Admissions & Records Specialist (Applications Specialist) - IN-HOUSE

Definition

IN-HOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.

About Golden West College

Located in beautiful Huntington Beach, California, Golden West College is a two-year college, serving over 10,500 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. Additionally, GWC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI).

D.E.I.A - Diversity, Equity, Inclusion and Accessibility

At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students, employees, and community populations. Please visit the links below to learn more information about GWC:

Mission, Vison and Values

GWC Vision 2030 Comprehensive Master Plan

GWC Employee-Student Demographics

Student Equity and Achievement Program

Summary

Performs a variety of specialized technical and clerical tasks in connection with the admission, enrollment, records, transcript evaluation and articulation, and enrollment status. Serves as a technical resource for one or more designated customer service sections with Admissions and Records, providing support to any and all other sections.

Distinguishing Career Features

The Admissions and Records Specialist represents the second level within an enrollment career path requiring demonstrated ability to serve as a subject matter specialist and perform most admissions and records functions that include, but are not limited to admissions, registration, residency determination, student enrollment status, academic progress, transcript evaluation, Faculty Services and Veteran Services. Advancement to Specialist, Senior is based on need and attainment of a high level of expertise in transcript evaluation and articulation, graduation determination, Faculty Services, Veterans Services, Admissions, Residency Determination of complex situations and Registration. In addition, the Admissions and Records Specialist, Senior requires the skills to run complex and technical processes in ancillary and Student Information Systems on a regular basis.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:

The Admissions and Records Specialist serves as a subject matter specialist in one or more areas encompassing a portion of these duties, however is fully capable of performing all of the following:

General:

Provides technical information on issues pertaining to interpretation of admissions and student record guidelines and policies.

Responds to inquiries pertaining to admissions and enrollment requirements and procedures, including those from other technicians or specialists requiring special knowledge.

Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, residency, student enrollment status, and fees.

Participates in the activities connected with student applications and enrollment, student onboarding, or faculty services. Ensures that customer service stations are setup and can access on-line and manual database records and resources.

Extracts and downloads information using standardized queries, to prepare reports and audit accuracy of student and academic data.

Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.

Apprises supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.

Serves as point of contact with students and prospective students for services provided by the department. Interacts with other District organizational units to provide students with a comprehensive enrollment package.

Attends meetings or supports committees to provide job related information and disseminate information impacting the department or the college, as assigned.

Composes general office correspondence; responds to inquiries from students, parents and members of the public. Performs other clerical services of a routine nature including, but not limited to filing, data entry, mass mail/email distribution, processing of departmental bulk mail/e-mail, and completing forms.

Scans official transcripts, graduation petitions, residency documents, attendance and grade rosters, and various forms related to admissions and records.

Maintains up-to-date knowledge of programs, services, policies and procedures for admissions, registration, and student records. Provides information to potential service users, including topics such as assessment, graduation, and transfer.

Evaluates, maintains, and corrects student biographical and academic records in compliance with educational codes and Family Education Rights and Privacy Act (FERPA),

Trains and assists student and short term employees to use student information system, local databases, third-party systems, and office procedures.

May assist in representing the college at local, regional, and national events and/or other external agencies/organizations.

Admissions and Records:

Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.

Assists with analyzing and evaluating residency documents submitted by students to evidence bona fide residence and authenticity. Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.

Processes late registration and enrollment changes, ensuring accurate posting of student drops, enrollment changes, and fees collected or owed.

Receives and processes routine requests from students, agencies, and employers for enrollment verifications and transcripts. Securely fulfills transcript requests for outgoing/transferring students and remits documents. Researches and locates archived documents for former students.

Verifies class enrollment status for students and faculty members.

Issues and processes instructor records. Researches discrepancies and informs instructors of enrollment changes as needed.

Provides faculty members and other staff with pertinent information about and procedures for recording attendance, grades, and class deadlines, etc.

Receives, counts, and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.

Adjusts student fee records based on class schedule changes. Responds to information by departments, external agencies, and organizations to keep them apprised of current college education expenses for their clients. x

Assists in reviewing applications and other information and certifies student enrollment status for Veteran Administration (VA) benefits. Helps students understand and navigate various education benefit options and provides necessary forms. Reviews completed forms for accuracy and completeness, and processes student certification, unit changes, and VA paperwork related to educational benefits.

Posts receipts to student financial records, prepares and creates invoices specific to individual students for unpaid balances. Audits and updates refund reports.

Processes, verifies, and reconciles third-party billing and payments. Acts as a liaison with institutional and external accounts receivable/payable offices. Facilitates crediting of payments to students and third-party contracts.

Processes and facilitates learning contracts, including contracted studies, directed studies, and audits. Serves as the liaison between the instructors, division office staff, and deans.

May maintain records of student attendance, instructor drops, and grades.

May process grade changes, substandard grade exclusions, and petitions for academic renewal. Notifies student of approval/disapproval. Makes changes to student records.

Evaluations

Reviews and assesses official transcripts from other educational institutions for compliance with transfer policy. Researches and analyzes multiple external sources for course comparability and general education certification. Reviews high school transcripts and standardized test results. Determines equivalency of courses taken at other colleges and institutions. Participates in the maintenance of course articulation and equivalency data in student information system(s).

Reviews, processes, and verifies treatment of non-traditional credit requests and prerequisite clearances. Reviews high school transcripts and standardized test results.

Participates in evaluation of transcripts for general education certification and degree petitions. Determines student eligibility for general education certification to the California State University (CSU) system, Intersegmental General Education Transfer Curriculum (IGETC), and University of California (UC) system. Evaluates graduation petitions for Associate of Arts and Science degrees, general education, and certificate petitions. Prepares and conveys various advising tools, including major/curriculum charts, General Education (GE) guides and degree audits for students.

Provides information to potential service users, including topics such as assessment, graduation, and transfer. Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities. Explains degree requirements, repeatability policies, etc.

Notifies students of evaluation results, advising them of appropriate options to satisfy outstanding requirements, explaining pertinent laws, regulations, policies and procedures, and other degrees and certificates for which they are eligible.

Calculates incoming student cumulative data and grade point average, converting data to semester system if prior educational institution operated on a quarter-system.

Records student-specific equivalency exceptions and substitutions in degree audit system and student record system in compliance with Educational Code. Identifies and updates student course repetitions.

Performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating degree petitions.

Performs other related duties as assigned that support the objective of the position. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications and Physical Demands

Knowledge and Skills

Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.

Requires working knowledge of the college’s policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes.

Requires a basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students.

Requires a working knowledge of major and course articulation and matriculation concepts.

Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit.

Requires the ability to enter and extract data and reports from student information systems.

Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation.

Requires knowledge of basic bookkeeping practices and procedures, including cashiering.

Requires sufficient math skills to perform business math computations.

Requires sufficient customer service skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the District/College.

VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations and associated practices, processes and procedures.

Abilities

Requires the ability to perform the essential responsibilities and functions of the position.

Requires the ability to perform assignments in any and all admissions and records processes and sub-processes.

Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records.

Requires the ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.

Requires the ability to compile and evaluate data, prepare reports, charts and graphs from standardized formats.

Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment.

Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.

Requires the ability to compose general and specialized office correspondence, type and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information.

Requires the ability to maintain accurate records, file and maintain filing systems, and maintain confidentiality of private and/or sensitive information.

Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.

Physical Abilities

The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.

Essential functions will vary by position.

As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Minimum Qualifications: Education, Experience, D.E.I.A

The position requires a high school diploma and two years of progressively responsible experience in an admissions/student enrollment function. Or, any combination of education and experience which would provide the required equivalent qualifications for the position. Associate’s degree preferred.AND