Dean, Enrollment Services

Job description

Orange Coast College


Dean, Enrollment Services

Job# 34-O-18

Salary: $127,619.00 - $169,607.00 Annually

Deadline: 05/04/18


Full job description and OFFICIAL application available ONLY at:



Plans, directs, maintains, and integrates administrative responsibilities and provides leadership for all aspects of Admissions, Records, Registration, and their components in collaboration with other Enrollment Services; implements computerized systems to facilitate all aspects of the admissions, records, and registration functions in support of the broader enrollment services goals and programs; cooperates with other administrative personnel in coordinating support services to students. Collaborates with other managers and Deans to enhance services to faculty and other academic record keeping functions.

Distinguishing Career Features 

The Director for Enrollment Services is a mid-management position which directs and implements the college's activities and staff of the Admissions and Records Office. The incumbent provides leadership, plans, organizes, implements, and administers the Enrollment Services department through subordinate managers and supervisors in Admissions and Records. The Director must create a friendly, inclusive and compassionate environment for students and at the same time, resolve complex and difficult enrollment services' student, faculty, and staff issues.  The Director ensures institutional compliance with the Federal and California Codes and California Community College Chancellor's Office mandates and other applicable rules and regulations. 

Essential Duties and Responsibilities 

Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties:


Plans, organizes, and manages and evaluates the work performed in the Admissions and Records Office.  Establishes departmental standards and work plans, priorities, assigns and evaluates the work of staff. Coordinates and evaluates levels of services and quality in the office of admissions and records. Oversees activities of the office related to veterans' services, graduation, faculty services, evaluations of academic coursework, etc.

Provides leadership and works with staff to develop and maintain a high performance, centralized and responsive service to the District, its staff, and campus visitors.  Supervises staff within labor contract provisions in a way that contributes to positive employee relations.

Establishes standards for staff, monitors, coaches, and evaluates the performance of staff to departmental requirements and personal development targets.  Monitors the work of staff and offers coaching for continuous performance improvement and development.  Recognizes performance outcomes and takes action to address deficiencies. 

Plans, organizes, directs and controls the college's Admissions and Records functions by planning, goal setting, coordinating, evaluating admissions and records, registration, awarding of degrees and certificates, veterans services, faculty services, and other areas assigned within the functions of the Admissions and Records Office.

Prepares, submits, and monitors the annual budget for Admissions & Records.  Researches, proposes, and monitors approved budgets.  Tracks expenditures for services, supplies, personnel, and equipment in accordance with established policies, procedures, and protocols. 

Consults with Information Technology (IT) and participates in the development and enhancement enrollment modules and features within the integrated data management systems.  Ensures integrity of databases and accuracy of accounts by developing access protocols and overseeing and conducting continuous testing.

Directs and participates in the reporting of student information and related data to the appropriate agencies.  Investigates, troubleshoots, and resolves data issues to assure data integrity.

Resolves complex and difficult admissions and records processing, student account, grade, attendance, enrollment, reinstatement, and other petitions related to admissions and records. Resolves student account and records issues.  Confers with students on their financial aid and/or student record files.

Generates and analyzes data and reports to streamline processes related to enrollment management. Leads the program review process for assessment and program improvement.

Directs and performs complex and responsible registration functions.  Builds academic semester structures, including setting dates and legal deadlines. Adjudicates complex registrations and applications.  Issues final evaluations on a variety of items such as and not limited to, in-state eligibility, unit overload petitions, prerequisites, dismissal and re-admittance, and registration related petitions.

Maintains up-to-date knowledge of the most recent legislation, State reporting requirements, and enterprise data management requirements.  Stays up-to-date with all applicable regulations related to enrollment.

Oversee the security of student records and procedures for faculty and student access to student records, consistent with FERPA regulations, State law and college policy and procedures.

Attend committee meetings as assigned and participate in related conferences and workshops as directed.

Performs other related duties as assigned that support the objective of the position.


Qualifications and Physical Demands

Minimum Qualifications

Knowledge and Skills:

The position requires specialized and in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and records.  Requires in-depth knowledge of regulations governing admissions, residency, enrollment, student fees, maintenance of instructor and student records, international students, veterans' affairs, transcript evaluation, certificate of achievement completion, graduation, and attendance accounting.  Requires in-depth knowledge of major and course articulation and matriculation concepts.  Requires in-depth knowledge of computerized student enrollment, attendance, accounts, and records systems and databases as well as web-based enrollment and student transaction systems.  Requires knowledge and understanding of the philosophy and objectives of the community colleges' mission.  Requires knowledge of and skills in office methods and procedures, sufficient to evaluate and design work and information flow processes.  Requires basic knowledge of financial record keeping controls, practices, and procedures. Requires sufficient math skills to perform business math computations.  Requires excellent communication skills to prepare reports, professional correspondence, and make presentations to a diverse audience.  Requires well-developed human relation skills to build effective work teams, proactively resolve student problems, and portray a positive image of the College.


Requires the ability to accomplish departmental objectives and perform assignments in any and all admissions and records processes.  Requires the ability to establish work standards and review performance of staff.  Requires the ability to learn, interpret, and apply State Education Code, Government Code, Title 5, Board Policies, and other federal and state regulations as related to the responsibilities of the position.  Requires the ability to assess effective enrollment management concepts and strategies, compile and evaluate data, prepare reports, charts and graphs from a variety of sources and formats.  Requires the ability to organize, plan, develop, and write new programs, develop new concepts, analyze outcomes, and prepare clear and concise reports.  Requires the ability to guide and motivate others toward goal achievement. Requires the ability to direct and facilitate development of personal and team perspectives, and develop and deliver training programs.  Requires the ability to enter commands to extract data and reports from student information systems.  Requires the ability to develop and monitor budgets and maximize financial resources.  Requires the ability to work collaboratively and productively with internal and external constituencies that come from diverse backgrounds. 

Education and Experience

The position requires a bachelor's degree with a major in education, business, public administration, or equivalent discipline and four to six years of administrative or supervisory experience in an admissions, enrollment and records function.   

Or, any combination of education and experience that would provide the required qualifications.


Licenses and Certificates:

May require a valid driver license.

Conditions of Employment

This is a contract, full-time, 12-month per year, Classified Management position. The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday. Flexible schedule and weekends might be necessary to address the needs of the job duties, programs and/or students. The effective date of employment will be arranged with the supervisor.


Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.


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 Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910).


The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.


Coast Community College District is an Equal Opportunity Employer




Diversity Profile: University



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Job No: 34-O-18
Posted: 4/11/2018
Application Due: 5/4/2018
Work Type:
Salary: $127,619.00 - $169,607.00 Annually