Executive Director, Enrollment Services & Student Support

Chaffey College


Salary: $13,047.00 Monthly

Job Type: Management-Classified

Job Number: 22-23/00090

Location: Rancho Cucamonga, CA

Department: Student Services and Strategic Communications

Closing: 5/4/2023 11:59 PM Pacific

Position Description

Situated on the ancestral homeland of the Tongva Peoples, Chaffey College is one of the oldest community colleges in California and serves a variety of communities, workforce partners, and students. While other community colleges are often named after their geographic area, Chaffey College is named after local innovator, George Chaffey, who, among other things, implemented street lights in the city of Ontario. Like its namesake, we are known for an innovative culture, dynamic environment, and future-mindedness. We remain closely tied to our community and are seeking leaders who will join us in our quest to provide responsive and supportive programming to engage and improve the communities we serve. The entire campus community aspires to consistently fulfill the vision that Chaffey College “improves lives through education.”
Chaffey College celebrates the diverse communities we serve. As a federally recognized Hispanic Serving Institution (HSI) Chaffey's student population includes over 62% identifying as Latinx, 17% White, 8% African-American/Black, 6% Asian, and smaller percentages of Filipino (2.8%), Native American (0.40%), Pacific Islander (0.30%), or decline to state (2.82%). Furthermore, 40% of our students are first-generation college students, and approximately 62% of students are eligible for some form of financial aid. The current student population identifies as 62% female and 36% male with smaller percentages who either decline to state or identify as non-binary. Approximately 5% of Chaffey's students utilize Disabled Programs and Services for support. To support the diverse needs of these populations and their intersections, the College has developed a variety of robust equity-driven efforts in and out of the classroom including the Center for Culture and Social Justice, Panther Care, Turning Point, Success Centers, GPS Centers, and BLOOM training.
Under direction, responsible for enrollment services, associated data integrity, and administrative oversight for Admissions and Records, Assessment, Financial Aid Services, and the Transfer Center; Provide leadership in strategic planning, departmental and systems organization, delivery of services, and management of staff; Coordinate with college and district staff to ensure appropriate functionality of the integrated technology system in support of assigned areas of responsibility.

