Admissions and Records Technician, Residency

Ohlone College

Salary: $59,148.00 - $75,528.00 Annually

Job Type: Full-Time

Division: Student Services

Opening Date: 03/04/2024

Location: Fremont Campus

Job Number: 202300088

Department: Student Services

Bargaining Unit: California School Employees Association (CSEA)

Ideal Candidate Statement

The ideal candidate for this position will have:

• A strong work ethic and ability to prioritize multiple tasks and projects to meet deadlines.

• Perform a variety of specialized duties in support of student enrollment.

• Ability to work with diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the College's students, faculty, staff, and community.

• Knowledge of California Ed Code and Title V pertaining to Immigration and Residency Reclassification.

• Ability to interpret and research appropriate inquiries concerning student records and grades.

• Ability to work closely and collaborate with high school administrators and staff as well as college administrators, faculty and staff.

• Proficiency in MS Office suite as well as ability to learn software and database programs;

• Excellent oral and written communication.

• Knowledge of the Family Education Rights and Privacy Act (FERPA).

Position Description

Under the direction of the Administrator, perform a variety of routine and technical duties in support of student enrollment, with unique specialization in residency and immigration; process student grades and input into an assigned computer database; oversee and process student waitlists; assist in the processing of approved petitions, including fee reversals and updating student academic records.

Duties and Responsibilities

• Provides guidance about proper document submission, inspects and verifies validity of immigration documents.

• Collect and meticulously analyze proof of residency documents, including and/or supplemental documents pertaining to residency.

• Provide assistance to students seeking residency in adherence to the Dream Act and AB 540.

• Assess, review and approve/disapprove residency reclassification requests.

• Communicate with students and parents to rectify missing or incomplete documents.

• Provides guidance about proper document submission, inspects and verifies validity of immigration documents.

• Respond to the Admissions main telephone line and assists students, prospective students, parents, staff, faculty, and the public with various questions, concerns, issues, and inquiries.

• Monitors enrollment/degree verification process through National Student Clearinghouse.

• Prepares all enrollment verification requests submitted by students, government agencies, prospective employers, rental agencies, loan deferment companies, and others.

• Communicate with students and parents to rectify missing or incomplete documents.

• Assist in the processing of student transcripts and E-transcripts and prepares pdf copies of official transcripts for scanning.

• Creates files for pending residency request documents for front counter personnel.

• Provides Front counter coverage, as needed to include answering and directing telephone calls or taking messages to appropriate personnel; receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents and the general public.

• Communicate with personnel and outside agencies to exchange information and resolve issues or concerns.

• Input data into an assigned computer system and maintain and/or generate automated records or computerizes lists and reports as requested.

• Monitor and respond to the residency email box to communicate with pending residency reclassifications.

• Work within Next Gen forms to process electronically submitted enrollment verification and residency reclassifications.

• Work with admissions staff to ensure applications are identified and completed in a timely manner.

• Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the College's students, faculty, staff, and community.

• Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.

• Attend a variety of meetings as assigned.

• Perform other related duties as assigned. Knowledge Of:

• CA Ed Code and Title V pertaining to Immigration and Residency Reclassification.

• Admissions and Registration Procedures.

• Immigration Regulations and Impact on Student Population.

• Family Education Rights and Privacy Act (FERPA).

• Cultural Sensitivity.

Skills To:

• Oral and Written Communication;

• Interpersonal Skills using tact, patience, courtesy, respect, and sensitivity.

• Time management using prioritization, self-starting, and planning.

• Attention to detail.

• Operation of a computer and assigned software.

Abilities To:

• Perform a variety of specialized duties in support of student enrollment;

• Communicate effectively both orally and in writing;

• Meet schedules and timelines;

• Prioritize work and set deadlines to ensure all works completed in a timely manner.

• Work in a fast paced team centered work environment.

• Respectfully interact with diverse groups of people.

• Handle and review personal and sensitive documents privately and professionally.

Minimum Qualifications

Any combination equivalent to: graduation from high school supplemented by college-level coursework in communications or related field and two years enrollment or registration experience;

AND

Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Physical Characteristics

This position requires physical abilities needed to work in a standard office setting, including but not limited to: standing and/or sitting for prolonged periods; occasional stooping, bending, kneeling, and twisting; occasional lifting, carrying, pushing and/or pulling light and moderate amounts of weight; operating office equipment which may require repeated fine motor skills (e.g.: keyboard use); and the ability to communicate in written and verbal forms. The position requires vision and hearing in normal ranges (with or without correction) sufficient to operate any assigned equipment and the ability to clearly communicate with others in written and verbal forms.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Elements

• Primarily Office

Required Application Materials: The below items must be uploaded as attachments for your application to be complete and considered.

• Resume/Curriculum Vitae;

• A cover letter addressing the listed desirable qualifications and personal/professional qualities;

• A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant;

• Unofficial copies of all college transcripts. Official sealed transcripts will be required at the time of hire;

• Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position? Foreign Transcripts

Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Here is a list of approved foreign degree evaluations services: https://www.ohlone.edu/sites/default/files/documents/imported/evaluationofforeigndegrees.pdf https://get.adobe.com/reader/

District Statement

Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

EEO Statement

The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment

Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

Immigration Reform & Control Act of 1986

Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

To apply, please visit https://apptrkr.com/5079650

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