Manager, Enrollment Services

Job description

Coastline Community College


Manager, Enrollment Services

Job# CM-006-19

Salary: $91,493.00 - $121,595.00 Annually

Deadline: 01/14/19


Full job description and OFFICIAL application available ONLY at:



Plans, manages, and coordinates enrollment services operations specializing in ancillary programs and services to military, veterans and corporate students/clients.   Operations may include admissions, registration, records, transcript evaluations, prerequisite verification, assessment, graduation, student accounts, and other activities.  Program oversight may vary and include military, veterans, international and other special student populations.


Distinguishing Career Features

The Manager, Enrollment Services is a management position responsible for the efficient and effective operations of admissions, enrollment, records, matriculation, academic progress and graduation functions and processes.  The position reports to the Executive Dean of Extended Learning and supervises the work of a staff in specialized, technical and student service oriented positions. 

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:

• Provides managerial oversight to the daily and long-term implementation of various contract education programs, services and operations.

• Provides leadership for and actively support web applications, electronic communication, and technological advancements in collaboration with other enrollment services of the College and District, including research, training, configuration and implementation.

• Plans, organizes, supervises, and coordinates customer services and technical work of the Enrollment Services office which may include admissions, records, residency, registration, transcript evaluations and certification services.  Plans, schedules, and assigns work.  Establishes priorities and adjusts assignments to assure timely completion.

• Supervises and evaluates the performance of assigned staff.  Interviews and participates in selecting employees. Provides technical direction and information to staff on issues pertaining to interpretation of department guidelines and policies.

• Participates in the development of, and directs and provides accurate interpretations of rules and regulations that govern program contracts and department operations. 

• Develops and administers policies, procedures, formats, and schedules for up-to-date record keeping and timely data communications for faculty, staff, and students to access information such as applications, permanent records, class rosters, grades, transcripts, and credits.

• Supervises, coordinates, and prepares database table setup of registration enrollment and drop dates, student and third party accounts, and other information to an integrated student information system that enables enrollment, additions and deletions, posting of grades and attendance, and accounts.

• Directs and prepares information to faculty and staff regarding procedures for recording and reporting attendance and grades.  Provides information and guidance to staff who are interpreting and enforcing guidelines, policies, and legal requirements.

• Plans, develops, coordinates and oversees the matriculation and registration of students. Arranges for adequate staffing.  Organize workflow, procedures, materials, and equipment to optimize service levels for registration.

• Organizes and supervises student accounting processes, including military and VA tuition assistance and on-line transactions.  Develops, implements, oversees and evaluates procedures to facilitate and maintain the security for student fee payments and refunds.   Assures that receipt and disbursement of funds complies with applicable regulations and rules.

• Supervises, coordinates, and responds to inquiries for student account information, including outstanding accounts receivable.  Resolves problems associated with student accounts, including but not limited to, balances and discrepancies.  Identifies and maintains up-to-date records of outstanding student account balances.

• Applies rules, determines, and adjudicates student eligibility in areas such as but not limited to veterans, military, athletics, honors, international students, residency, and graduation.   Monitors student status relating to academic progress, probation and dismissal.

• Serves as a primary designated school official for VA, INS, and other programs, and custodian of college records.

• Supervises procedures for awarding college credit through transfer, examination, and evaluation using articulation agreements and guidelines.

• Oversees the preparation and distribution of a variety of reports on student enrollment and instructional data.  Responds to custom data requests made by faculty and staff.

• Develops and maintains the department's annual budget to ensure adequate funding to meet department requirements.  Participates in reconciling expenditure of funds with Business Services and external oversight agencies. 

• Participates in student recruitment activities in areas such as, but not limited to marketing, outreach, advertising, visitations, and presentations. 

• Serves as a liaison to other departments, community organizations, other educational institutions, and external agencies on matters impacting the department and college.

• Maintains up-to-date of knowledge of programs, services, policies and procedures for admissions, registration, and student records.  

• Provides information to potential service users, including topics such as assessment, matriculation, graduation, and transfer.

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


Qualifications and Physical Demands

Minimum Qualifications


Knowledge and Skills

The position requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.  Requires in-depth knowledge of the College's policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student athletes, transcript evaluation, student discipline, and legal processes.  Requires a working knowledge of immigration regulations affecting students.  Requires a working knowledge of the principles and practices of supervision.  Requires a working knowledge of major and course articulation and matriculation concepts.  Requires advanced knowledge of personal computer-based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special integrated database applications used by admissions and records.  Requires the ability to enter commands to extract data and reports from student information systems.  Requires knowledge of and skills in office methods and procedures, sufficient to evaluate and design work and information flow processes.  Requires skill in proper American English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation to write policies, procedures, and professional correspondence.  Requires basic knowledge of financial record keeping controls, practices, and procedures. Requires sufficient math skill to perform business math computations.  Requires well-developed human relation skills to make presentations, explain procedures to others, build effective work teams, resolve conflicts, 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, apply, interpret, and adjudicate the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records.  Requires the ability to ensure compliance with requirements for services and programs.  Requires the ability to work collaboratively within and across department lines, prioritize and assign workload, analyze problems, and determine solutions that often require development of action plans.  Requires the ability to establish a customer service environment that emphasizes best practice and quality.  Requires the ability to compile and evaluate data, prepare reports, charts and graphs from a variety of sources and formats.  Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.  Requires the ability to maintain confidentiality of private and/or sensitive information. 

Physical Abilities

Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature.  Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time.  Requires sufficient ambulatory ability to move about campus and off-campus locals.  Requires near visual acuity to write, read written materials, observe computer screens, and observe customers at service windows in need of assistance.  Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment.  Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device.  Requires the ability to reach to access files and move supplies and equipment in and out of storage areas. 

Education and Experience

The position requires a Bachelor's Degree and four years of experience in an admissions/student enrollment and records function.  Additional, progressively responsible experience may substitute for some upper division college curriculum.  Or, any combination of education and experience that would meet the required qualifications.

Licenses and Certificates

May require a valid driver license.




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Job No:
Posted: 12/6/2018
Application Due: 2/4/2019
Work Type:
Salary: $91,493.00 - $121,595.00 Annually