San Jose/Evergreen Community College District


Position #: 1700072

Required Documents:
Cover Letter, Resume/CV, Transcript Assoc 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:
$72,654 - $88,618 Annual Salary (Range 120: Classified Salary Schedule Fiscal Year 2016-2017). Starting 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. Classified employees also receive vacation, 12 sick leave days and 18 paid holidays.

Position Summary:
The Admission & Records Coordinator, Lead reports to the Director of Admissions & Records at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday - Thursday; 9:00 a.m. - 6:00 p.m. and Friday 8:00 a.m. - 5:00 p.m.

Position Purpose:
Under direction of assigned administrator, serve as a lead coordinator for the Admissions & Records (A&R) office; plan, organize, implement and lead the operations of the A&R Office and act on behalf of, or in absence, of a supervisor for the department.

Duties and Responsibilities:
1. Provide leadership in the coordination of all A&R activities. Plan, organize, lead and coordinate the operations, processes and procedures of the A&R department. Recommend and assist in the implementation of goals, performance indicators, and improvements for the department. 2. Plan admissions and registration activities for fall and spring semesters, summer and inter-sessions; meet with the various campus divisions involved in admissions and registration activities and oversee the admissions and registration process. 3. In collaboration with the supervisor, work with Vice President of Student Affairs and Dean of Counseling and Matriculation, providing integrated, coordinated and comprehensive student support services that effectively support student success. 4. Collaborate with Academic Affairs to assist students in successfully navigating through institutional processes and procedures; assists high school students as necessary. 5. Provide support to faculty in processes dealing with census reporting, class add/drops, early alert monitoring and grading; responds to District Office regarding positive attendance information. 6. Assist with graduation, transfer and certification eligibility and coordinate staff in the evaluation of student records for transfer and degree eligibility. 7. Communicate with administrators, personnel and contractors as necessary to coordinate activities, resolve issues and conflicts and exchange information; interpret and explain complex policies and procedures; serve as a resource to the College community. 8. Oversee the collection, accounting and deposit of related fees; work with supervisor and the Business Service Office to prepare and manage the budget of A&R department; collaborate as necessary with auditors as the main contact and resource person; prepare document trails to support audit requirements. 9. Update and implement the student policies, catalog information and related campus documents having to do with A&R. 10. Attend and conduct a variety of meetings as assigned; participate on assigned committees; participate in activities connected with the development and continuous improvement of the department. 11. Act on behalf of, or in absence, of a supervisor for the department. 12. Perform other duties related to the job classification.

Knowledge, Skills, and Abilities:
EMPLOYMENT STANDARDS Knowledge of: 1. Applicable sections of the State Education Code and other applicable laws including Title V. 2. Rules, regulations, requirements and restrictions regarding student records, admission and registration. 3. Organization, procedures and operating details of an Admissions and Records office. 4. Oral communication skills, public speaking principles and techniques. 5. Research methods and techniques as well as statistical analysis methods and record-keeping techniques. 6. Basic mathematics, as well as accounting practices procedures and terminology. 7. Principles and practices of administration, supervision and training. 8. Written communication skills, correct English usage, grammar, spelling, punctuation and vocabulary. 9. Interpersonal skills using tact, patience and courtesy. Skills and Ability to: 1. Interpret, apply and explain policies, procedures and regulations regarding college admission, registration and student records. 2. Analyze situations accurately and adopt an effective course of action. 3. Read, interpret and explain statistical data, technical procedures and governmental regulations. 4. Research, analyze and evaluate service delivery methods and techniques. 5. Prepare a variety of correspondence as well as prepare and deliver oral presentations. 6. Assign and review the work of others. Train and provide direction to personnel. 7. Work independently with little direction meeting schedules and time lines. 8. Communicate effectively both orally and in writing. 9. Maintain composure in stressful situations. 10. Establish and maintain cooperative and effective working relationships with others.

Special Licenses, Certificates, etc.:

Minimum Qualifications:

1. Associate’s degree from an accredited institution.

2. Four years of increasingly responsible lead experience in a college admissions and records position or a related area.

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:


1. Typical office environment.

Physical Demands:

1. Typical office environment.
2. Dexterity of hands and fingers to operate a computer and a variety of office equipment.
3. Sitting or standing for extended periods of time.
4. Reaching overhead, above the shoulders and horizontally.
5. Hearing and speaking to exchange information and make presentations.
6. Seeing to read a variety of materials and monitor the work of assigned staff.
7. Bending at the waist, kneeling or crouching.
8. Lifting light objects.


1. Contact with dissatisfied or abusive individuals.

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 classified staff consisting of 40% Hispanic/Latino, 29% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 20% 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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