Operations Supervisor, Admissions & Records

MiraCosta College

For full details and to apply, go to https://apptrkr.com/5373024

Assignment Category: Regular Position

Position Details:

One regular, full-time, overtime exempt position, 40 hours per week, 12 months per year on the Oceanside Campus. The normal work schedule will be Monday through Friday, 8:00 am – 4:30 pm, with occasional after-hours support for projects. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

The first-level interviews with the screening and interview committee will be conducted via Zoom. The second-level interviews may be in person or via Zoom.

REMOTE WORK :

MiraCosta College believes that flexible work enables employees to achieve a more successful balance between work responsibilities and family life. The District offers the opportunity to telework (remote work) for certain positions, depending on the operational needs of the District and the provisions of the telework policy. Probationary and temporary employees are not eligible to telework unless approved by the appropriate vice president. No employee is guaranteed the right to telework. No employee shall be authorized to telework 100% of the time; regular, on-campus presence is expected for all District employees on a weekly basis.

RESIDENCY REQUIREMENT :

MiraCosta College Board Policy 7800: Employee Residency requires all classified staff, administrators, and temporary/hourly short-term employees to maintain and permanently reside in a principal place of residence in the state of California that is within two-hundred (200) road miles from the employee’s regularly assigned district worksite. The purpose of the policy is to promote efficiency and continuity throughout all campus administrative functions, provide students with high-quality assistance and accessibility to all academic and campus services, ensure that students receive an engaging education, and respond to emerging student needs.

The District may consider an individual request to temporarily reside outside of the State of California or outside the 200-mile limit on a case-by-case basis, not to exceed twelve consecutive months.

Salary Range: 27

Compensation: Starting at $84,027.00 per year (range 27, step 1), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice via electronic fund transfer.

Benefits:

MiraCosta College offers an array of benefits to eligible employees.

• The district pays 100% of the cost of medical, dental, and vision insurance for eligible employees and dependents

• $100,000 life insurance policy

• Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA )

• Vacation, sick leave, and up to 18 paid holidays

• State pension system retirement benefits (CalPERS)

• Free and confidential employee assistance program

• Wellness Program

• Participation in the District’s Early Retirement Program

• Professional Development Opportunities

• Tuition fee reimbursement

• https://www.miracosta.edu/academics/degree-and-certificate-programs/social-and-behavioral-sciences/child-development/child-development-center/index.html

Position Term in Months: 12

Application Procedure:

In order to be considered for this position, you must submit the following documents directly in the online system, finish applying, and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter describing your experience and education supporting your qualifications for this role, including your supervisory and evaluator experience. Explain your familiarity with degree audit systems, detailing specific systems used and your role in maintaining them.

4. Transcripts of college coursework that provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to https://www.ctc.ca.gov/credentials/leaflets/foreign-transcript-evaluation-(cl-635). Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position. 

Basic Function:

Under general supervision, provide leadership and direction to Academic Records Evaluators and oversee the graduation and transcript evaluation processes. Act as a liaison to Counseling, collaborating on student support and program alignment. Maintain degree audit and transfer credit systems. Evaluate student records and transcripts from other institutions for degree completion, general education requirements, and athletic eligibility. Serve on the Courses and Program Committee and Commencement Advisory Committee. Compile reports for the annual commencement ceremony and other end-of-year events, and perform other duties as assigned. 

Distinguishing Characteristics:

Essential Duties & Responsibilities:

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.

Supervisory Responsibilities:

1. Recruits, interviews, recommends hires, and trains staff.

2. Oversees scheduling, assignments, and the daily workflow of the department.

3. Provides constructive and timely performance evaluations.

Duties/Responsibilities:

4. Exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

5. Oversee program budget; make purchases and other expenditures in accordance with district procedures; monitor performance against the annual budget; prepare and maintain a variety of records and reports.

6. Provide day-to-day leadership to ensure a high-performance, service-oriented work environment that supports achieving district and division mission, objectives, and service standards; enforce the maintenance of safe working conditions and ensure work practices are followed by staff in accordance with district human resources policies and labor contract agreements.

7. Monitor department staffing needs and work with department managers to ensure coverage; maintain regular reports on appointment usage and attendance; develop and coordinate program scheduling system.

8. Act as liaison with other district/campus programs and community organizations; coordinate program activities and services to serve all campus locations.

9. Interpret and analyze data to assess program effectiveness; make recommendations for program improvement; evaluate data to advance department and related programming; lead and participate in the implementation of software system changes and updates; develop and deploy learning outcomes.

10. Apply, interpret, explain, and enforce federal, state, and institutional requirements, policies, procedures, related information, and requirements to students and the public; work in collaboration with others to resolve issues.

