What are the responsibilities and job description for the Admissions and Records Specialist Senior (IN-HOUSE ONLY) position at Coast Community College District?

Salary : $62,921.31 - $84,830.85 Annually

Location : Huntington Beach, CA

Job Type : Classified Staff

Job Number : G-020-25

Division : Golden West College

Department : Enrollment Services

Opening Date : 01 / 31 / 2025

Closing Date : 2 / 18 / 2025 11 : 59 PM Pacific

Definition

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 , 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.

Qualifications and Physical Demands

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.

Conditions of Employment

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 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 :

A complete Coast Community College District Online Employment Application.

A Current Resume of professional and educational background and experience

A Cover Letter detailing your experience related to the role.

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

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.

Additional Information

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. We 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, .

Coast Community College District Title IX :

https : / / prod.cccd.edu / employees / hr / title9 / index.html

This direct link 2024 Coast Community College District Annual Security and Fire Safety Report is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018 - 2021 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.

Comprehensive Medical, Dental and Vision

We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance.

Benefits are available to regular permanent employees working 20 or more hours per week. Benefits are not available to temporary or short term employees.

District-paid Life Insurance The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits

Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans

A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession

Professional Development Programs

The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves

Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and / or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate

The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel

Vacation

Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave

All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays

The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave

Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations

Pension Plans

The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.

Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan is available to retirees and their spouses after age 70.

Annuities

The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union

The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

This recruitment is only open to current employees of the Coast Community College District. What is your current title and employee ID?

In your experience, what specific efforts have you made to reduce barriers to student enrollment and increase opportunities for students to register in classes?

How have you applied a student-centered approach in your work, specifically within the context of admissions and records?

Please provide specific examples related to case management applications or other relevant experiences.

Required Question

Salary : $62,921 - $84,831

Apply for this job

Receive alerts for other Admissions and Records Specialist Senior (IN-HOUSE ONLY) job openings

Admissions and Records Specialist Senior (IN-HOUSE ONLY)

What are the responsibilities and job description for the Admissions and Records Specialist Senior (IN-HOUSE ONLY) position at Coast Community College District?

What is the career path for a Admissions and Records Specialist Senior (IN-HOUSE ONLY)?

Job openings at Coast Community College District

Not the job you're looking for? Here are some other Admissions and Records Specialist Senior (IN-HOUSE ONLY) jobs in the Costa Mesa, CA area that may be a better fit.

We don't have any other Admissions and Records Specialist Senior (IN-HOUSE ONLY) jobs in the Costa Mesa, CA area right now.

AI Assistant is available now!