and processes FERPA requests. The Enrollment Center provides services to our faculty, including add permits, grade change requests, records retention, assistance with add / drop issues, end-of-term grade processing, etc. The Enrollment Center is the hub of admissions, registration, records, evaluations, and degree awarding.

About the Position

This position is with the Veterans Services department in the Enrollment Center , which focuses on administering Veteran Education Benefits to military veterans and their dependents. Primary focus of this position is validating benefits eligibility and maintaining accurate student records in compliance with federal law set by the Department of Veterans Affairs. Additional duties include, but are not limited to, reviewing program requirements, submitting regular reports to the VA, posting payments, scheduling counseling appointments, communicating with military-connected students in-person and via phone / email, and referring student to other campus resources such as our Veterans Resource Center. This position will also provide support to the Enrollment Center , providing counter assistance to students, and other clerical duties as assigned.

Summary

Performs a variety of specialized technical and clerical tasks in connection with the admission, enrollment, records, transcript evaluation and articulation, and enrollment status. Serves as a technical resource for one or more designated customer service sections with Admissions and Records, providing support to any and all other sections.

Distinguishing Career Features

The Admissions and Records Specialist represents the second level within an enrollment career path requiring demonstrated ability to serve as a subject matter specialist and perform most admissions and records functions that include, but are not limited to admissions, registration, residency determination, student enrollment status, academic progress, transcript evaluation, Faculty Services and Veteran Services. Advancement to Specialist, Senior is based on need and attainment of a high level of expertise in transcript evaluation and articulation, graduation determination, Faculty Services, Veterans Services, Admissions, Residency Determination of complex situations and Registration. In addition, the Admissions and Records Specialist, Senior requires the skills to run complex and technical processes in ancillary and Student Information Systems on a regular basis.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned :

The Admissions and Records Specialist serves as a subject matter specialist in one or more areas encompassing a portion of these duties, however is fully capable of performing all of the following :

General :

Provides technical information on issues pertaining to interpretation of admissions and student record guidelines and policies.

Responds to inquiries pertaining to admissions and enrollment requirements and procedures, including those from other technicians or specialists requiring special knowledge.

Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, residency, student enrollment status, and fees.

Participates in the activities connected with student applications and enrollment, student onboarding, or faculty services. Ensures that customer service stations are setup and can access on-line and manual database records and resources.

Extracts and downloads information using standardized queries, to prepare reports and audit accuracy of student and academic data.

Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.

Apprises supervisor of unusual requests and / or exceptions to procedures regarding assigned area of responsibility.

Serves as point of contact with students and prospective students for services provided by the department. Interacts with other District organizational units to provide students with a comprehensive enrollment package.

Attends meetings or supports committees to provide job related information and disseminate information impacting the department or the college, as assigned.

Composes general office correspondence; responds to inquiries from students, parents and members of the public. Performs other clerical services of a routine nature including, but not limited to filing, data entry, mass mail / email distribution, processing of departmental bulk mail / e-mail, and completing forms.

Scans official transcripts, graduation petitions, residency documents, attendance and grade rosters, and various forms related to admissions and records.

Maintains up-to-date knowledge of programs, services, policies and procedures for admissions, registration, and student records. Provides information to potential service users, including topics such as assessment, graduation, and transfer.

Evaluates, maintains, and corrects student biographical and academic records in compliance with educational codes and Family Education Rights and Privacy Act (FERPA).

Trains and assists student and short term employees to use student information system, local databases, third-party systems, and office procedures.

May assist in representing the college at local, regional, and national events and / or other external agencies / organizations.

Admissions and Records :

Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.

Assists with analyzing and evaluating residency documents submitted by students to evidence bona fide residence and authenticity. Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.

Processes late registration and enrollment changes, ensuring accurate posting of student drops, enrollment changes, and fees collected or owed.

Receives and processes routine requests from students, agencies, and employers for enrollment verifications and transcripts. Securely fulfills transcript requests for outgoing / transferring students and remits documents. Researches and locates archived documents for former students.

Verifies class enrollment status for students and faculty members.

Issues and processes instructor records. Researches discrepancies and informs instructors of enrollment changes as needed.

Provides faculty members and other staff with pertinent information about and procedures for recording attendance, grades, and class deadlines, etc.

Receives, counts, and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.

Adjusts student fee records based on class schedule changes. Responds to information by departments, external agencies, and organizations to keep them apprised of current college education expenses for their clients.

Assists in reviewing applications and other information and certifies student enrollment status for Veteran Administration (VA) benefits. Helps students understand and navigate various education benefit options and provides necessary forms. Reviews completed forms for accuracy and completeness, and processes student certification, unit changes, and VA paperwork related to educational benefits.

Posts receipts to student financial records, prepares and creates invoices specific to individual students for unpaid balances. Audits and updates refund reports.

Processes, verifies, and reconciles third-party billing and payments. Acts as a liaison with institutional and external accounts receivable / payable offices. Facilitates crediting of payments to students and third-party contracts.

Processes and facilitates learning contracts, including contracted studies, directed studies, and audits. Serves as the liaison between the instructors, division office staff, and deans.

May maintain records of student attendance, instructor drops, and grades.

May process grade changes, substandard grade exclusions, and petitions for academic renewal. Notifies student of approval / disapproval. Makes changes to student records.

