ADMISSIONS AND RECORDS SPECIALIST/ PETALUMA CAMPUS

Santa Rosa Junior College

Opening Date/Time: Wed. 03/14/18 12:00 AM Pacific Time

Closing Date/Time: 04/05/18

Salary: $3,873.00 - $4,710.00 Monthly

Job Type: Full-Time

Location: SRJC Petaluma Campus: 680 Sonoma Mountain Parkway, Petaluma, California

Department: Petaluma Campus

FILING DEADLINE: Thursday, April 5, 2018

It is the candidate's responsibility to be sure that ALL required materials are submitted by 5:00 p.m. on the filing deadline.

*Candidate selected will need to successfully pass a pre-employment physical examination as a condition of employment (at the District's expense).*

COMPENSATION AND BENEFITS

• Salary Range: $3,873 to $4,710 per month (2017/18 Salary Schedule); maximum initial placement at $4,273 per month (placement within this range is based on assessment of previous experience as documented in application materials).

• Fringe benefits: The District offers a competitive health & benefits package for employees and eligible dependents (benefits are pro-rated for part-time employees).

• Leave/Holiday time: Full-time classified members earn 8 hours of sick leave and start off accruing 8 hours of vacation for each month worked (accrual rate increases after fifth year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (14 holidays/year, pro-rated for part-time employees).

Classified employees are required to become a dues paying member of the Service Employee's International Union SEIU), or pay a service fee.

JOB DESCRIPTION: The Admissions and Records Department at the Petaluma Campus of Santa Rosa Junior College is seeking a qualified individual with demonstrated technical and customer service skills to join an outstanding team of faculty and staff to provide high quality services to our district, our community, and most importantly to our students. Under direction, performs confidential, technical duties in the areas of Admissions & Records; resolves complex issues relating to a specialized area of Admissions & Records; and performs related work as required.

This is a regular, full-time position and will take place on the Petaluma Campus. Generally, work hours will be Monday through Friday, 8:00 a.m.-5:00 p.m. Candidates must have scheduling flexibility to meet the changing needs of the departments. Appointments are contingent upon funding and Board approval.

SCOPE:

The Admissions and Records Specialist completes complex work in a specialized area of the Admissions and Records Office; may provide technical expertise and leadership in specialized areas; recommends office policies and/or procedures; may serve as a lead worker to other Classified staff in the area.

CAMPUS DESCRIPTION:

Santa Rosa Junior College has been offering courses in the Petaluma area for 50 years. The original "Petaluma Center" operated primarily as an evening program until the completion in 1995 of permanent facilities on its current site. The Petaluma Center was granted Campus status by the SRJC Board of Trustees and the California Community College Chancellor's Office in the spring of 1999. SRJC Petaluma currently enrolls nearly 5,000 students in credit and non-credit courses offered day, evening, weekend, and online. Each semester students enroll in approximately 350 course sections in nearly 60 disciplines, including 30 majors and certificates as well as all of the courses necessary for transfer to UC, CSU, or to complete SRJC's general education requirements. A second phase of new construction for SRJC Petaluma was completed in 2008, and a third phase of construction completed in 2009 renovated the original campus. This project tripled the square footage of the campus, added seven new buildings, renovated another three, and expanded outdoor space and parking lots. Another phase of construction, funded by Measure H, will add science facilities and expand/renovate student life and student engagement spaces. The campus offers state-of-the-art technology throughout, including a wireless network, fully mediated instructional facilities, and video-conferencing capabilities. Other unique features of SRJC Petaluma include the Capri Creek restora­tion project, community and permaculture gardens, sustainable design, and an accessible pedestrian and bike trail system with a route that extends around the perimeter of the campus and continues throughout the city of Petaluma. A fall and spring Cinema Series, annual LumaFest community education fair and open house, Veterinary Technology, Digital Media and Water Utility Operations certificates, CISCO certification in CCNA, as well as Networking, IT Support, and Fitness, Nutrition and Health certificates are some of the program offerings unique to the SRJC Petaluma. The campus is also host to SRJC's Gateway to College Academy. This beautiful campus is located only 35 miles north of San Francisco.

Examples of Duties:

KEY DUTIES AND RESPONSIBILITIES:

Examples of key duties are interpreted as being descriptive and not restrictive in nature. 

• Ensures implementation of regulations, policies and procedures and resolves complex issues regarding District requirements, policies and procedures related to Admissions & Records.

• May meet with students and parents and participate in outreach activities to communicate admissions requirements at multiple locations, within the District and off-site.

• Determines eligibility for and processes grade changes, record corrections and enrollment verifications.

• Reviews and advises on petitions to waive college regulations, and processes related requests for refunds and fee reversals.

• Audits student academic records and processes official transcripts.

• Ensures the accuracy and integrity of student academic records by merging duplicate records.

• Reviews roster data for errors and discrepancies and provides updated roster materials to instructors.

• Determines, assigns and removes probation/dismissal status and/or admission holds on student records.

• Interprets and implements Family Educational Rights and Privacy Act of 1974 (FERPA) and Title 5 regulations as they pertain to a student's right to privacy, accuracy and retention of academic records and course repetition requests.

• Composes, edits, and prepares layout for College catalog/commencement program and other various outreach materials.

• Ensures accurate implementation of regulations for the prerequisites program and/or develops and coordinates enrollment process for special programs.

• Serves as liaison with Information Technology to ensure timely and correct data reports and/or program codes.

• Ensures accuracy and completeness of official college documents, such as diplomas and certificates and creates, orders and disperses documents to eligible students.

• Assists in coordination of the annual commencement ceremony.

• Coordinates scanning and imaging processes of student records; determines appropriate documents for imaging in support of evaluation process; provides technical assistance to counselors and staff regarding the imaging system.

