Admissions & Records Assistant III

Job description

Admissions & Records Assistant III

San Mateo County Community College District

Posting Number: 2014615S
Department: Admissions & Records CSM (DEPT)
Location: College of San Mateo
Position Number: 4C0389
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $58,536 (annual)
Max Salary: $74,844 (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 College 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 general supervision, the Admissions & Records Assistant III performs a variety of clerical and technical duties related to planning and implementing a variety of student enrollment services. The Admissions & Records Assistant III provides policy and procedural information, documents and tracks student enrollment activity, and assists supervisory staff in coordinating and monitoring the work of other staff. Public contact is extensive and includes students, staff, and the general public as well as other educational and governmental institutions for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity are required, within the scope of prescribed policies and procedures to resolve a variety of minor and occasional major problems that arise. Consequences of errors in judgment could be costly in public relations, staff, and employee time; however, supervisory controls and prescribed procedures limit the risk of serious consequences. The Admissions & Records Assistant III is distinguished from level II by responsibilities for leading the work of teams or individual staff and/or by assisting supervisory staff as the designated technical resource for resolution of the more complex operational issues. The Admissions & Records Assistant III can train and lead the work of other clerical staff, volunteers, and student assistants as assigned.

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. Exchanges information with current and prospective students, faculty, staff, other educational institutions, governmental agencies, and the general public regarding student enrollment policies and procedures, confidential and other records, and services, programs and activities

2. Confers with supervisory staff to plan short and long-range staffing needs, workflow, customer service enhancements, web and other electronic modifications, operational procedures, enrollment services programs, outreach, and other activities, as well as the development and modification of computer programs, screens, and reports

3. In conjunction with supervisory staff, trains staff in new and modified enrollment services and procedures

4. Responds to in-person, telephone, electronic, and written inquiries

5. Coordinates, leads, and monitors the work of teams and individual staff as assigned and provides input into staff performance evaluations

6. Enters, modifies, and retrieves enrollment and related data with a database, including correcting student academic records and maintaining accurate lists of attendance records, student IDs, graduation, and grades

7. Processes grade changes

8. Processes a variety of student requests, including transcripts, petitions, academic renewal, cumulative audit, variable unit changes, class transfers, and add/drop requests

9. Sets up and maintains a variety of complex electronic and manual files of student enrollment data, including transcripts, transfer, certification and graduation, student eligibility, support services, demographics, and fee schedules

10. Provides input into the development and modification of computer programs, screens, and reports in conjunction with supervisory staff

11. Makes residency determinations and makes appropriate notifications to students about their residency status

12. Uses spreadsheets and a variety of computer software to format data and prepare routine reports, correspondence, forms, surveys and informational materials

13. Distributes, prepares, maintains and verifies records of weekly, daily, and positive attendance rosters

14. Assists students in the accurate completion of forms and required information

15. Compares electronic and other records of enrollment and completed coursework to verify eligibility and completion of certificate programs and graduation, transfer, GPA and other requirements for a variety of college and outside agency purposes

16. Interprets and applies state and federal regulations governing the collection of VA benefits

17. Maintains course repetition report

18. Researches student electronic and manual files to complete reports and surveys and to respond to telephone, electronic, in-person, and written inquires and to refer inquiries to appropriate staff or other departments as appropriate

19. Attends meetings to obtain current information

20. Makes presentations to small and large groups regarding enrollment policies, procedures, timelines, electronic services, fees, and required forms

21. Performs other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to an Associate’s degree in business administration, office administration, or a closely related field• Successful general clerical work 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 the organization and maintenance of electronic and manual files and records• Experience with training and leading the work of others• Experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials• Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports• Demonstrated skills in oral and written communication, including giving clear and concise instructions• 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, and dexterity of hands and fingers to operate keyboard in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
1. Knowledge of student enrollment services policies, procedures, forms, and fees

2. Knowledge of supportive resources available to students for admission, enrollment, and retention

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

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

5. Skill in using a database and a variety of computer software to enter, modify, format and retrieve complex data, compose and prepare correspondence, reports, memoranda, narratives and other written materials

6. Skill in oral communication, including giving clear and concise instructions

7. Skill in written communication

8. Skill in working accurately with detailed information under deadline pressure

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

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: 06/26/2018
First Review Date: 07/26/2018
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.

To apply, visit:

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Job No:
Posted: 7/6/2018
Application Due: 11/8/2018
Work Type: