Detailed Job Description
The Division of Student Services is seeking a talented leader to fill the position of Director of Student Enrollment and Financial Services.
Mission College is located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.
Under direction of the Vice President of Student Services, assume responsibility and accountability for student enrollment services and associated data integrity; admissions and records functions; and assessment/testing center. Provide leadership in these three areas with regard to planning, departmental and systems organization, delivery of services, management of staff, records management, integrated technology systems operations, and course placement/assessment services and other student testing needs. Provide district and college leadership and direction in enrollment management; maintain knowledge of and compliance with pertinent district policies and state and federal regulations including California Education Code, Student Attendance Accounting Manual, FERPA, SEVIS, Student Fee Handbook; in coordination with district staff, ensure appropriate functionality of the integrated technology system in support of assigned areas of responsibility; manage the operations of and provide leadership for the Assessment/Testing Center; work in collaboration with college and district staff to prioritize technology resources and practices related to enrollment/admissions and records services; and administer annual program budgets. Serve as the centralized point of accountability and responsibility relative to the college’s FTES tracking, monitoring, and accuracy.
Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.
100% of full time, 40 hours per week, 12 months per year, with anticipated start date of November 18, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is a Classified Administrator and part of the Administrative employee unit.
Work Location: Mission College, Santa Clara, CA.
We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.
The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.
The classification study started in November 2014 and is expected to take approximately 12 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.
Any combination equivalent to:
1. Education – Master’s degree from an accredited college or university in business administration, public administration, education or related field;
2. Experience – Five years of increasingly responsible experience in a variety of student financial aid and/or admissions and records programs including responsibility for determining eligibility and packaging awards, responsibility for supervising the enrollment and registration of students and assuming the accurate maintenance of student records;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
The successful candidate will be a caring and compassionate leader whose working style evidences wisdom, integrity, and a commitment to building community and fostering civility. The Director must be able to demonstrate an appreciation of and an ability to work in an environment that values interest-based bargaining and shared governance. A strategic thinker and planner, the candidate will require vision, energy, courage to make progressive decisions, and commitment to academic quality
The candidate’s application will provide evidence of the following:
- Substantial and current administrative experience in higher education, with experience as an administrator in a community college.
- An evident, credible commitment to diversity
- Demonstrated leadership abilities in consensus building and conflict resolution, with an open and collaborative leadership style that actively engages the College community.
- A collaborative leadership style that engages diverse constituencies in shared decision-making.
- A demonstrated understanding of and engagement with current issues and challenges in higher education in general and community colleges in particular.
- Experience in harnessing the power of educational and information technology.
Examples of Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
- Create a welcoming gateway to the college through effective practices and commitment to quality student service.
- Interpret, explain and apply applicable sections of California Education Code, Title 5, and federal laws and regulations and district policy; advise and consult with key constituent groups as appropriate relative to the implementation of these regulations and policies; advise and consult with Vice Presidents of Instruction, Student Services, and Administrative Services as appropriate relative to the implementation of these regulations and policies; and provide a wide array of technical assistance to administrators, faculty, staff, and students.
- Assume responsibility and accountability for: FTES data monitoring, accuracy, integrity, and reporting; compliance with attendance accounting methods congruent with the nature and structure of the curricula; and ensuring compliance with all applicable state and federal laws and regulations and district policies concerning student attendance, admissions, grading, census, withdrawal and drop processes, student fees, records, credit, course
- Assume responsibility and accountability for: FTES data monitoring, accuracy, integrity, and reporting; compliance with attendance accounting methods congruent with the nature and structure of the curricula; and ensuring compliance with all applicable state and federal laws and regulations and district policies concerning student attendance, admissions, grading, census, withdrawal and drop processes, student fees, records, credit, course assessment/placement processes and practices, student privacy and other related matters. Advise the Vice Presidents of Student Services, Instruction, and Administrative Services with regard to the college’s enrollment management strategies.
- Assume overall leadership for planning and accountability reporting within the position’s areas of responsibility, including accountability systems for the College/District; establish and verify census, drop and withdrawal deadlines in accordance with Title 5 regulations; and develop and prepare appropriate enrollment data and attendance reports, together with IS support, as required or requested by the District and the state.
- Ensure that test records and other student documents are appropriately maintained and kept confidential.
- Ensure compliance with the ethical standards of testing and conduct on-going review of test protocols
- Provide leadership in aligning services within the college’s enrollment priorities; participate in the College’s enrollment management planning activities.
- Maintain a reliable process for determination of California residency; maintain a reliable process for distance learning student enrollment; manage oversight of concurrent enrollment activities for high school students in collaboration with other departments; maintain a reliable process for achieving accurate, current student demographic information including compilation of records, requests for transcripts and other legal requests for student records such as military directory information requests; ensure the development of and process for electronic transmission of transcripts.
- Manage a system for the accurate registration, recording, and reporting of data pertaining to student enrollment, attendance, grades, and certification for degrees and certificates; provide leadership for all specialized enrollment (e.g. international students, concurrent enrollment).
- Prepare and direct the preparation of a variety of college, county, state and federal reports, ensuring accuracy, completeness and compliance with established standards and regulations; collect, organize, distribute and maintain necessary institutional research statistics including aggregated student course placement data and assessment scores.
- Provide leadership and direction and maintain current knowledge of regulations, policies, federal law, including FERPA, and application requirements for Admissions and Records, and other programs under the position’s responsibility.
- Interpret, explain, and apply the regulations contained in the Student Fee Handbook.
- Manage the collection, accounting and deposits of all fees collected in admissions and records transactions including related instructional and service fee transactions.
- Train, supervise and evaluate the performance of assigned personnel staff; ensure direct reports address employee evaluation requirements for those whom they supervise; delegate and review assignments and projects as appropriate; evaluate work products and results; establish and monitor timelines and prioritize work; review services and activities across the position’s areas of responsibility through a regular program review schedule; and work collaboratively with staff to develop Student Learning Outcomes and assessments for all areas of responsibility.
- Develop, manage and evaluate admissions, records, and cashier program activities and operations; compile and analyze data related to program participation and student satisfaction; develop organizational structures and work processes which facilitate attainment of established program goals and objectives; interpret and apply State-mandated guidelines; develop and recommend policies, procedures and guidelines; coordinate admissions and registration activities with other departments’ administrators, faculty and staff.
- Coordinate the DATATEL system application activities with District Information Systems (IS), Student Services, the Office of Instruction, and appropriate Mission College staff; provide technical expertise and input concerning admissions and records services, including student admission, registration, and student records.
- Work with IS to problem solve any issues related to testing, enrollment, FTES, admissions and records processes.
- Propose enhancements of automated systems related to admissions, registration, records, FTES data integrity and accuracy, graduation, and online services; maintain current knowledge of hardware and software capabilities; contribute to long-range District technological planning decisions.
- Collaborate with District Information Systems and Mission College staff in managing the implementation and evaluation of the integrated systems workflow process/procedures; compile and analyze data related to system set-up efficiency; troubleshoot technology-system problems and propose recommendations and make necessary adjustments; submit and clear log-on requests for college personnel and monitor to ensure appropriate levels of system security; monitor effects of new software releases and make adjustments as necessary.
- Manage a reliable process for evaluating graduation, transfer and certification eligibility; assure compliance with established guidelines related to degree, program and certification eligibility; direct staff evaluation of student records for transfer and degree eligibility, and the posting of transfer and degree completion; provide for electronic format collection, review, maintenance and submission of instructor records related to attendance and grades, across all methods of receipt; provide up-to-date procedures for academic and attendance accounting regulations to faculty; and ensure collection of faculty data according to prescribed deadlines.
- Prepare and administer annual program budgets in coordination with Vice President of Student Services; analyze and review budgetary and financial data; prepare recommendations and justifications regarding budget requests; control and authorize expenditures according to District policies and applicable regulations.
- Communicate with campus constituent groups and other professionals, including community college colleagues, state and federal personnel, and other higher education personnel to keep informed of new policies and to coordinate activities, resolve issues and conflicts, and exchange appropriate information; serve as a resource to the college community.
- Provide technical expertise concerning admissions, registration, records, FTES, enrollment management, assessment/course placement processes, and student fees to relevant committees such as the Curriculum Committee, the Division Chair’s Council, Student Services Council, and provide current information regarding processes, procedures, and state guidelines. Assist in emergency planning, training, and events.
- Coordinate and respond to periodic audits; assist District personnel with reports required by federal, state and local agencies, including apportionment and student demographic and degree information.
- Communicate effectively and regularly with other student services/college personnel, District administrators and support personnel, representatives of State and federal agencies, educational institutions, social service organizations, and counselors.
- Establish activity deadline(s) in accordance with academic calendar dates and reporting requirement dates as required by state law and local policy, and systematically distribute such information to all segments of the campus.
- Establish, secure, direct and automate the retention/destruction of student records across the position’s areas of responsibility, in accordance with District guidelines and state and federal regulations.
- Ensure compliance in the departments reporting to the position of Equal Employment Opportunity and non-discrimination laws.
- Perform related duties as assigned.
Knowledge and Abilities
- District policies and State and federal laws and regulations related to admissions and records, enrollment management and reporting accountability, college assessment/course placement and testing practices, student record privacy, student fees, and attendance accounting process as these relate to college curricula.
- Cash handling procedures and ethical standards of cash handling/record keeping.
- Thorough knowledge of accreditation standards applicable to public community colleges and with comparable planning and accountability systems including an integrated database system as it relates to community college Admissions and Records systems.
- Pre-requisites and other course requirements.
- College assessment/testing protocols and practices.
- Staff development and staff training principles.
- District and college organization, operations, and objectives related to the college’s master plan.
- Correct English composition, grammar, spelling and vocabulary; oral and written communication skills.
- Interpersonal skills including tact, patience and diplomacy.
- Budget preparation and administration
- Operation of desktop computer equipment and various software programs including student information systems, database management, spreadsheet, presentation, and word processing computer applications software.
- Specialized software used software used in implementing admissions, records, cashier and reporting outcomes.
- Planning and organizational skills.
- Plan, organize, coordinate, and manage the comprehensive operations of admissions, registration, student records, and the Assessment/Testing Center.
- Develop, implement, and evaluate the timely delivery of services to students.
- Critically analyze integrated and stand-alone-technology system processes and develop logical, sound conclusions and recommendations.
- Maintain current knowledge of education code and legislative changes related to admission, records, attendance accounting, and assessment/college placement.
- Train, supervise and evaluate the performance of assigned personnel.
- Prepare and effectively administer budgets for assigned program areas.
- Establish and maintain effective and cooperative working relationships with others.
- Prepare effective oral and written reports and recommendations.
- Collect, compile and analyze data.
- Relate effectively with people from varied academic, cultural and socio-economic background with respect, tact, diplomacy and courtesy.
Salary and Benefits
West Valley-Mission Community College District is an Equal Opportunity Employer
- Anticipated Hiring Range: $9,013–$9,576 monthly (Administrative Salary Schedule, Range 13, Steps A-C).
- Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
- Employer-paid long term disability for employee.
- Voluntary life insurance.
- 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
- 22 days vacation leave accrued annually (25 days after 5 years).
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Professional development and renewal leave.
- $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
- CalPERS retirement.