Admission and Records Technician

Cabrillo College

Salary: See Position Description

Job Type: Full-time (100%)

Job Number: 2023-01745

Closing: 12/11/2023 11:59 PM Pacific

Location: Aptos, CA

Department: Admissions & Records

Employment Opportunity
We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

This full-time, 12 months per year Admissions and Records Technician position under general supervision, performs complex and technical duties in support of the admissions, registra­tion and student records process; reviews petitions and resolves student residency and enrollment issues and discrepancies in student records; generates and reconciles a variety of rosters, reports and records used for student enrollment data and student progress and degree awards; and performs related duties as assigned.

Note: Interviews are anticipated for this position around mid January.
The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term. In the Fall of 2021, 58% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (48%), Multi Ethnic (5%), Asian (2%), Black Non-Hispanic (1%), Filipino (1%), American Indian/Alaskan Native (COMPENSATION AND BENEFITS:

Starting Salary Range:$4,689 to $5,428 per month; plus 5% annual increases up to step 7, maximum initial salary step placement on thehttps://drive.google.com/file/d/1JzgjNN9BDDB28CI-JaxFaI-ouy3PUAEC/view is step 4. Full-time (40 hours per week) assignment, 12 months per year. Monday through Friday, 8:00 a.m. - 5:00 p.m. with evenings and weekends as required.

Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification. Salary is subject to proration based on the beginning date of assignment. Cabrillo is unable to sponsor work visas.

Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefitshttps://www.cabrillo.edu/human-resources/benefits/ on the HR webpage for more information.

Work-Life Balance:

This opportunity is a full-time assignment, 12 months per year. https://drive.google.com/file/d/1pCvdkRQfzQlvS3ND1Biq9bGeQr5xas6W/view:

• Twelve (12) days vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10)

• Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually

• Nineteen (19) paid holidays annually

• Five percent (5%) Longevity award annually after ten (10) years of service with increases to fifteen percent (15%) at twenty (20) years

• Professional Growth educational incentive program

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

Examples of Duties
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Assists current, returning and prospective students in person, over the phone or via email with a wide range of admissions, enrollment, registration, payment, and access to official records paperwork and activities; explains deadlines and requirements; provides general information about the District, finan­cial aid and scholarship programs; provides instruction and assistance to students regarding technical processes, e-forms and password resets; responds to and resolves difficult and sensitive inquiries and complaints.
• Provides technical assistance and guidance to students in the interpretation, clarification and appli­cation of District and California Education Code enrollment and registration regulations, guidelines, procedures and policies.
• Researches, reviews, processes and/or approves a variety of student petitions including residency, course eligibility, fee modifications and waivers, and changes in academic records; makes complex residency determinations; reviews and processes documentation such as immigration documents, visas and Permanent Resident documents submitted by students in support of claims for California residency as well as AB 540 Non-Resident Tuition Exemptions.
• Maintains and assists with auditing and reconciling all student supporting documentation to meet retention and audit requirements; maintains and ensures the confidentiality of student documents and records in accordance with the Family Educational Rights and Privacy Act and established District policies and procedures.
• Creates and reconciles a variety of District student records and reports; compiles student data for uploading to the National Student Clearinghouse, National Student Loan Data System and other external databases; works with the Information Technology department to develop database fields and reports, reconcile data and correct transmission processes; makes recommendations on process improvements to increase the accuracy and efficiency of student records processes.
• Assists with Positive Hour and attendance tracking and reporting; reviews attendance data to ensure accuracy in reporting and calculates the hours of student attendance in classes with irregular sche­dules for the purpose of obtaining state funding for the District; follows up with faculty to secure past-due attend­ance data and resolve data discrepancies and inconsistencies; maintains required records and reports.
• Oversees and participates in roster reconciliation; researches and resolves course enrollment-related issues with instructors; verifies and enters grades; makes or authorizes corrections to student records as required.
• Stays current on changes in federal and state law, regulations and processes; identifies changes required in District requirements and procedures; recommends revisions in processing guidelines, procedures and manuals to ensure conformance with new requirements; trains staff on changes in procedures.

As Assigned and Certified:

• Acts as School Certifying Official (SCO) in accordance with the U.S. Department of Veterans Affairs School Certifying Official Handbook; reviews and determines benefits eligibility status; enters data into VA records and databases; monitors student enrollment and course completion to ensure compli­ance with educational plans developed by academic counselors and VA requirements; monitors grades for VA students; prepares correspondence for end-of-term communications, monitors responses and adjusts certifica­tions as necessary; tracks, updates and monitors VA student status regarding priority enrollment; certifies VA students' enrollment status upon request.
• Provides assistance and technical information to students and staff regarding Veterans Administration benefits, enrollment, fees and other applicable information; instructs students on correct procedures for completion of forms, applications, VA processes and enrollment; sends vouchers for books and services; assists veterans coordinator with events, activities and service development.

OTHER DUTIES
• Represents Admissions and Records on a variety of internal committees; may attend statewide and specialized training and conferences.
• Participates in enrollment and registration events.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disabi­lity, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Performs related duties as assigned.

Minimum Qualifications
EDUCATION AND EXPERIENCE

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff, AND
• Graduation from high school or GED equivalent, AND
• At least four (4) years of progressively responsible experience involving admissions, enrollment and student records; OR
• An equivalent combination of training and experience.

Desired:
• Bilingual skill in (Spanish/English).

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:
• Customer service practices and telephone etiquette.
• District student recordkeeping practices and procedures for processing student information and inter­preting input and output data.
• State college and university general education requirements; community college course credit evalua­tion policies and procedures; curriculum, graduation and transfer requirements.
• Practices and techniques of sound business communication; correct English usage, including spell­ing, grammar and punctuation.
• Research methods and procedures applicable to academic records.
• Common issues and challenges facing a diverse population of community college students.
• College rules, policies and procedures applicable to departmental and division operations.
• Basic research methods and analysis techniques.
• Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs and specialized admissions and records databases and systems.
• Federal, state and local work study and financial aid programs and regulations as it relates to area of assignment.
• Applicable sections of the California Education Code, Title V and other applicable laws.
• The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regu­lations and policies governing student records.

Skills and Abilities to:
• Interpret and explain rules, regulations, procedures and policies regarding enrollment, course pre­requisites, registration, transcript evaluation, graduation, and degree and transfer requirements.
• Provide customer service in person, over the phone and via email.
• Comprehend requests for information or assist­ance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Prepare clear, concise and accurate records, data entries, reports and other written materials.
• Maintain the confidentiality of department and student records and information.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use enterprise software, word processing and spreadsheet software at an advanced level and other standard business equipment including imaging systems.
• Establish and maintain effective working relationships.
• Uphold the District's mission, values and objectives including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS

• A valid California driver's license or the ability to access and use alternative transportation.
• As assigned to process admissions of students under Veterans Administration programs, must obtain and maintain Veterans Administration School Certifying Official (SCO) certification.

Additional Information

Application Process:

• Complete application and answer all supplemental questions; provide detailed information to aid in determining if the minimum qualification requirements have been met

• Attach resume

Please note: All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants

Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including cover letters and letters of recommendation) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.

Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation/demonstration may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through yourhttps://www.governmentjobs.com/

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at mailto:cabrillohr@cabrillo.edu.

To apply, please visit https://apptrkr.com/4814264

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