Admissions & Records Supervisor (SEC)

Oct 10, 2017
Institution Type
Community College

Admissions & Records Supervisor (SEC)

MiraCosta College

To view the full job posting and apply for this position, go to:

Discipline or Department: Student Services

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting at $5,710.08 per month

Working Hours: One regular, full-time, overtime exempt position, 40 hours per week, 12 months per year at the San Elijo Campus in Cardiff. The work schedule will be Monday through Friday, 8:00 AM to 4:30 PM; some evenings and weekends may be required. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:
Apply and submit application materials through MiraCosta College's online application system at Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application for classified employment on which you list all relevant experience.

2. Cover letter addressed to the "Screening and Interview Committee" specifically describing how you meet the minimum and desirable qualifications, representative duties, and knowledge and abilities as described in the job posting.

3. Current resume or curriculum vitae summarizing your educational background and experience.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

- Do you have supervisory experience?

- If you answered "yes," please list the jobs where you held supervisory positions, for how long you held that position and how many employees you supervised. If not applicable, enter "N/A."

- How do you see the Office of Admissions and Records contributing to the overall success of students?

- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students."

The screening and interview committee will review application materials three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions.

Basic Function and Other Details:
Under direction, supervise and coordinate day-to-day admissions and records activities at the San Elijo Campus (SEC), organize and monitor workflow and communications in the office; in consultation with the Bursar, supervise and determine coverage for cashiering staff; supervise, and in conjunction with the Director of Admissions and Records/Registrar, evaluate the performance of assigned Admissions & Records personnel; act as Registrar in the absence of the incumbent; responsible to the Dean, SEC for site-specific issues; and perform related duties as assigned.

Representative Duties:
(E = essential job function)

1. Provide day-to-day leadership and work with staff to ensure a high-performance, service-oriented work environment that supports achieving district and division objectives and service standards. Organize, coordinate, train and supervise daily activities of assigned Admissions and Records personnel including temporary registration workers at the San Elijo Campus; monitor workflow and adjust duties as needed. In conjunction with the Director of Admissions and Records, evaluate the performance of staff. (E)

2. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time sheets and ensure conformance to work hour restrictions; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with the resolution of payroll issues. (E)

3. Assist the Director of Admissions and Records in planning, scheduling, developing and implementing departmental operations and procedures; recommend changes in registration procedures, staffing patterns and work stations. (E)

4. Coordinate the registration process at SEC; implement established registration guidelines and procedures. (E)

5. Oversee the collection of college fees and refund processing, and during on-campus registration maintain, balance and secure the cash fund. Collect fees and prepare receipts for money collected. (E)

6. Evaluate student records and transcripts for completion of prerequisites, graduation requirements and eligibility for transfer to other colleges and universities; evaluate courses completed and determine course content, level, unit value and grade. Assist in the development and maintenance of the Degree Audit and Transfer Credit systems to help streamline and automate processes for students. (E)

7. Prepare and transmit correspondence for students, verifying student status and other information while ensuring full compliance with FERPA; respond to requests from other educational institutions and agencies involving the verification of student status and records. (E)

8. Accept, review and process application and enrollment forms; review and determine residency status of applications using state residency regulations; notify students of need for additional information or documentation. Provide technical assistance and guidance to other department staff members in determining residency status for new and continuing students.

9. Provide technical assistance and information to students and staff regarding admissions, registration, attendance, records, enrollment and other fees and graduation and transfer requirements; refer students to other areas of student services as appropriate.

10. Register students by accepting required forms; enroll students in desired classes by entering information into the computer; assist in resolving student complaints and make program changes as appropriate. Analyze and determine status of applications and/or forms; resolve a variety of problems and issues; notify students and staff of need for additional information or documentation.

11. Collect, compile, verify and record information for the preparation of reports, including program review and other program analyses for purposes such as accreditation or site specific needs. In consultation with the Director of Admissions and Records design, modify and update numerous forms.

12. Order and maintain office supplies and consult with the Director of Admissions and Records on budgeting needs for SEC.

13. Perform related duties as assigned.

Type of Benefits:
Full benefits package which includes employer-paid medical, dental and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1. An Associate's degree or equivalent coursework in Business or a related field; AND

2. Two years of related work experience.

NOTE: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

To view MiraCosta College's equivalency guidelines for classified positions go to:

Desirable Qualifications:
1. Previous supervisory experience in a Student Services setting overseeing different levels of positions. 2. Previous experience working with computer systems and applications related to counseling functions such as SARS, PeopleSoft and web-based software. 3. Demonstrated experience working collaboratively with Student Services and Instructional departments. 4. Direct experience evaluating college transcripts for prerequisite clearance and completion of certificates and degrees.

Licenses and Other Requirements:

Closing Date: 10-30-2017

First Screening Date:

Human Resources Contact Information: or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 112 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, and parts of Carmel Valley.

MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves.

The district consists of three campus sites and a robust online education program. The Oceanside Campus, serving about 12,000 credit students, has been located since 1964 on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, on 48 acres below the bluffs overlooking the San Elijo Lagoon Reserve. The San Elijo Campus opened in September 1988, and now attracts about 3,000 credit students. The Community Learning Center in downtown Oceanside hosts about 4,000 students in the college's noncredit classes including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes as well as some college credit classes.


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