11. Provide reports for staff, faculty, and others; provide data and reports to the research office; provide explanatory information where needed; maintain confidentiality of applicable records.

12. Address complaints, concerns, or issues, conferring with others inside and outside the department to determine appropriate actions and/or resolutions. 

Other Duties:

1. Represent assigned department on various committees and at relevant meetings.

2. Create a communication plan to promote the services of the program.

3. Engage in ongoing professional development towards high-impact and equity-minded learning and practices.

4. Collaborate with a variety of departments to deliver optimal services to students, staff, and faculty and to streamline policies, processes, and systems.

5. Perform related duties as assigned. 

Knowledge Of:

• Knowledge of district practices and procedures for budgeting, purchasing, and maintaining public records.

• Operate standard business software and district computer applications used in relevant work.

• Principles and practices of sound business communications, including correct English usage, grammar, spelling, and punctuation.

• Safety policies and safe work practices applicable to the work.

• District human resources policies and labor contract provisions. 

Ability To:

• Ability to plan, supervise, assign, review, and evaluate the work of support staff in assigned department.

• Define issues, analyze problems, evaluate alternatives, and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules, and policies.

• Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.

• Coordinate, supervise, and use automated systems to maintain records, collect data, and generate reports.

• Understand, interpret, explain, and apply applicable sections of the state education code, federal regulations, and other applicable laws [including OSHA rules and regulations as appropriate].

• Use tact and diplomacy in dealing with sensitive and complex issues, situations, and concerned people.

• Establish and maintain effective working relationships with all those encountered in the course of work. 

Education & Experience:

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from an accredited four-year college or university with a bachelor’s degree in a relevant field, and at least two years of progressively responsible experience related to program operations; or an equivalent combination of training and experience. Experience in a public agency is preferred.

NOTE : For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications:

• Demonstrated experience providing leadership, direction, and guidance to a team, fostering a positive work environment, and ensuring efficient operations.

• Demonstrated experience in evaluating student records and transcripts from other institutions, ensuring compliance with degree requirements, general education standards, and athletic eligibility criteria.

• Demonstrated technical skills in using and maintaining degree audit and transfer credit systems, with a strong understanding of how these systems support enrollment, evaluation, and admissions processes.

Licenses & Other Requirements:

A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program. 

Physical Effort:

The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending, and stooping; occasional light lifting and carrying of objects weighing 25 pounds or less; ability to work at a computer, including repetitive use of a computer keyboard, mouse, and other control devices; ability to travel to locations on and off campus as needed to conduct district business. 

Emotional Effort:

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone, and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities. 

Working Conditions:

Primarily office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; may work at any district location or authorized facility with occasional evenings and/or weekends on an as-needed basis. Occasional local travel may be requested. 

Posting Number: S23/24067P

Human Resources Contact Information: jobs@miracosta.edu or 760.795.6854

Job Close Date: 07/19/2024

Open Until Filled:

First Screening Date:

Diversity, Equity & Inclusion

MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment that affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. The college’s commitment to inclusion, diversity, equity, and accessibility is expressed in the policy found at https://www.miracosta.edu/office-of-the-president/board-of-trustees/_docs/3400BP-Inclusion-Diversity-Equity-Accessibility.pdf. Click on the following link to view the IDEA website: https://www.miracosta.edu/office-of-the-president/idea/index.html.

MiraCosta College is committed to creating a racially just campus climate. Individuals and their diverse cultures and identities are welcomed, nurtured, and validated. MiraCosta College takes institutional responsibility for closing the equity gap for disproportionately impacted populations including Latinx and Chicanx communities, Black and African American communities, Native Hawaiian and Pacific Islander communities, Native American communities, lesbian, gay, bisexual, trans, queer/questioning, intersex, and asexual (LGBTQIA+) communities, veteran communities, former foster youth, adult students, and students from low socioeconomic statuses. MiraCosta will continue to serve all constituents with values rooted in equity, diversity, inclusion, and community. MiraCosta College’s Mission, Vision, Commitment, and Institutional Values & Goals can be viewed at https://www.miracosta.edu/office-of-the-president/_docs/mcc_mission_statement.pdf.

The college was designated as a Hispanic Serving Institution (HSI ) in 2013. This significant recognition acknowledges our institution’s continuous efforts to support the academic performance and unique needs of Latinx students, many of whom are attending college for the first time or are first-generation. We are a veteran and military supportive institution and an Achieving the Dream Leader College. The successful candidate will join a campus that exhibits its dedication to all students and faculty through offering robust, culturally-responsive events, including speaker series dedicated to heritage month events through the Social Justice and Equity Center.

About MiraCosta College

MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at https://www.miracosta.edu/office-of-the-president/board-of-trustees/_docs/3400BP-Diversity-Equity-Inclusion.pdf

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