• Ensures implementation of Title 5, Attendance Accounting Manual admissions and residency statutory and regulatory guidelines.

• May process admissions applications, monitor application systems for necessary changes and process change forms in student information system; may determine and change residency status to meet admissions requirements.

• May serve as a lead worker to other classified staff in the area.

• May supervise and train student and short-term, non-continuing (STNC) employees.

Minimum Qualifications:

 EMPLOYMENT STANDARDS

ABILITY TO: Work independently; perform complex, admissions, and records tasks; understand and carry out oral and written directions; interpret, apply and communicate the rules, regulations, policies and procedures of the District's Admissions and Records Office; analyze and resolve situations accurately and adopt an effective course of action; operate a computer and accurately enter data into computer database; provide effective customer service; maintain cooperative working relationships; demonstrate sensitivity to, and respect for, a diverse population. 

KNOWLEDGE OF:

Modern office methods and equipment, including standard office productivity software and specialized systems; principles and practices of data management; proper reception and telephone techniques; proper English usage, spelling, vocabulary, and grammar; letter and report writing; techniques in training and directing the work of others. 

MINIMUM QUALIFICATIONS:Candidates/incumbents must meet the minimum qualifications as detailed below, or file for equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would likely provide the required knowledge and abilities. If requesting consideration on the basis of equivalency, an Equivalency Application is required at the time of interest in a position (equivalency decisions are made by Human Resources, in coordination with the department where the vacancy exists, if needed.) 

Education:

Graduation from high school. Associate's degree preferred.

Experience:

Increasingly responsible technical experience (approximately 2-4 years of experience of full-time equivalent experience), including previous experience in a college admissions and records office.

LICENSE OR CERTIFICATE: This classification may require the use of a personal or District vehicle while conducting District business. May require possession of a valid (Class C) California driver's license and an acceptable driving record. 

SPECIAL REQUIREMENTS: Position may require frequent travel to various area high schools, organizations, and community agencies. Ability to lift up to 50 lbs. unassisted. The selected candidate will need to successfully pass a pre-employment physical examination as a condition of employment (at the District's expense).

Supplemental Information:

APPLICATION PROCEDURES:

In order to be given consideration for this position, applicants must submit the following documents by the filing deadline:

• A completed Santa Rosa Junior College Employment Application and responses to Agency-wide Questions. Please provide contact information (phone number and email address) for three professional references.

• If applicable, completed Equivalency Form and supporting documentshttp://hr.santarosa.edu/sites/hr.santarosa.edu/files/ClassEquivApp.pdf https://get.adobe.com/reader/http://hr.santarosa.edu/sites/hr.santarosa.edu/files/ClassEquivApp.pdf https://get.adobe.com/reader/

• A brief cover letter explaining your interest in the position, including how you meet the requirements and are qualified to perform the duties as listed in the "Key Duties and Responsibilities" section of this job announcement.

• Current Resume.

• If applicable, transcripts of all college level course work, including confirmation of degrees (unofficial copies acceptable (both sides), but official transcripts must be submitted prior to hiring). If transcripts are from an institution outside of the United States, applicants must provide a formal evaluation of their foreign degree(s) at the time of application. Contact the Human Resources Department for more information.

• Copy of current good driving record report (within last 6 months).

PLEASE SUBMIT ONLY MATERIALS REQUESTED.

Following the filing deadline, applications which are complete for screening will be reviewed by a screening committee. Approximately 2-3 weeks later, Human Resources will notify you whether or not you have been selected for interview. Those applicants most suitably qualified for the position/pool will be invited to interview with a Screening Committee. The Screening Committee may include representatives from the Faculty, the Administration, the Classified Staff, the Associated Students, and the Board of Trustees.

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Human Resources Department.

MORE ABOUT SRJC HUMAN RESOURCES

PHYSICAL ADDRESS: 1988 Armory Drive

MAILING ADDRESS: 1501 Mendocino Avenue, Santa Rosa, CA 95401

PHONE: (707) 527-4954

FAX: (707) 527-4967

EMAIL: bhodenfield@santarosa.edu

The office is located in the Button Building on the Santa Rosa campus. All documents included in your online employment application become the property of the District. Your employment application for this opening will not automatically be considered for future openings. New employment application(s) must be submitted for each opening.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment):

• In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.

• Must be fingerprinted and have background clearance (at applicant's expense);

• The selected candidate will need to successfully pass a pre-employment physical examination as a condition of employment (at the District's expense); and

• Must take a TB test (once hired and every four years thereafter).

Campus Security Policy and Campus Crime Statistics Act (Jeanne Clery Disclosure)

Sonoma County Junior College District's annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Sonoma County Junior College District; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can read or obtain a full copy of this report by going to http://www.santarosa.edu/police. Paper copies of the full report are available upon request by contacting Police Department Records at (707) 527-4963 or by coming to the Sonoma County Junior College District Police Department located at 2032 Armory Drive, Pedroncelli Center, Santa Rosa Campus.

Equal Employment Opportunity

SRJC attracts and retains the most qualified faculty and staff from diverse backgrounds. This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position/assignment. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the District mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.

The Sonoma County Junior College District does not discriminate on the basis of race, religious creed, color, national origin, ancestry, ethnic group identification, physical disability, mental disability, medical condition, genetic condition, marital status, sex, gender, gender identity, gender expression, genetic information or sexual orientation in any of its policies, procedures or practices; nor does the District discriminate against any employees or applicants for employment on the basis of their age. This non-discrimination policy covers admission, access and treatment in District programs and activities--including but not limited to academic admissions, financial aid, educational services and athletics--and application for District employment.

The Sonoma County Junior College District is an Equal Opportunity Employer.

To apply, please visit: http://apptrkr.com/1188714

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