Evaluations :

Reviews and assesses official transcripts from other educational institutions for compliance with transfer policy. Researches and analyzes multiple external sources for course comparability and general education certification. Reviews high school transcripts and standardized test results. Determines equivalency of courses taken at other colleges and institutions. Participates in the maintenance of course articulation and equivalency data in student information system(s).

Reviews, processes, and verifies treatment of non-traditional credit requests and prerequisite clearances. Reviews high school transcripts and standardized test results.

Participates in evaluation of transcripts for general education certification and degree petitions. Determines student eligibility for general education certification to the California State University (CSU) system, Intersegmental General Education Transfer Curriculum (IGETC), and University of California (UC) system. Evaluates graduation petitions for Associate of Arts and Science degrees, general education, and certificate petitions. Prepares and conveys various advising tools, including major / curriculum charts, General Education (GE) guides and degree audits for students.

Provides information to potential service users, including topics such as assessment, graduation, and transfer. Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities. Explains degree requirements, repeatability policies, etc.

Notifies students of evaluation results, advising them of appropriate options to satisfy outstanding requirements, explaining pertinent laws, regulations, policies and procedures, and other degrees and certificates for which they are eligible.

Calculates incoming student cumulative data and grade point average, converting data to semester system if prior educational institution operated on a quarter-system.

Records student-specific equivalency exceptions and substitutions in degree audit system and student record system in compliance with Educational Code. Identifies and updates student course repetitions. Performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating degree petitions.

Performs other related duties as assigned that support the objective of the position.

Required to abide by all District policies and procedures including Board Policy 3050 - Code of Professional Ethics.

Qualifications and Physical Demands

Qualifications

Knowledge and Skills

Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.

Requires working knowledge of the college's policies and procedures for at least these areas : registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes.

Requires a basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students.

Requires a working knowledge of major and course articulation and matriculation concepts.

Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit.

Requires the ability to enter and extract data and reports from student information systems.

Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation.

Requires knowledge of basic bookkeeping practices and procedures, including cashiering.

Requires sufficient math skills to perform business math computations.

Requires sufficient customer service skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the District / College.

VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations and associated practices, processes and procedures.

Abilities

Requires the ability to perform the essential responsibilities and functions of the position.

Requires the ability to perform assignments in any and all admissions and records processes and sub-processes.

Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records.

Requires the ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.

Requires the ability to compile and evaluate data, prepare reports, charts and graphs from standardized formats.

Requires the ability to type / keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment.

Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.

Requires the ability to compose general and specialized office correspondence, type and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information.

Requires the ability to maintain accurate records, file and maintain filing systems, and maintain confidentiality of private and / or sensitive information.

Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.

Physical Abilities

The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.

Essential functions will vary by position.

As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Education and Experience

The position requires a high school diploma and two years of progressively responsible experience in an admissions / student enrollment function. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

Preferred Qualifications

Associate's degree.

Licenses and Certificates

May require a valid driver license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Conditions of Employment

Note : Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment VISA at this time.

ON-CAMPUS - in-person position)

This is a temporary contract, categorically-funded, part-time (19.5 hours per week), 12-months per year classified position. The normal hours of work will be arranged between Monday through Friday from 8 : 00 am to 5 : 00 pm, with the flexibility to occasionally work extended hours and / or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. Benefits are not available to employees working less than 20 hours per week, temporary, hourly, or other short-term employees. (Salary Schedule : EE-114)

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference : BP / AP 5910 )

The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Pay Philosophy : Through policies, practices, and other benefit programs, Coast Community College District delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur on July 1 of each year for all classified employees.

Application Requirements :

Application materials must be electronically submitted online at

http : / / www.cccd.edu / employment to be considered for employment.

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).

A complete application packet includes :

Note : We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.

A complete Coast Community College District Online Employment Application.

Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N / A", or leave blank).

A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Accessibility) . (upload as a separate attachment - PDF recommended).

A Current Resume of professional experience and educational background. (upload as a separate attachment - PDF recommended).

Submit an application online at : http : / / www.cccd.edu / employment Coast Community College District - Human Resources 1370 Adams Avenue, Costa Mesa, CA 92626

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

Additional Information

Selection Procedure

All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note : Possession of the minimum qualifications does not ensure an interview.

Applicants wishing to apply for more than one position must submit separate application materials for each desired position.

Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.

If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense .

During the interview, candidates may be asked to conduct a short oral demonstration / presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical.

Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.

The search committee will rate the candidate's responses to the interview questions, the demonstration / presentation, and the applicable writing exercises and / or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview.

The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.

The campus President will make the final recommendation for employment to the Board of Trustees.

The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement / recruitment.

Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment.

The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.

Employment Information

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

The SELECTED CANDIDATE is required to complete the following prior to employment :

Provide a Certificate of Tuberculosis Exam for initial appointment (Note : The certificate must be renewed every 4 years as a condition of continuing employment).

Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received prior to the first day of employment).

Present original documents for proof of eligibility to work in the United States including a Social Security Card; AND

Participate in a new hire onboarding appointment with an Employment Services Representative.

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators / managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. W e are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

The Coast Community College District is a multi-college district that includes Coastline, Community College, Golden West College , and Orange Coast College . The three colleges offer programs in transfer, general education, occupational / technical education, community services, and student support services.

Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

Coast Community College District Title IX :

https : / / www.cccd.edu / employees / hr / title9 / Pages / Staff-and-Faculty-Resources.aspx

This direct link 2023 Coast Community College District Annual Security and Fire Safety Report (Download PDF reader) is the 2023 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2020, 2021, and 2022 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.

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