Admissions and Records Specialist (SBVC)

Position Type:

Classified

Number of Vacancies:

1

Full-Time/Part-Time:

Full Time

Employment Period:

Classified-12 Month

Requested Start Date:

02/17/2014

Summary Description

Under general supervision, performs duties of a specialized nature within Admissions and Records; performs the full scope of tasks involved in the conduct of student admission and registration activities, and in the preparation and maintenance of student records; provides a variety of information and assistance to students, the public and staff concerning admissions, registration and student records policies and procedures; performs related duties as required.

This classification performs the full range of admissions and records functions requiring comprehensive knowledge of District admissions regulations. The Admissions and Records Specialist is distinguished from the Admissions and Records Technician in that the latter performs routine technical duties supporting Admissions and Records functions, but does not require in-depth knowledge of a specialized area. Incumbents within this classification may also lead or oversee the work of lower level admissions and records support staff.

Examples of Duties

1. Assists students in the completion of various forms and documents providing information regarding admissions and registration procedures, and courses offered; may advise students of admission and graduation requirements; may provide information and assistance in regard to social security, unemployment, and welfare benefits.
2. Provides general and specific information regarding a wide variety of admissions and records policies and procedures to students, staff, faculty and the public in writing, over the telephone or at the counter; distributes forms, petitions, transcript requests and other forms as required.
3. Coordinates and/or participates in the conduct of student registration; screens students for testing and determines residency status according to established guidelines; schedules students for assessment tests; assembles material and equipment utilized at the registration station.
4. Calculates tuition and other fees according to established guidelines; receives payments and operates a cash register; reconciles cash and maintains related records.
5. Types lists, cards, addresses, labels, and standard forms; prepares or types correspondence or reports using typewriter or computer terminal; proofreads and/or corrects material for completeness and accuracy.
6. Receives, examines, and processes transcript requests from students, outside colleges and other agencies; provides updated change in status on transcripts as appropriate; calculates fees and receives monies for payment of transcripts.
7. Processes student and instructor initiated requests for grade changes, audits, credit/no credit requests, incompletes and prerequisite clearances.
8. Initiates and maintains student records; collects and verifies student statistical data for the preparation of state reports and statistical reports.
9. Assists in the design and operation of automated admissions, records and registration systems.
10. Assists in organizing attendance accounting records including opening day rosters, census rosters, final grade rosters and academic probation and dismissal lists; distributes information and instructions for their completion and return; assures proper filing and maintenance of attendance records and reports.
11. Researches and locates previous student archives; provides accurate records of transcripts with applicable certifications and related documentation.
12. Assists students with and processes applications for VA educational benefits; instructs students in correct procedures to complete necessary forms; informs students of supporting documentation needed to complete the application process; explains first semester responsibilities to students regarding transcripts, course registration and assessment testing.
13. Checks accreditation of other institutions from which credits were earned and determines level, content, unit value and grading system including college credit completed at military schools.
14. Maintains current knowledge of complex rules, regulations and procedures related to VA benefits; provides information to students, faculty, staff and the public regarding Veteran’s office functions.
15. Prepares, maintains and verifies a variety of files and records related to various VA services; prepares and submits a variety of required weekly and monthly reports; prepares and maintains reports, files, records and correspondence related to G.I. Bill.
16. Plans and implements outreach and public speaking duties to promote college enrollment of veterans; represents the college and provides information and brochures concerning educational benefits.
17. Operates a variety of office equipment, including photocopiers and microfilm readers; develops a variety of correspondence, lists and reports for students, other District offices and outside organizations regarding Admissions and Records matters.
18. Maintains current knowledge of laws, policies and procedures related to assigned area; develops procedures and implement changes as needed.
19. May plan, organize, and provide lead supervision to others involved in admission, registration, and related activity.
20. Performs related duties as required.

Minimum Requirements

Education/Training:
Equivalent to the completion of the twelfth grade.

Experience:
Three years experience in Admissions and Records performing duties comparable to an Admissions and Records Technician with San Bernardino Community College District and that demonstrates a basic knowledge and understanding of the assigned area.

Desired Qualifications

Knowledge of:
Operations and procedures of a college admissions and records office.
Applicable sections of State Education Code and other rules and regulations relative to the area of assignment.
Technical aspects of field of specialty such as residency, veterans services, transcripts or continuing education.
Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
Principles and practices of record keeping and filing.
Interpersonal skills using tact, patience and courtesy.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.

Ability to:
Perform a variety of duties involved with student registration and records.
Develop, prepare, audit and maintain accurate and complete records, reports and files.
Perform specialized clerical and technical duties related to admissions and records services.
Interpret, apply and explain applicable rules, regulations, policies and procedures within the area of assignment.
Operate office equipment including computers and supporting word processing, spreadsheet and database applications.
Review documents for accuracy, completeness and compliance with required procedures and regulations.
Schedule and prioritize work while working with frequent interruptions.
Coordinate the work of others involved in related activity.
Type or enter data at a speed necessary for successful job performance.
Use correct English grammar, punctuation, and spelling.
Understand and follow verbal and written instructions.
Receive the public in person and over the phone.
Perform necessary arithmetic computations.
Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Working Hours

Monday-Friday: 8:00am-5:00pm; Summer Hours: Monday-Thursday7:00am-6:00pm

Salary and Benefits

$3,350-$4,073 per month plus family medical, dental, vision coverage, and employee life insurance (employee contribution dependent upon plan selected). PERS Retirement (employee contributes 6% or 7% depending on current membership status). CSEA union dues are 1.5% up to a maximum of $36.75.

Posting Date: 04/01/2014

Closing Date: 04/18/2014

Special Instructions to Applicants

To be considered a qualified applicant, interested persons must submit ALL of the following documents:

1. Completed San Bernardino Community College District ONLINE Application. (Do not state “see resume” on the application form). Determination of applicants meeting minimum requirements will be based upon information provided in the SBCCD application. Resumes will be reviewed only after information satisfying minimum requirements have been listed in the SBCCD application. Paper applications will not be accepted. Incomplete applications will not be accepted.

2. A resume summarizing your educational and professional experience.

3. A cover letter explaining how your experience and background demonstrate that you meet the minimum requirements for the position stated in the posting.

4. Documentation that you meet the minimum educational requirement(s) for the position. Please submit a copy of a high school diploma, GED certificate, high school transcripts showing diploma award date, or transcripts from a college or university. Transcripts must be from a US accredited institution. Transcripts from outside the US must include an official evaluation for equivalency.

All interested parties must apply through the website to be a considered qualified applicant.

Applications that do not include all of these documents will be deemed incomplete and will not be considered.

Testing will be required for this position. Qualified candidates will be contacted via email to the email address provided in their application.

As per the Clery Act of 1998, the campus security report can be found at: http://www.sbccd.org/District_Police_Department/Clery_Act

Posting Number: 2013P00149M

To apply, visit: http://apptrkr.com/454910

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