Program Services Coordinator - Degree Audit

San Mateo
Jun 07, 2018
Institution Type
Community College

Program Services Coordinator - Degree Audit

San Mateo County Community College District

Posting Number: 2014606S
Department: Counseling CSM (DEPT)
Location: College of San Mateo
Position Number: 4C0384
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $60,348 (annual)
Max Salary: $77,004 (annual)
Position Type: Classified Positions

Who We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District:
College of San Mateo, which was designated as a Hispanic Serving Institution in 2014, is part of the San Mateo County Community College District, which currently enrolls approximately 23,000 students, the majority of whom are from minoritized populations. Of the students at College of San Mateo, 3.0% are African-American, 0.1% are American Indian, 19.8% are Asian, 6.8% are Filipino, 19.9% are Latinx, 2.2% are Pacific Islander, 28.1% are White, 17.6% are Multi-Ethnic, and 2.5% are unknown.

Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position:
Under direction, the Program Services Coordinator - Degree Audit, works as part of the SMCCCD Transcript Evaluation Service (TES) to perform the highly technical task of evaluating coursework completed at other District approved accredited colleges and universities to ensure accuracy for the awarding of certificates, degrees, and completion of transfer requirements. A high degree of independent judgment and creativity are required to adequately represent the College and program, to serve as a technical resource person for the program, and to design original program components and services. Public contact is extensive and includes students, staff, faculty, other educational institutions, community representatives and the general public for the purpose of exchanging program information and services. Consequences of errors in judgment can be costly in public relations, staff, and employee time; however, management controls and prescribed procedures limit the risk of serious consequences.

Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Evaluates incoming academic transcripts of coursework completed at other District-approved accredited colleges and universities for equivalent course-to-course articulation to SMCCCD courses related to certificates, Associate degrees, and transfer requirements

2. Reviews District approved detailed foreign transcript evaluations for the application of coursework to meet SMCCCD Associate degree and General Education requirements

3. Provides SMCCCD students, with the official (District recognized/accepted) transcript evaluation via degree audit computer system and/or other means of communication

4. Communicates recommendations and information used by counseling faculty (at the student’s home campus within the District) to assist with developing accurate student educational planning

5. Researches and analyzes other facets of external curricula from various educational systems, including prerequisites, course sequencing, learning outcomes, and general education requirements

6. Analyzes and authenticates course level, content, and unit values of transfer coursework

7. Enters appropriate transfer equivalencies into the degree audit computer system

8. Communicates with other colleges and universities to obtain essential curriculum information and to address discrepancies between transcript and catalog

9. Consults current and historical articulation best practices, standards, policies, manuals, handbooks, and articulation data

10. Exchanges information with students, staff, faculty, other educational institutions, and the general public regarding policies and procedures, confidential and other records, and services, programs, and activities related to TES

11. Provides assistance to staff with the resolution of more complex issues

12. In consultation with departments and faculty, interprets and applies College catalog, District and College policies and procedures

13. Provides training for District counselors, Enrollment Services staff, and others regarding TES

14. Attends annual/semiannual conferences to stay abreast of intersegmental California articulation and other educational policy developments impacting student transfer between institutions

15. Collaborates with other programs and services to identify potential problems and suggest improvements to the degree audit system

16. Updates and maintains TES procedural documentation

17. Builds articulation tables and develops and participates as needed in the degree audit to ensure system accuracy and functionality

18. Collaborates with College articulation officers to review and improve District-wide articulation

19. Provides leadership for ongoing development of the District transcript evaluation service

20. Develops a system of monitoring incoming and outgoing requests and results

21. Recommends changes to the College catalog

22. Participates in College and District committee assignments

23. Trains, schedules, and monitors the work of staff as assigned

24. Applies TES policies and procedures equally to all students

25. Performs other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to a Bachelor’s degree in business administration, sociology, human resources, or a closely related field• Successful experience of increasing responsibility, preferably in educational enrollment services• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff• Experience with program planning, implementation and evaluation• Experience with training and leading the work of others• Experience with researching, formatting, assessing, and preparing data for reports and other materials• Experience using a variety of computer software to track and monitor data• Demonstrated skills in oral and written communication, including public speaking• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently• Demonstrated skill in working as part of a customer service team

Physical Requirements:
This classification requires sitting for various lengths of time; the ability to type, use phone, occasionally lift, carry, push, pull, or otherwise move objects of light to moderate weight; work at a computer, including viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, dexterity of hands and fingers to operate keyboard; and ability to operate a motor vehicle and drive to off campus locations in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
1. Knowledge of community college courses, curriculum, graduation, and transfer requirements; familiarity with community college credit evaluation policies and procedures

2. Knowledge of policies and standards related to IGETC, CSU General Education, independent articulation agreements, and ASSIST

3. Knowledge of college and university courses, general education, and breadth requirements

4. Skill in respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

5. Skill in establishing and maintaining effective and efficient working relationships

6. Skill in training, directing and coordinating the work of others

7. Skill in interpreting and explaining rules, regulations, procedures and policies regarding transcript evaluation, graduation, degree, and transfer requirements

8. Commitment to quality and accuracy provided by Transcript Evaluation Service

9. Ability to work as a team to minimize variability of evaluation decisions and maximize consistency in applying above-mentioned standards, policies, and procedures to incoming transfer coursework

10. Ability to work independently for extended periods of time

11. Skill in using a database and a variety of computer software to enter, modify, format, and retrieve complex data

12. Skill in oral communication, including public speaking

13. Skill in written communication

14. Skill in interviewing, assessment and evaluation

15. Ability to lead and participate in effective and efficient customer service work teams

16. Ability to work independently with little direction, including the ability to prioritize assigned tasks

Preferred Qualifications:

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 05/29/2018
First Review Date: 06/27/2018
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to to complete the application and to apply for this position). 2. A resume that details all relevant education, training, and other work experience. 3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills. For questions related to this posting, please contact: SMCCCD Office of Human Resources 3401 CSM Drive, San Mateo, CA 94402 Tel.: (650) 574-6555 Fax:(650) 574-6574 Web Page:

Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2017 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2017 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2017 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2017 Annual Security Report is now available at You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

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