ADMISSIONS AND RECORDS TECHNICIAN - San Jose Evergreen Community College District in San Jose California

Unfortunately, this job is expired as of 2/16/2016.

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San Jose Evergreen Community College District

San Jose, California

United States

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Detailed Job Description

San Jose City College


Admissions and Records

Position Purpose

Under the direction of the Dean of Enrollment, provide responsible technical support and participate in the admission, registration and record-keeping functions of the college Admissions and Records office; specialize in one or more Admissions and Records functions such as transcripts and records.

Duties and Responsibilities

1. Provide information and assistance to students regarding admission, registration and courses; assist students and faculty with completing various forms and documents; receive and confirm completion of a variety of forms including adding and dropping classes, withdrawing, fee refunds and change of grade or status. 

2. Receive phone calls and respond to inquiries for general information; refer callers to other resources or offices as appropriate; communicate with students instructors and other departments to assist with problems, procedures and general information.  

3. Implement the District’s matriculation policy by determining which portions of the program each new applicant requires; determine through verbal and written responses if the applicant requires testing, orientation, counseling or all facets of the program.     

4. Identify, distribute, collect and cross-check final grade and variable unit reports; research and resolve any missing information, input missing grades or units; reconcile edits with missing grades for final grade processing.  

5. Receive applications; review registration materials for accuracy, completion of demographic information, testing requirements, orientation, transcripts, acceptance and coding; prepare materials for data entry.  

6. Process transcript request forms; notify students if request is incomplete; collect fees; maintain related records.  

7. Prepare outgoing transcripts by reviewing, filing and verifying accuracy; check for holds, grade changes and state requirements. 

8. Collect and balance money received from registration, tuition and other fees as required; prepare cash balance forms; maintain, close out and balance cash register, process refunds.  

9. Update spreadsheets and input data on computers in order to monitor graduation petitions, incoming and outgoing transcripts, records of temporary Social Security numbers, and lists of  delinquent reports from instructors.  

10. Receive, review and distribute enrollment verification reports and make appropriate adjustments; compile lists of late or missing reports for distribution to campus administrators.   

11. Review scanner sheets, roll sheets, grade sheets and other records for errors; make corrections and input data into appropriate files. 

12. Prepare, post and maintain accurate and current files of individual student records and supporting material that includes grades, courses and other data regarding student performance and personal information.  

13. Register and enroll students into classes using the on-line interactive computer system; collect appropriate fees; enter data; troubleshoot the registration system using computer  terminals and printers; train students to use the on-line registration terminals. 

14. Coordinate the high school concurrent attendance program records; contact schools to clarify whether students will be receiving high school or college credit.

15. Provide support for and attend special programs or off-campus registration; prepare informative oral presentations regarding admissions procedures and policies.

16. Prepare letters, notices and other correspondence as needed.  

17. Assist in the training and orientation of new employees and student workers. 

18. Inventory and order Admissions and Records forms.

19. Perform other duties reasonably related to the job classification.

Knowledge, Skills, and Abilities

Knowledge of:

1. Correct English usage, grammar, spelling, punctuation and vocabulary.

2. Rules, regulation, requirements and restrictions regarding student records, admission and registration.

3. Modern office methods, procedures and equipment.

4. Operation of a computer terminal and data entry techniques.

5. Interpersonal skills using tact, patience and courtesy.

6. Telephone techniques and etiquette.

7. College matriculation requirements.

8. Principles of training.

9. Public speaking techniques.

10. Record-keeping techniques.

11. Basic mathematics.

Ability to:

1. Perform clerical duties such as filing, typing, duplicating and maintaining routine records.

2. Work confidentially with discretion.

3. Establish and maintain cooperative and effective working relationships with others.

4. Apply and explain policies, procedures and regulations regarding college admission, registration and student records.

5. Answer telephones and greet the public courteously.

6. Assemble, organize and prepare data for records and reports.

7. Operate office machines including a computer and applicable software.

8. Meet schedules and time lines.

9. Prioritize and schedule work.

10. Train others.

11. Prepare and deliver oral presentations.

12. Adapt to changing circumstances and deal with stressful situations.

13. Type at a rate of speed necessary for effective job performance.

14. Complete work with many interruptions.

15. Understand and work within scope of authority.

16. Understand and follow oral and written instructions.


Minimum Qualifications


1. Graduation from high school supplemented by specialized clerical courses.

2. Three years of responsible records and clerical experience including at least two years in a college admissions and records position.

3. Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic back of groups historically underrepresented, and groups who may have experienced discrimination.

4. Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.

Desired Qualifications

1. Bilingual abilities, desirable.

Salary Range

$43,033 - $52,567 Annual Salary (Range 72: Classified Salary Schedule Fiscal Year 2014-2015). Starting placement is generally at Step 1.

About San Jose/Evergreen Community College District

The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse faculty consisting of 14% Hispanic/Latino, 22 % Asian/Pacific Islander, 7% Black/African American, 1% American Indian/Native American, 52% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.

Equal Opportunity Employer Statement

San Jose/Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.

Keyword Phrases

  • Admissions and Records
  • cultural diversity promotes academic excellence
  • two campuses in Silicon Valley
  • modernization initiative
  • Admissions & Enrollment / Recruiting
Employment Type:Administrative Staff
Degree Required: Not Specified
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
Cover Letter