Admissions and Records Specialist Senior (IN-HOUSE ONLY)

IN-HOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.  

About Golden West College 

Located in beautiful Huntington Beach, California, Golden West College is a two-year college, serving over 10,500 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. Additionally, GWC 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 and Accessibility 

At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students, employees, and community populations. Please visit the links below to learn more information about GWC:

• Mission, Vison and Values
• GWC Vision 2030 Comprehensive Master Plan
• GWC Employee-Student Demographics
• Student Equity and Achievement Program 

Summary

Performs specialized transcript evaluations; providing counselors, academic advisors, and students with accurate and current information pertaining to the use of articulated coursework completed at other institutions of higher learning. Prepares, evaluates, and forwards articulated lower division coursework satisfying general education requirements, including transfer courses taken at other colleges. Performs student graduation checks and evaluates transcripts for acceptability for various college degree and certificate program requirements. Provides direct support to faculty and administrators in maintenance of institutional attendance accounting and grade records. Ensures student residency has been determined and established; updates all permanent records to reflect current status. Performs the full range of duties associated with certification and processing of student applications for Veterans Administration educational benefits. 

Distinguishing Career Features 

The Admissions and Records Specialist, Senior is a specialized position in an Admissions and Records career path. Admissions and Records Technician is the first level position concentrating primarily on customer transactions and fulfilling requests. Advancement to Specialist requires two years as a Technician, and a demonstrated ability to maintain complete student records that include grades, residency determinations, transfer/degree/certificate status and runs process that calculates student status/academic progress. The Specialist Senior requires at least three years as a Specialist, and recognition as the primary or lead resource in transcript and graduation evaluations, Faculty Services, Admissions and Residency or Veterans Services. The Specialist Senior also requires a demonstrated ability to perform in any admissions and records functions including, but not limited to, admissions, registration, residency determination, veteran services, international students, academic progress, student status, permanent records, attendance rosters and Faculty Services. 

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, Senior serves as a subject matter expert in one or more areas encompassing a portion of these duties, however, is fully capable of performing all of the following:

• Assists in the selection and functional supervision of temporary, short-term, and student employees. Trains employees on various internal and external technical systems. Monitors other employee’s work output and quality of communication.
• Responds to and resolves student and faculty inquiries pertaining to eligibility requirements or procedures of evaluation of credits, graduation and transfer requirements, admissions and residency, registration, permanent records, instructor drops, and grade changes, or veterans’ benefits, including those inquiries from other technicians requiring special expertise and department lead responsibilities. Answers inquiries from students, staff, and the public, and provides technical information and guidance as needed. Addresses escalated and complex issues requiring advanced knowledge. Works to achieve resolution of issues and de-escalate issues as needed. Refers students to other areas of Student Services as appropriate.
• Interprets college policies, and federal and state codes, providing determinations as to whether exceptions are viable and advising on appropriate processes to request feasible exceptions.
• Maintains up-to-date knowledge of and interprets college policies, federal and state laws, Title 5 Code of Regulations, California Education Code, the Attendance Accounting Manual, and federal Veteran’s Administration (VA) regulations, providing determinations as to whether exceptions are permissible and advising students and staff on appropriate processes to request exceptions. Follows appropriate procedures for maintaining compliance with outside agencies. Prepares student files and documentation for annual compliance audits.
• Operates with independent judgment while reviewing and processing student and faculty records, as they relate to assigned area of responsibility.
• Ensures that student records are up-to-date. Maintains student records including updating transcripts, waivers, demographic and vital information, and posting grades and changes.
• Interacts with students, managers, faculty, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
• Answers personal inquiries and telephone calls from students, staff, and the public, and provides technical information and guidance as needed.
• Develops and maintains student records and files.
• Assists other Admissions and Records staff with student enrollment and registration as needed to balance variations in the workflow.

Admissions & Records Residency

• Serves as a lead and subject matter expert for other Admissions and Records staff supporting admissions, residency, and registration. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one on one with students. Assists Director/Manager with process flow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks.
• Analyzes and evaluates residency documents submitted by students to evidence bona fide residence and authenticity. Assesses complex residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.

Knowledge and Skills:

• The position requires in-depth knowledge of District/college policies, procedures, graduation requirements, residency, veteran’s services, permanent records, general education, certification, and course contents.
• Requires in-depth knowledge of the procedures and methods involved in the evaluation of student records and transcripts.
• Requires working knowledge of the content, layout, and codes used by colleges in catalogs, course descriptions, and course numbering systems.
• Requires in-depth knowledge of and skill at using computer-aided student information systems.
• Requires working knowledge of applicable policies and procedures, student record keeping and records accountability requirements, California community college curriculum and course evaluation standards, and State and Federal education codes.
• Requires sufficient language skills to prepare professional correspondence.
• Requires sufficient customer service skills to work productively with staff and students, resolve problems, and explain technical and procedural concepts.
• Requires sufficient math skills to compute sums, portions, statistics, and ratios.
• 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 evaluate student records to determine graduation eligibility and certification of general education requirements.
• Requires the ability to explain and interpret rules, regulations, and policies related to the evaluation of student records.
• Requires the ability to conduct research, interpret, analyze, and evaluate student academic transcripts and course work.
• Requires the ability to maintain positive working relationships with a diverse population of students, faculty, staff, and external contacts.
• Requires the ability to maintain the confidentiality of private and/or sensitive information.
• Requires the ability to operate standard office equipment and utilize general and specialized software packages/applications for word processing, spreadsheets, and database maintenance.

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 an Associate's Degree and three 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 this position.
 
Licenses and Certificates:
May require a valid driver's license.

Working Conditions: 
Work is performed indoors where some safety considerations are minimal.

IN-HOUSE ONLY: 

This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.  

This recruitment is for one permanent,  full-time classified, 40 hour per week, 12-month per year position. The normal hours of work are Monday through Friday from 8:00 am to 5:00 pm. The effective date of employment will be arranged with the supervisor.

 

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.

 

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716. 

Application Requirements 

To be considered for employment you must submit a complete application packet at http://www.cccd.edu/employment by the application deadline: 11:59PM Tuesday, February 18, 2025. 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:

1. A complete Coast Community College District Online Employment Application.
2. A Current Resume of professional and educational background and experience.
3. A Cover Letter detailing your experience related to the role.
4. 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).

      

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing jobs@cccd.edu or by calling 714.438.4716.

Pay Philosophy

Coast Community College District, through policies, practices, and other benefit programs, 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 July 1 of each year for all classified employees. (Salary Range EE-115)  

 

Benefits

This position is eligible for the following benefits. Please visit the benefits tab above for additional information.  

• Generous medical, dental, vision and life insurance plans for employees and dependents
• 21 paid holidays
• Cumulative sick leave
• Paid vacation
• Longevity salary programs
• PERS/STRS retirement plans
• Deferred compensation/457 plans
• Employee Assistance Program

Employment Information

• 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.

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.

Salary : $62,921 - $84,831