Position Details
Position Information
Position Title
Admissions & Records Specialist
Job Type
Staff
Department
Admissions & Records
Campus Introduction
About College of the Desert
The College of the Desert, Desert Community College District enrolls approximately 15,000 students each academic year with steady enrollment growth each year. College of the Desert embraces diversity in all forms and the right of all people to have access to quality higher education in a safe learning environment. Designated as a Hispanic-Serving Institution (HSI), College of the Desert administers an array of student programs specifically focused on student support and helping students achieve their educational and career goals. As a two-year college, we offer Associates Degree for Transfer, both in Art and Sciences, Associates Degrees, and Certificates across a wide range of disciplines.
College of the Desert is a district that consists of leadership, staff, and faculty who are committed to enhancing our community through supporting the academic success of all of our students including students of color, students with disabilities, students who are first generation to college, veterans, students of all ages, students with diverse socio-economic backgrounds, "dreamers", and students of diverse sexual orientation and gender expression.
When you join College of the Desert you can expect to be part of a diverse, inclusive, and collaborative community. We provide students with a rich and dynamic learning experience that embraces differences, emphasizes collaboration, and engages students in and out of the classroom. We are committed to ensuring that College of the Desert is a welcoming place for the success of all students.
Interested in learning more about College of the Desert and the Coachella Valley? Visit the links below.
- The Community - Coachella Valley
- College of the Desert
Who We Want :
College of the Desert is seeking individuals from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. As such, we prioritize individuals who fully demonstrate their understanding of the community we serve, the benefits of diversity in a professional and educational setting, and values creating a culture that brings people together. A successful candidate will value working in a collegial, collaborative environment that is guided by a commitment to inclusion, student education, and equity. An equity-minded individual is a person who already does or has demonstrated the desire to :
Understand the importance of holding ourselves accountable as faculty, staff and leadership for closing equity gaps and engaging in equitable practices;Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;Encourage positive race-consciousness and embrace human difference;Reflect on institutional and teaching practices and aim to make them more culturally responsive; andStrategically build buy-in and participation among colleagues for equity-related initiatives.Basic Function
BASIC FUNCTION
Under the direction of the Director, Admissions and Records, coordinate and perform specialized duties related to admissions, registration, evaluation, residency, special student applications and maintenance of student records requiring knowledge of State requirements affecting District funding; provide work direction in related areas to assigned staff.
Additional Position Information
Employment Status
Bargaining Unit PositionRange 13Schedule & Location
This position is scheduled 40 hours per week, 12 months per year.The schedule is Monday - Thursday, 8 : 00 a.m. - 6 : 00 p.m. & Friday, 8 : 00 a.m. - 12 : 00 p.m.The primary location is Palm Desert Campus.The schedule and location is subject to change based on District need.Frequently Asked Questions :
For additional information, click here : Recruitment - Frequently Asked QuestionsFor information on qualifications for travel reimbursement for interview candidates, please refer to the "Applicant Travel Expense" portion of the Administrative Procedure 7400 on pages 7 & 8.PLEASE NOTE :
Employment is contingent on residence in California.Applicants must be authorized to work for any employer in the U.S.College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.Representative Duties
REPRESENTATIVE DUTIES
Essential Duties
Oversee and provide admission, registration, and enrollment support for a variety of special programs; coordinate the processing and reviewing of admissions applications and other related documents; review for completeness, accuracy, and compliance to state and federal standards; work confidentially with student records.Review and process CCPG appeals and priority restorations with notifications to the students.Communicate in person, telephone, or email with students, faculty, staff, and the public to explain and assist with fees, student records, enrollment, and registration procedures. Notify students of outstanding materials in accordance with District, state, and federal rules, regulations, policies and procedures.Evaluate and determine residency requirements according to state and federal regulations; serve as primary resource person for students on issues of residency; interpret residency legislation to resolve complex visa and amnesty problems; approve or deny residency accordingly. Update residency and rebill students as requested.Process, review, and evaluate requests for registration, enrollment, adds, drops, grade changes, incompletes, repeat courses, and exceptions to assure completeness and compliance to District and state guidelines, policies, procedures, regulations, and laws; grant and document when appropriate; coordinate and disseminate.Process, evaluate, communicate, notify, and guide all Nursing Program applications.Receive transcripts electronically, by mail, or in-person. Evaluate transcripts and build equivalencies into Transfer Evaluation System (TES) and Datatel.Travel to local high schools or off-campus sites to provide information and assistance to potential students; conduct presentations on application and enrollment procedures, assessment testing, orientations, telephone, and online registration and other related information.Process applications for graduation / degree posting, prerequisite and corequisite challenge forms, prerequisite waivers, waitlistMaintain records as appropriate for student transcripts; process one day and 21 day transcript requests; National Student Clearinghouse; EAPP reports in accordance with state and District policies and guidelines.Oversee and maintain the computerized grade and attendance collections system and forms inventory system for class reports and records; maintain student database, printers, and supplies used in grade and attendance reporting; identify and notify instructors who need to submit grades. Prepare folders for instructors, including attendance, census, grades, and permanent class rosters.Train and assist faculty and staff in the operation of the system and equipment; resolve enrollment, grading and attendance problems. Monitor and research positive attendance reporting; prepare and disseminate overdue notices and a schedule of reporting dates according to established procedures. Analyze, research, and resolve questions or concerns related to students on roster, added or dropped classes or other related issues.Receive and audit permanent class and census rosters; organize and maintain class record files on a term basis; follow-up on overdue reports with faculty and supervisors as necessary.Process faculty-initiated grade changes and incompletes; explain grade change policies and guidelines to staff, students, and public; maintain roster and student files with grade changes documentation.Process and maintain student records including social security number, address, telephone, or other changes; update student database and verify accuracy; notify students and file documentation.Evaluate incoming transcripts and records for admissions or transfer; determine course equivalencies; convert quarter to semester units; evaluate courses for inclusion on IGETC; update the database; use ASSIST for course evaluation; work with advisors to verify Associate degrees; check for complete courses and unit totals. Review and evaluate academic records and transcripts to determine eligibility for general education (GE) certification and certificate programs in compliance with policies and regulations; post GE certifications to student records; maintain and track records and Degree Audits, assist with graduation exercises as required.Operate a variety of office machines including a computer and related software. Utilize document-imaging equipment for applications, registration forms and a variety of support documentation.Other Duties :
18. Research past student records related to registration, enrollment, or educational progress as requested.
19. Assist in the selection and training of staff, student workers, and others; provide work direction and guidance.
20. Maintain a variety of files, records, and reports. Run queries and reports as assigned.
21. Perform related duties as assigned.
Minimum Qualifications
EDUCATION and EXPERIENCE
Any combination equivalent to : An Associate's Degree in liberal arts or related field and four (4) years' experience working with records in an educational setting.
Preferred Qualifications
Knowledge of
Knowledge of :
Specialized functions, activities, and operations of admissions, enrollment, and registration.State, federal and District rules and regulations related to student residency requirements.General education certification and certificate programs; including applicable Education Code requirements.Modern office practices, procedures and equipment; record-keeping techniques.Operation of a computer and applicable software including word processing, spreadsheets, and email.Data entry techniques.Reporting techniques.Oral and written communication skills.Interpersonal skills using tact, patience and courtesy.Financial record-keeping procedures, methods, practices, and terminology.Understanding of and sensitivity to diversity.Ability to
Ability to :
Perform clerical and public contact work in support of the Admissions and Records function.Operate a computer and assigned software including database management, word processing, spreadsheets, and email.Communicate effectively both orally and in writing.Maintain records and prepare reports.Understand and follow oral and written instructions.Learn, interpret, and communicate policies, guidelines, regulations, and laws to staff, students, and public and exchange information.Prioritize and schedule work.Post and make arithmetic computations and data rapidly and accurately.Operate a ten-key calculator.Meet schedules and time lines.Establish and maintain cooperative and effective working relationships with others.Work confidentially with discretion.Sit or stand for extended periods; bend at the waist, kneel, or crouch.Physical Demands
Working Conditions
WORKING CONDITIONS
Environment : Office environment. Constant interruptions.
Full Time / Part Time
Full Time
Weekly Working Hours
Work Schedule & Hours
Monday - 8 : 00 a.m. - 6 : 00 p.m., Tuesday - 8 : 00 a.m. - 6 : 00 p.m., Wednesday - 8 : 00 a.m. - 6 : 00 p.m., Thursday - 8 : 00 a.m. - 6 : 00 p.m., Friday - 8 : 00 a.m. - 12 : 00 p.m.
Salary Schedule Range
Classified Staff Salary Range 13 : $64,966.68 - $91,407.12 annually
Specific Departmental Needs
Posting Detail Information
Posting Number
25-007
Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Tentative Interview Date
03 / 28 / 2025
Posting Open Date
02 / 07 / 2025
Posting Close Date
03 / 03 / 2025
Open Until Filled
Special Instructions to Applicants
Special Instruction Summary
REQUIRED DOCUMENTS : Applications missing any of the required documents listed will not be considered. The following documents are required at the time of application :
Online Application : Please fill out your online application completely with all requested details.Resume : Must include length of employment (month / year start & end dates) for each employer.Cover Letter : Please address how you meet the minimum requirements for this position and any special qualifications you possess.College Transcripts : For consideration of college coursework, transcripts must be attached. Diplomas will not be accepted in lieu of transcripts.IN YOUR APPLICATION
Professional References must include at least three supervisors and two colleagues. Please include name, title, relationship and current phone numbers. Letters of reference and personal references will not be accepted in lieu of the required professional references.
Salary : $64,967 - $91,407
