Admissions and Records Assistant

Job description

Admissions and Records Assistant

Foothill-De Anza Community College District

Posting #: 17-117

Campus: De Anza College

Number of Working Months:

Starting Salary:

Close Date: 5/3/2018

Open Until Filled: No

Employment Duration:


Starting Salary: $3,938.71 (per month) plus benefits; Salary Grade: C1-41
Full Salary Range: $3,938.71 - $5,263.92 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

De Anza College Mission Statement:
De Anza College provides an academically rich, multicultural learning environment that challenges students of every background to develop their intellect, character and abilities; to realize their goals; and to be socially responsible leaders in their communities, the nation and the world.

De Anza College fulfills its mission by engaging students in creative work that demonstrates the knowledge, skills and attitudes contained within the college's Institutional Core Competencies:

  • Communication and expression
  • Information literacy
  • Physical/mental wellness and personal responsibility
  • Civic capacity for global, cultural, social and environmental awareness
  • Critical thinking

This position is a first point of contact, front desk in the Admissions office at De Anza College. The position will involve a high volume of contact with students, college personnel and the general public. Also, will include heavy phone contact. The incumbent will report to the Sr. Enrollment Services Supervisor.

Under the direction of an assigned supervisor, assist the public and students by distributing materials and providing information regarding admissions and records policies and procedures; process records, register students, create, maintain and store transcripts, collect and enter grades.

Depending upon assignment, duties may include, but are not limited to, the following:
  1. Greet visitors and answer the telephone; provide requested materials or give information on applications, registration, programs and courses available.
  2. Prepare and mail applications, registration materials, catalogs and other materials.
  3. Register students, review completed forms for accuracy, completeness and compliance with established rules and guidelines and under pressure of deadlines; process student applications.
  4. Receive payments, including checks and credit, debit and other types of payment cards.
  5. Process program changes; adds, drops and withdrawals.
  6. Process group registrations for foreign students and high school students.
  7. Retrieve and process transcripts according to established procedures.
  8. Receive and review applications and forms related to benefits as assigned; verify student eligibility for benefits and prepare reports; prepare correspondence in response to inquiries; maintain knowledge of benefit regulations and notify concerned students of changes.
  9. Collect and enter final grades, process grades for transcripts; process grade changes; proof and correct errors.
  10. Operate a variety of office equipment including a computer as assigned.
  11. Secure office and equipment in evening hours.
  12. Perform related duties as assigned.


Knowledge of:
  1. Basic functions and operations of an admissions and records office.
  2. Cashiering skills.
  3. Basic policies and objectives of assigned program and activities.
  4. Modern office practices, procedures and equipment.
  5. Reception and telephone techniques.
  6. General clerical and record-keeping techniques.
  7. Interpersonal skills using tact, patience and courtesy.

Ability to:
  1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Provide information and assistance students and others concerning admissions and records.
  3. Perform cash receiving duties.
  4. Type at an acceptable rate of speed.
  5. Operate a variety of office equipment including a computer.
  6. Understand and follow oral and written directions.
  7. Communicate effectively both orally and in writing.
  8. Learn and apply the rules and regulations of the assigned office.
  9. Establish and maintain cooperative relations with students, faculty and the public.
  10. Prepare, process and review admissions and records forms and records.

  1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Any combination equivalent to College-level coursework AND two (2) years of general clerical experience involving extensive public contact.


  1. Office environment.
  2. Constant interruptions.

Physical Abilities:
  1. Hearing and speaking to exchange information in person and on the telephone as well as making presentations.
  2. Dexterity of hands and fingers to operate a computer keyboard.
  3. Seeing to read various materials.
  4. Standing for extended periods of time.
  5. Reaching overhead, above the shoulders and horizontally.
  6. Bending at the waist, kneeling or crouching.
  7. Lifting, carrying, pushing or pulling objects up to 30 lbs.

  1. A District on-line application on *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.
  2. A cover letter addressing your qualifications for the position.
  3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at:

Position: Full-Time, Permanent, 12-months per year
Starting date: As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site:

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

For more information about our application process contact:
Employment Services
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
Email: [email protected]

To apply, visit:





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Job No:
Posted: 4/13/2018
Application Due: 5/4/2018
Work Type: