Senior Admissions and Records Specialist (one or more positions)

Job description

Irvine Valley College

Senior Admissions and Records Specialist


Closing Date: 06/11/2018

PLEASE NOTE: In order to be considered for this opening, you must apply through the District website at


Summary Description:

Under direction from assigned supervisory or management staff, performs a variety of advanced level technical duties in support of Admissions and Records program activities including evaluation of residency applications or serving as regular lead during registration; prepares a variety of records and reports; and responds to difficult questions and requests for information from students, staff, and the general public received by phone, e-mail, or in-person.


This is the advanced journey level class in the Admissions and Records Specialist series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including evaluating residency applications and serving as regular lead during registration. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.


Knowledge of:    

• Operations, services, and activities of an Admissions and Records program area.

• Principles of lead supervision and training.

• Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the state education code.

• District policies and requirements regarding admissions and records, residency evaluation, appeal resolution, and other general admissions and records requirements.

• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Principles, practices, and procedures of record keeping.

• Business letter writing and basic report preparation.

• Methods and standards used in processing College paperwork.

• Principles and practices used to establish and maintain files and information retrieval systems.

• Principles and techniques used in public relations including methods and techniques of proper counter, receptionist, and telephone etiquette.

• Basic mathematical concepts.

• Basic accounting procedures.

• Work organization principles and practices.

• English usage, grammar, spelling, punctuation, and vocabulary.


Ability to:    

Understand the organization and operation of the assigned Admissions and Records functional area as necessary to assume assigned responsibilities.

• Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

• Independently perform the most difficult specialized office support, clerical, and technical duties and activities of a general and specialized nature in support of the assigned Admissions and Records functions.

• Lead, organize, and review the work of assigned staff.

• Evaluate residency status of incoming students.

• Research and evaluate information.

• Analyze problems and identify alternative solutions.

• Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within established procedural guidelines.

• Develop recommendations for problematic areas and implement and monitor changes.

• Respond to requests and inquiries from students, staff, or the general public; effectively present information in person or on the telephone to students, staff, or the public.

• Resolve conflicts and deal effectively with difficult people.

• Balance accounting ledgers and prepare monies for deposit.

• Use sound judgment in recognizing scope of authority.

• Type or enter data at a speed necessary for successful job performance.

• Maintain filing and record-keeping systems.

• Exercise good judgment in maintaining information, records, and reports.

• Plan and organize work to meet schedules and changing deadlines.

• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

• Adapt to changing technologies and learn functionality of new equipment and systems.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.




Equivalent to the completion of the twelfth grade supplemented by specialized clerical or office related training or course work.



Three years of increasingly responsible technical and clerical experience related to admissions and records functions.


To Apply:

Please visit the District’s Employment Opportunities website at for a detailed job description, to learn more about the District and to complete an on-line application.  


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  







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Job No:
Posted: 5/23/2018
Application Due: 6/11/2018
Work Type: