Detailed Job Description
The Admissions & Records Department is seeking a talented individual to fill the position of Student Records Advisor.
West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. 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 an admissions and records supervisor, advise, assist and provide technical information to students, counselors and other District staff regarding the evaluation and status of permanent academic records; evaluate foreign and domestic transcripts for successful completion of community college graduation, certificate or general education transfer requirements; collect, document, post, update/change and issue student grades and serve as custodian of permanent student records.
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.
80% of full time, 30 hours per week, 12 months per year, with anticipated start date of October 21, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.
Work Location: West Valley College, Saratoga, 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 9-12 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 – Two years of college with major course work in field related to assignment;
2. Experience – Three years of increasingly responsible student services work involving public contact, including at least one year of experience involving student academic records;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
- Understanding of Title 5 regulations.
- General knowledge of effective Admissions and Records practices.
- Experience working in a college environment.
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.
- Evaluate foreign and to provide information to administrators, counselors and faculty regarding the evaluation of student records, degree/certificate requirements and transfer course equivalency of both foreign and domestic transcripts; interpret catalog rights, policies and transfer policies for both foreign and domestic education and provide interpretation to administrators, counselors or faculty for appropriate action.
- Evaluate and certify graduation petitions and certificate applications, ensuring satisfactory completion of all requirements; evaluate and certify general education certification requests by reviewing patterns of requirements and other information.
- Post and maintain permanent records for new, continuing and returning students; enter, update and correct information in automated systems; record grade changes, course repeats, probation and disqualification status, special admissions and other data.
- Document student eligibility for degrees, certificates and transfer and notify students and staff according to established guidelines; identify and post names of honor students; prepare list of student names regarding graduation by major, honors and other information; order and proof diplomas and obtain signatures of Board President, Chancellor and appropriate College President; assure return of District property and payment of fees before mailing diplomas to students.
- Assure the accurate and timely collection, documentation, posting, changing or updating and distribution of student grades; review student records and calculate grade point averages; calculate degree statistics and other data as requested.
- Interpret instructions for faculty regarding procedures for recording and reporting grades; assist counselors in determining comparability of courses from other institutions h counselors or other Student Services personnel.
- Provide, training and technical information and assistance regarding interpretation of applicable rules, regulations and procedures as well as the evaluation and processing of transcripts and other student records; answer questions and resolve or refer problems related to student academic concern.
- Receive, open, sort and distribute mail; process requests for transcripts to and from other colleges and universities; prepare and distribute records, correspondence and reports; maintain college course catalogs and related resource and reference materials.
- Assist in the evaluation of educational plans, transfer articulation agreements, and other articulation or matriculation–related documents as assigned; assure conformance to District policies and procedures as well as State and federal regulations.
- Oversee the work of support staff during supervisor’s absence; serve on committees and work groups as requested.
- Perform related duties as assigned.
Knowledge and Abilities
- General education, major, degree and transfer requirements.
- Procedures, methods and references used in the evaluation of student records.
- Course equivalencies, descriptions and numbering systems.
- Record keeping techniques.
- District rules and policies and State laws and regulations affecting the evaluation of student records.
- Oral and written communication skills.
- Advisement and interviewing techniques.
- Interpersonal skills including tact, patience and diplomacy.
- Operation of microcomputer equipment and various software programs including student information systems, word processing, database management and spreadsheet computer applications software.
- Correct English usage, spelling, grammar and vocabulary.
- Modern office practices, procedures and equipment.
- Evaluate student records and determine transfer credits, completion of general education requirements, and eligibility for graduation.
- Read, analyze, interpret, apply and explain student transcripts, community college curriculum, technical procedures, or governmental regulations.
- Effectively present information and respond to questions from administrators, other employees, students and the general public.
- Advise and assist students regarding evaluation of student records.
- Calculate community college students’ grade point averages.
- Serve as an advocate for the needs of students.
- Prioritize work to meet stringent schedules and timelines.
- Train and provide work direction to others as assigned.
- Operate office equipment such as microcomputer, computer terminal, printer, calculator, copier and facsimile machine.
- Prepare and maintain statistical records, reports, databases, files logs and lists using microcomputers and peripheral equipment.
- Use word processing, spreadsheet and data base management computer software effectively.
- Relate effectively to people of varied academic, cultural and socio–economic background using tact, diplomacy and courtesy.
- Work independently with minimal supervision.
- Establish and maintain effective and cooperative working relationships with others.
- Process documents accurately in a timely manner.
- Work effectively with frequent interruptions and stringent timelines.
- Make arithmetical calculations with speed and accuracy.
- Maintain confidentiality of sensitive information.
- Communicate effectively both orally and in writing.
Salary and Benefits
West Valley-Mission Community College District is an Equal Opportunity Employer
- Anticipated Hiring Range: $3,244–$3,532 monthly (WVMCEA Salary Schedule, Range 57, Steps A-C, prorated to 80% of full-time salary).
- Employer-contributed medical, dental and vision for employee, spouse, and/or dependents (prorated for employees working less than 100% of full-time).
- 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.
- Up to 22 days vacation leave accrued annually (prorated for employees working less than 100% and 12 months).
- 12 days sick leave accrued annually (prorated for employees working less than 100% and 12 months).
- 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.