Extended Education/International Programs Admissions Specialist

Seaside, California
Sep 29, 2017
Institution Type
Four-Year Institution

Extended Education/International Programs Admissions Specialist

(Administrative Support Coordinator I)


This is a full-time temporary position through January 31, 2018

Apply Today!  Open until filled.  The Priority Screening Date is: Friday, October 13, 2017


Under the general supervision of the Director of Admissions and with daily oversight by the Associate Director of Admissions, the Admissions Specialist is responsible for coordination and processing of domestic, international and graduate admissions transactions, processes fee waivers and resolves unknown school codes. Responsible for processing admissions transactions into CMS (Common Management System—Oracle-PeopleSoft database) in support of the application for admission; including applications, transcripts and test scores, and imaging of related documents.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Downloads and uploads data into CMS using manual and batch processing. Uses database software, application software, imaging software, labeling software, computer, dual monitors, mouse, phones and fax.
  2.  Processes and performs quality control checks on all EDI transcript data, including: applications - domestic, international, graduate and undergraduate; OCR/ EDI Transcript Delivery System; and test scores. Handles electronic transcript processing and distribution to Extended Education and International degree programs.  Also coordinates and performs quality control checks over OCR/EDI entered in CMS and imaging software.  All transactions must comply with criteria established by the CSU system and CSUMB practices and policies, as well as PeopleSoft Data Standards.
  3. Manually updates admissions checklist when necessary including; but not limited to: transcripts, test scores, application fees, and residency data. Updates graduate and returning students checklists, as necessary.
  4. Processes and performs quality control checks to insure accuracy on all paper admissions documents; such as: applications, transcripts, test scores, and other international or program-specific documents.  Performs follow-up audits to insure the accuracy of the data entered into CMS and the imaging software system.
  5. Processes fee waivers and determines unknown school codes.  Reviews information on the application for admission and requests additional information and/or documentation, as required. Communicates verbally and in written form regarding CSU and CSUMB policies and procedures.  Reviews the validity of documents presented for admission by taking steps to identify falsified information; also, as necessary, verifies graduation dates. 
  6. Refers callers to appropriate support areas, both within the office and throughout the university community, coordinating with other work groups to gather routine information or solve problems. 
  7. Handles sensitive student issues, while maintaining confidentiality as outlined in the Department of Education's Family Educational and Privacy and Educational Code Chapter 13. Assists with Admissions, Recruitment, Orientation, and other functions that support CSUMB goals and objectives, as needed. Coordinates ELM/EPT testing for international students in conjunction with the International Admissions Coordinator. Provides direction and/or training and assistance to others in work processes and procedures. 
  8. Assists with supervision and prioritization of work assignments for student assistants.

Other Functions:

Performs other job-related duties and special projects as assigned.


Thorough knowledge of: applicable university infrastructure, policies, and procedures; English grammar, spelling, and punctuation; office systems and budget policies and procedures.  

Skills:  Experience to be fully functional in all technical aspects of work assignments.  Working knowledge of budget policies and procedures.

Ability to:  use a broad range of technology, systems and packages; independently handle multiple work unit priorities and projects; apply independently a wide variety of policies and procedures where specific guidelines may not exist; perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections; draft and compose correspondence and standard reports; handle effectively a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature.


Knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.  These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.


Knowledge of data management methods and procedures and ability to learn CSU Admissions policies, procedures and residency policies.  Must possess professional communication skills and excellent customer service skills. Demonstrated ability to address the essential functions associated with this position including knowledge and abilities identified above.


Technical fluency with Banner, Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs. Experience with XAP, or other automated student information retrieval systems, software programs such as Hersey Imaging Software or Hyperion/Brio reporting.


A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards).

This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

May require occasional evenings and/or weekend work.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations.


Anticipated hiring salary in the high $2,000's/month.  For salary range info see:  CSU Salary Schedule.  CSUMB offers an attractive employee benefits package, CSU Benefits R07.  The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.


Week of 10/16/17  On-Campus Interviews          


For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to:  Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.


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