Detailed Job Description
Under direction of the Director of Enrollment Services and Financial Aid or designated Student Services administrator, develop, organize, coordinate, implement and supervise the day-to-day program activities and operations of the Mission College admissions and records office; provide technical information and assistance to students, counselors and other college and District personnel concerning registration, enrollment and student records; ensure compliance with District policy and applicable State and federal regulations; train, supervise and evaluate the performance of assigned personnel, including those assigned as cashiers. Serve as the Director in the Director’s absence.
100% of full-time, minimum of 40 hours per week, 12 months per year, with anticipated start date of November 20, 2013. Schedule may include some evening and weekend hours as needed.
Work location: Mission College, Santa Clara, CA.
Any combination equivalent to:
- Bachelor’s degree from an accredited college or university in business administration, education or related field; AND
- Two years of increasingly responsible technical experience in the admissions and records office at a college or university, including experience in a lead or supervisory capacity.
- Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
- Degrees must be earned from an accredited institution.
- Candidates with foreign degrees must provide official certification of equivalency to U.S. degrees, by a certified U.S. credential review service. Simple translation of the language on foreign diplomas, transcripts, coursework, or similar will NOT suffice, thus will cause the application packet to be judged as incomplete.
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.
- Plan, organize, coordinate, and supervise the day-to-day operations of staff to ensure efficient delivery of services to students, faculty, staff and the community at large.
- Train, supervise and evaluate the performance of assigned program staff and student workers. Ensure compliance with union contracts.
- Develop, organize, coordinate, implement and supervise the day-to-day program activities and operations of assigned admissions and records office; schedule, monitor, supervise and evaluate admissions, records and cashiering staff and activities to ensure efficient delivery of services to students.
- Compile and analyze data related to program participation and evaluation; develop work processes which facilitate attainment of established program goals and objectives.
- Train, supervise and evaluate the performance of assigned supervisory, technical, cashiering and other support personnel, including regular classified and part-time hourly and work study students; schedule, assign and review work; develop appropriate procedures to accommodate student needs for information and assistance; assess timelines and workload; determine priorities and revise work schedules and priorities.
- Provide technical information and assistance to students, staff, administrators and others concerning college admission, registration and the collection and accounting of fees; interpret policies and regulations and determine appropriate courses of action in unusual and complex circumstances.
- Assist in troubleshooting system software problems identified by Admissions and Records staff, faculty, students, Instructional and Student Service departments and make recommendations for resolutions.
- Serve as liaison between Admissions and Records and District Financial Office, and Information Systems, the Mission College Office of Instruction, and other Student Services departments and offices. In addition, act as liaison with counterparts at West Valley College to coordinate services.
- Provide information, technical direction and supervision regarding the cashiering functions to the Student Services Account Technicians as appropriate.
- Assist with the set up, testing and monitoring of the student systems module that supports admissions and records processes, including admissions, records, and cashiering. Assist in the development of procedures, staff training and work flow processes that optimize efficient and effective delivery of services to students.
- Ensure conformance to District policies and procedures and State and federal laws and regulations related to student enrollment, registration collection and accounting of fees and maintenance of student records; develop and modify work processes in response to legislative mandates and regulation changes.
- Assist with the coordination of other student services departments and instructional programs; serve on campus and District committees, task forces and other work groups; provide technical expertise and input concerning admissions, including student enrollment and registration, and student records.
- Prepare and submit a variety of statistical and narrative reports; compose and/or edit a variety of publications including class schedules; prepare budget reports, annual recap data and special reports, proposals, recommendations and other materials as requested.
- Communicate with other student services program personnel, District administrators and support personnel, representatives of State and federal agencies, high schools and other educational institutions, and others to coordinate programs and activities.
- Maintain current knowledge of the regulations, policies and application requirements for Admissions and Records, other areas of Student Services and related programs.
- Research and respond to questions concerning college admission and enrollment and the collection and accounting of fees; make recommendations concerning situations which require deviation from established policies and procedures. Assist in researching and responding to annual audits of workflow, policies and procedures.
- Provide analysis and recommendations concerning systems and applications software used for admissions and records functions.
- Assist in the preparation and administration of annual program budgets; maintain program budget and records of expenditures when assigned; provide input and recommendations regarding staffing, equipment and supply.
- Represent Admissions and Records at appropriate meetings and on committees.
- Prepare and administer annual budgets for assigned area; review and approve expenditures according to established District policies and procedures.
- Participate in preparation of state and federal grant applications.
- Perform related duties as assigned.
Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class.
Knowledge and Abilities
- Policies, procedures and work processes related to college admission, registration, the collection and accounting of fees, and the maintenance of student academic records.
- District policies and State and federal laws and regulations related to admissions and records.
- Principles of training and supervision.
- Planning and organizational skills.
- Modern office and records management practices.
- Organization, objectives and operations of community college student services programs.
- Correct English usage, spelling, grammar and vocabulary.
- Oral and written communication skills.
- Interpersonal skills including tact, patience and courtesy.
- Operation of equipment and various software programs including student information systems, word processing, database management and spreadsheet computer applications software.
- Customer service skills.
- Budget preparation and administration.
- Organize, coordinate and oversee the day-to-day operations and activities in the admissions and records office.
- Ensure the timely, efficient and effective delivery of services to students regarding admission, academic records, graduation and certification.
- Train, supervise and evaluate the performance of assigned personnel.
- Ensure compliance with applicable State and federal laws, regulations and guidelines.
- Interpret policies and regulations and determine appropriate courses of action.
- Confer with other campus and District personnel and administrators and faculty regarding student admission, academic records and the collection and accounting of fees.
- Work effectively with others to achieve common goals.
- Monitor and administer budgets for assigned program areas.
- Maintain accurate student information records and databases using microcomputers and peripheral equipment.
- Establish and maintain effective and cooperative working relationships with others.
- Communicate effectively both orally and in writing.
- Collect, compile and analyze data for reports, requests and recommendations.
- Prepare oral and written reports and recommendations.
- Operate modern office equipment. Use word processing, spreadsheet and database management software effectively.
- Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Salary and Benefits
- Anticipated Hiring Range: $6,324–$6,928 (monthly) with a maximum earnable monthly of $8,398.
- Employer-contributed medical, dental and vision for employee and dependents, to include domestic partner.
- 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.
- Educational growth incentive program from $35 to $175 monthly.
- $500 longevity award annually after 15 years of service and $1,000 longevity award annually after 20 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.
West Valley-Mission Community College District is an Equal Opportunity Employer
- To be considered an applicant for a position at West Valley-Mission Community College District, all materials requested in the job announcement must be received no later than the deadline.
- Incomplete and/or late applications will not receive committee consideration.
- If transcripts are required, include copies of ALL college transcripts with your application to verify all degrees earned and college coursework taken. Certified copies are only required at time of hire.
- Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.
- Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application.
- DO NOT SEND unrequested materials. Unrequested materials will not be used for consideration of employment.
- The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.