Responsibilities

• Develop, implement and revise procedures to optimize efficient and effective delivery of admission and enrollment services for students. Create a welcoming gateway to the college, regardless of location or means of delivery through effective practices, commitment to quality student service and achievement of the mission of the institution.
• Oversee the Transfer Center's comprehensive program to promote transfer as a viable option for Chaffey College students/graduates.
• Collaborate with the Director of Financial Aid to ensure compliance and consistency regarding administration and disbursement of federal, state and institutional financial assistance; provide additional oversight for specialized programs including Cal Grant, Direct Loans, Return to Title IV funding, Pell, SEOG, Cal Grants and ACG Grants; oversee the development of internal office deadlines including file processing and awarding deadlines and disbursement dates per the college academic calendar.
• Be knowledgeable with Veterans Affairs regulations, policies and procedures for students applying to use veterans' educational benefits.
• Establish timeline in coordination with other colleges in the district for registration into classes including priority, continuing, new and continuing students. Plan, organize and manage comprehensive operations including prioritization procedures, notification of departments with special programs, assignment of dates via the online application and/or current student status based on units completed, oversee posting of such dates on website.
• Work with Information Technology Services to review and modify the online application import process including email responses to students based on interests, correction of individual student record import errors, resolution of duplicate records and institutional errors, notification of student ID/username/email and matriculation information including specific instructions for specific student groups as needed; notification to non-resident students regarding status; revise communication based on current policies and procedures.
• Manage a system for the accurate registration, recording and reporting of data pertaining to student enrollment, attendance, and grades; provide leadership for all specialized enrollments; ensure that the website through which students register is current and provides clear instructions; advocate for an increasingly intuitive web design and operation.
• Uphold appropriate policies and procedures for concurrent admission of high school students to the college including appropriate criteria for admission, and work with outreach team to ensure communication of such is made to high school principals, counselors and prospective students.
• Assume responsibility and accountability for FTES data monitoring, accuracy, integrity and reporting through compliance with attendance accounting methods and structure of the curricula; ensure compliance with state and federal laws/regulations and district policies concerning student attendance, admissions, grading, census, withdrawal, and drop processes, student fees, records, credit, student petitions, student privacy and other related matters; provide up-to-date procedures for academic and attendance accounting regulations to faculty; ensure collection of faculty data according to prescribed deadlines.
• Maintain a reliable process for achieving accurate current student demographic information including compilation of records, requests for transcripts and enrollment verifications and other requests for student records.
• Interpret, explain and apply applicable sections of California Education Code, Title 5 and federal laws/regulations and district policy; consult with the vice presidents of student services, academic services, and administrative services as appropriate relative to the implementation of these regulations and policies.
• Ensure a reliable process for determination of California residency and eligibility for AB540 fee waivers; provide appropriate avenues by which students flagged as non-residents are able to prove residency where possible, through documentation procedures; maintain residency requirements for students per the CA Education Code and Title 5 regulations; ensure that staff are knowledgeable about residency laws.
• Develop methods for analyzing data related to program participation and student satisfaction; create organizational structures and work processes which facilitate attainment of established program goals and objectives developed through Student Learning Outcomes and/or Student Area Outcomes.
• Propose enhancements of automated systems related to student services and coordinate the system application activities with Information Technology Services; provide technical expertise and input concerning enhancements across areas of responsibility; contribute to long-range District technological planning decisions.
• Analyze budget needs and controls; develop and recommend appropriate budgets; supervise expenditures, maintain fiscal controls and manage area facilities, equipment and maintenance; collaborate preparation and administration of annual program budgets across areas of responsibility.
• Ensure that the college represents itself clearly, accurately and consistently to prospective and current students, the public and its personnel through voicemail, web content, college catalog, class schedules, student/faculty handbooks and other publications as they relate to areas of responsibility; regularly review institutional policies, procedures and publications to insure integrity in all representations about the college's mission, programs and services.
• Maintain student records permanently, securely and confidentially with provision for secure back of all files, regardless of the form in which those files are maintained; enforce the Records Retention Policy in accordance with Title 5 guidelines for records across the position's areas of responsibility; direct and maintain the retention/destruction of student records.
• Coordinate internal and external audits with District's auditor to ensure 100% compliance with registration, residency, concurrent enrollment, and student accounts.
• Provide leadership and training on regulations, policies, and federal laws.
• Communicate with other departments/committees regularly on policies and procedure requirements for programs under the position's responsibility.
• Maintains an understanding of current ideas, research and practices pertaining to the areas of responsibility for this position, through continued study and participating in professional organizations.
• Perform related duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• Master's degree from an accredited institution;
• Minimum of three years administration experience, with at least one year of successful full-time administrative experience in a college admissions and records or student financial services department, is required;
• Supervisory experience;
• Knowledge of:
  • Software utilized in enrollment, financial and reporting purposes;
  • Principles and practices of high school outreach, admissions, records, financial services, student record privacy, Title 5, Education Code and RCCD Board Policies;
  • Effective business and office management operations;
  • Principles of effective supervision, team work and management;
  • Accreditation standards applicable to public community colleges;
  • State and federal laws/regulations.
• Ability to:
  • Understand complexities, organizational structures and service delivery in admissions, financial services and outreach;
  • Demonstrate a capacity to find resolution to problems in a timely manner;
  • Interpret and effectively analyze data related to operations and services;
  • prepare concise records and reports; communicate effectively both verbally and in writing;
  • Establish and maintain effective working relationships with college and district employees at all levels and with members of the community;
  • Envision new work strategies utilizing state of the art technology to support and enhance admissions, records, and cashier's services that will optimize efficiency and production and reduce cost;
  • Devise and implement new and improved registration, enrollment and record-keeping systems
  • Prepare clear and concise reports;
  • Exercise initiative and independent judgment;
  • Maintain current knowledge of guidelines, regulations and applications procedures for a variety of admissions and records processes and reporting requirements;
  • Develop and implement processes and procedures to support changes in regulations, college policies and student needs;
  • Communicate effectively both orally and in writing;
  • Interpret and apply rules and regulations;
  • Collect and analyze data;
  • Prepare reports and make recommendations;
  • Supervise, train and evaluate staff and enforce policies and procedures;
  • Establish and maintain cooperative and effective working relationships with others;
  • Support and assist in the implementation of recruitment programs and high school articulation.
• Clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of a community college environment.

MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge, and abilities.
DESIRABLE QUALIFICATIONS

• Supervisory/management experience in a California community college setting.
• Familiarity with Datatel's Colleague Administrative database or similar fourth-generation software.
• Five (5) years of increasingly responsible experience in admissions and registration including at least three (3) years of experience in a supervisory capacity at the college level.
• General knowledge and understanding of Veterans Administration certification processes and regulations.
• Bilingual-Spanish preferred;
• Satisfy two or more of the following:
  • Has demonstrated knowledge of barriers for Latinx/African American students.
  • Has experience working with Latinx/African American demographics as target audiences.
  • Has interest in developing enrollment efforts for underserved populations.

Additional Information

APPLICATION PROCESSChaffey College utilizes an online electronic application system. The application can be accessed at https://www.schooljobs.com/careers/chaffey. The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.

• Cover Letter
• Resume
• Professional Reference List (Include names, current addresses, phone numbers, and email addresses)
• Copy of Transcripts (Transcripts must indicate degree earned/conferred- photocopies or computer printouts are acceptable. Transcripts of all degrees applicable to meeting the minimum qualifications for this position must be included. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. Official sealed transcripts will be required upon hire.)

International transcripts must be transcribed and evaluated in English by a bona fide evaluation service. Educational requirements must be met on or before the closing date.
CONDITIONS OF EMPLOYMENTThis is a full-time, 12-month, management position, Level II, Range 32 of the Management Salary Schedule with starting salary of Step A, $13,047/month. Effective date of employment will be as soon as a successful candidate is selected and a mutually agreed upon date is determined.

Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job..

EXCEPTIONAL BENEFITS PACKAGE
Health care, dental program, and vision services for employees and eligible dependents; employee life insurance; sick leave; and retirement coverage through the Public Employees' Retirement System (PERS).

The Selection Process
A screening committee will conduct all minimum qualification appraisals as set forth on the announcement and reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant an interview. Applicants selected for an interview will be notified of the time and place of the interview. Interviews are usually held on the Chaffey College campus and are conducted by an Interview Committee. Additional interviews may be required. Reasonable accommodations are provided to persons with disabilities. Should an applicant have a need for an accommodation due to a disability, the applicant should contact the Office of Human Resources. Travel costs related to an interview will be borne by the applicant.

About the College

The College
Established in 1883, Chaffey College is one of California's first colleges. Nestled in the foothills of the San Gabriel Mountains, Chaffey's Rancho Cucamonga, Fontana and Chino campus locations serve students from throughout the Inland Empire. A fully accredited two-year institution by the Western Association of Schools and Colleges, Chaffey College offers associate degrees and vocational and transfer programs in a wide variety of subjects. Most recently named one of the Top 10 community colleges in the nation by the Aspen Institute; Chaffey College remains committed to its mission of improving the lives of its students, faculty, and staff through education.

District
Serving throughout the diverse Inland Empire, Chaffey College provides services to the cities of Chino, Chino Hills, Fontana, Montclair, Ontario, Rancho Cucamonga, and Upland, reaching a population of more than 830,000. The District also recruits from some of the area's top high schools, accepting students from four surrounding districts; Chaffey Joint Union High School, Chino Unified School District, Fontana Unified School District, and the Upland Unified School District.

Curricula
Whether the goal is to transfer to a four-year institution or enter the workforce better prepared, Chaffey College provides its students with the opportunity to take a variety of applicable courses. From taking lower division and general education classes to learning career-technical skills, the college provides its students with the tools needed to succeed during their time at Chaffey and beyond.



To apply, please visit https://www.schooljobs.com/careers/chaffey/jobs/3999317/executive-director-enrollment-services-student-support?pagetype=jobOpportunitiesJobs




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