Mar 10, 2017
Institution Type
Community College

San Jose/Evergreen Community College District


Position #: 1700030

Required Documents:
Cover Letter, Resume/CV, Transcript Bachelor's Degree (Must include Award/Confer Date)

Opportunity Type:

Admissions and Records

Posting Date:

First Review Date:

Work Location:
San Jose City College

Position Status:

Salary Range:
$100,566 - $119,178 Annual Salary (Range M23: Management 2015-2016 Salary Schedule). Starting salary placement is generally at Step 1.

Benefits Available:
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Manager, Supervisor, and Confidential employees also receive 22 vacation days, 17 holidays, 12 sick leave days and 6 administrative leave days per year.

Position Summary:
The Director of Admissions and Records reports to the Vice President of Student Affairs located at San Jose City College. This is a full time, 12 months per year, classified management position.

Position Purpose:
Under general direction of the Vice President of Student Affairs or assigned administrator, the Director of Admissions and Records is responsible for the admissions, registration, student recordkeeping, and reporting programs of the college, including maintaining compliance with federal, state regulations and local policies, and recommending revisions as appropriate. This position helps create a welcoming entry point to the college through effective practices and commitment to quality student services.

Duties and Responsibilities:
The Director of Admissions and Records plans and directs all procedures relating to the registration and admission of students; develops and implements processes that support the Admissions and Records office; consults with and advises college/district administration, and faculty regarding state regulations and district policies including records access policy and procedures, etc.

1. Manage a system for the registration, recording, and reporting of information pertaining to student enrollment, attendance, and grades. Certify eligibility for degrees and certificates.

2. Take leadership in student FTE monitoring, forecasting and reporting.

3. Update students on new and changing policies and procedures in a timely manner using multiple methods.

4. Manage and develop admission and records; complete and analyze data related to student satisfaction; develop organizational structures and work processes which facilitate attainment of established program goal and objectives.

5. Direct the process of admitting students, including the determination of California residency, and the maintenance of accurate, current student demographic information.

6. Coordinate the overall management of reports required by federal, state and local agencies, including apportionment and student demographic and degree information to the California Community College Chancellor’s Office; and support related audits.

7. Participate in the search and selection process for all assigned staff; supervise, train and evaluate staff in assigned area.

8. Manage and monitor processes that ensure compliance with federal/state law (such as FERPA) in the areas of admission, apportionment, and student record keeping; review state and local policy and recommend changes as appropriate.

9. Direct the maintenance and reporting of student and attendance information in the student information system.

10. Notify faculty and staff regarding policy and procedures for recording and reporting grades and attendance.

11. Direct the certification of students receiving veterans’ educational benefits and supervise the liaison with federal and state agencies.

12. Review the college catalog and schedule information as it relates to all aspects of admissions, registration, and records, and make necessary revisions; develop and update publications in assigned area.

13. Establish deadlines, academic calendar dates, and reporting requirement dates as required by state law and local policy, and systematically distribute such information to all segments of campus.

14. Identify best practices and implement continuous quality improvement practices.

15. Manage the International Student Admission process in collaboration with the International Student Program. Work collaboratively with staff and faulty to develop program review and program learning outcomes.

16. Prepare, monitor, and manage the annual budget for assigned department.

17. Perform other duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of:

1. Higher education and student services in California Community Colleges.
2. Matriculation process at California Community Colleges.
3. Use of technology in delivery of enrollment services.
4. Title 5 and Ed Code regulations related to Admissions and Records.
5. Concurrent Enrollment, Middle College and Early High School Programs.
6. Admissions/Registration requirements related to International Students.
7. Financial Aid Programs available to students at the community college level.
8. Budget preparation and control.
9. Funding and budget methods and regulations regarding the use of funds.
10. Interpersonal communication skills using tact, patience, and courtesy.
11. Pertinent federal, state and local laws, codes and regulations.
12. Principles of supervision, training and performance evaluation.

Skills and Abilities to:

1. Plan, organize, develop, and evaluate the programs, activities, and services that meet student and community needs.
2. Communicate effectively, both verbally and in writing, with faculty and staff, students, and community members.
3. Work effectively with students, faculty, and staff from multi-cultural backgrounds and promote access, success, and equity.
4. Present a positive image of the College in the community.
5. Recruit, train, supervise, and evaluate personnel.
6. Analyze situations accurately and adopt effective courses of action.
7. Plan and organize work to meet schedules and time lines.
8. Work independently with little direction.

Special Licenses, Certificates, etc.:

Minimum Qualifications:

1. Bachelor’s degree from an accredited institution in accounting, finance, business administration or related field.

2. One year of experience as a registrar or three years of experience with increasing responsibility in admissions and records.

3. Demonstrated sensitivity, knowledge, and understanding of the diverse academic, socioeconomic, gender, gender identity, cultural, disability, and ethnic backgrounds of the students we serve and sensitivity to and knowledge and understanding 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.

Physical Demands:
Working Conditions:

1. Typical office environment.

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.

As of fall 2016, with enrollment of approximately 16,000 per semester, and an extremely diverse student population (Hispanic/Latino 41%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 1%, White/Caucasian 11%) attaining educational goals reflecting 45% - AA Degree and Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 30 % Hispanic/Latino, 16% Asian/Pacific Islander, 7% Black/African American, 47% 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.

Human Resources/Employment Services, 40 S. Market Street, San Jose, CA 95113, (408) 270-6414.

Application Procedures, Notes and Contact Info:

Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the closing date to be considered for the position (Posting at: Click "APPLY"):

1. A completed online San Jose/Evergreen Community College District POSITION APPLICATION
2. COVER LETTER (Must state how you meet ALL the minimum qualifications in EDUCATION and EXPERIENCE as described in the job announcement Minimum Qualifications section. Also, state how you meet other qualifications)
3. RESUME, and
4. TRANSCRIPT(S) - NOT DIPLOMAS - (unofficial or official copies) for stated degrees (having confer/award dates) or courses. Official transcripts will be required prior to employment start date should the position be offered. If foreign degrees, must submit Equivalency Certification (See #6 of the Instruction Section below).

If you do not have an electronic version of the transcript, you can get it scanned at Office Max, Office Depot, Staples, etc.; then attach the electronic version of your transcript to this online application at the later part of the application process.

For assistance, contact:
Office of Human Resources, Employment Services
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414 Fax: (408) 239-8818
Web site @ or

To learn more about us and all our open positions, visit:


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