Orange Coast College

Admissions & Records Specialist - (Student Equity and Achievement)

Job#: O-003-23

Salary: $54,881.29 - $73,990.89 Annually

Deadline: 8/12/2022 11:59 PM Pacific

Full job description and OFFICIAL application available ONLY at: http://50.73.55.13/counter.php?id=235478

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 – Student Equity and Achievement (SEA) 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 – SEA 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 the interpretation of admissions and student record guidelines and policies.

• Responds to inquiries pertaining to admission 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 set up and can access online and manual database records and resources.

• Extracts and downloads information using standardized queries to prepare reports and audit the 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 the 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 disseminates 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 students and short-term employees to use student information systems, 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.

• 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.

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 process 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 students 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 pre-requisite clearances. Reviews high school transcripts and standardized test results.

• Participates in the 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.

Qualifications and Physical Demands

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

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

• Requires 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 the 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, Experience, and demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion):

The position requires a high school diploma and two years of progressively responsible experience in an admissions/student enrollment function. 

Associate’s degree preferred.

Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

AND

Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.

Licenses and Certificates

May require a valid driver's license.

Note: (D.E.I.A. - Diversity, Equity, Inclusion, Access)

The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continue to strengthen our efforts around diversity, equity, inclusion, and access. 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. (Diversity, Equity, Inclusion, Access) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.

Orange Coast College - Equity, Diversity, and Inclusion