Admissions & Records Specialist

Job description


MONTEREY PENINSULA COLLEGE
invites applications for the position of:

* Admissions & Records Specialist


SALARY: $3,098.00 - $3,965.00 Monthly
OPENING DATE: 01/11/19
CLOSING DATE: Continuous

DESCRIPTION:
*** PRIORITY SCREENING DATE February 3, 2019 at 3:00 PM ***


Under the direction of the Director of Admissions and Records, coordinate and participate in a variety of responsible, technical and clerical duties related to the Admissions and Records office. Receive limited supervision within a broad framework of standard policies, procedures, and practices. Exercise good judgment and tact; provide information on college policies, procedures, standards and requirements where applicable; establish and maintain good public relations with staff, students, and the community at large.
EXAMPLE OF DUTIES:
Essential Functions
1. Perform a wide variety of clerical, administrative support, and technical activities for the Admissions and Records office.

2. Act as a resource for information to students and the public relative to all college Admissions and Records policies, procedures, requirements, and practices. Provide information and assistance in person, over the phone, and via electronic communication to students, staff, and the public. Assist students and the public in understanding and applying information contained in the college catalog, schedule of classes, and other publications.

3. Assist students with the application submission process, identify and navigate any hurdles. Determine admission and residency status for students. Assist students with requests to change their admission and residency statuses while ensuring compliance with all state and federal regulations.

4. Assist students with the registration process; troubleshoot and problem solve registration issues; and register students through batch registration when needed, such as for contracts (ISAs).

5. Receive, review, and process transactions including, but not limited to, all applications, registrations, transcript requests, enrollment verifications, Add/Drop forms, withdrawals, refunds, K-12 Dual Enrollment Form, Credit by Exam, and student data changes.

6. Provide technical assistance and guidance to students, staff, counselors, faculty, and administrators with the interpretation and clarification of registration, graduation, academic and transfer policies, requirements and related activities.

7. Process incoming student transcripts through a variety of formats according to policies, procedures, and established practices. Receive and analyze transcripts, review courses and units completed, verify level, content, unit value and grading system. Determine units to be transferred to college records from external examinations and military experience. Evaluate all incoming college transcripts for official and proper accreditation. Scan incoming official transcripts into the College's imaging system.

8. Fulfill and process official MPC transcript requests using a variety of software, formats, and equipment.

9. Review and certify transcripts and permanent record cards for accuracy, grade changes, repeats, and credits; interpret admissions and records policies, such as course repetition, incompletes, applications, residency and registration, and apply them in a variety of procedural situations.

10. Evaluate student records including analysis of transcripts from other institutions, foreign and domestic, review Monterey Peninsula College courses for degrees, certificates and general education certification in accordance with all statutes and college policies regarding awarding appropriate credit; provide assistance and technical information regarding academic records. Contact counseling and other faculty regarding specific equivalency questions or approvals.

11. Maintain confidential files and records requiring the use of discretion; prepare records for imaging; check and file microfilm, microfiche, and all other imaged records.

12. Check and review a variety of data for completion and conformity with established rules and regulations.

13. Account for all monies received for transcript requests, diploma replacement orders, and Credit by Exam fees.

14. Design and use databases and spreadsheets. Compile and prepare various reports from multiple data sources. Assist in the preparation of FTES records, including class schedules, attendance sheets, and other FTES reports as needed for state and federal reporting and auditing.

15. Participate and collaborate in the Student Learning Outcome Assessment Cycle by discussion, data collection, and report preparation when needed. Participate in the development, evaluation,and review of Service Area Outcomes.

Other Duties
Perform other related duties as assigned.

Participate in committees as assigned.

Train and monitor the work of part-time and student employees, where appropriate.
MINIMUM QUALIFICATIONS:
Education and Experience
Any combination of education, experience and training which would indicate possession of the required knowledge, skills and abilities listed herein. For example, completion of approximately two years of college level course work in office or personnel administration, data processing, records management, ora related field, and two years of responsible office experience involving customer service, processing of records, student services programs, or related field.

Knowledge
Knowledge of: general functions, policies, rules and regulations of a community college; current office methods and practices; public and human relations skills; letter and report writing; word processing; mathematical computations, methods of collecting and organizing data and information; software used in admissions and records services including student information systems; word processing, electronic mail, internet skills, database management, and spreadsheet applications; college or university transcript procedures, grading systems and course equivalencies; effective customer service techniques and etiquette; business math including percentages and decimals; correct English grammar, spelling and punctuation.

Abilities
Ability to: Understand and independently carry out oral and written instructions; make independent decisions within scope of responsibility and authority; organize work, set priorities, prioritize tasks, meet critical deadlines and follow up on assignments with a minimum of direction; maintain confidentiality of information; learn and successfully apply Family Education Rights and Privacy Act (FERPA) rules and regulations; apply office policies, procedures, rules and regulations; use good judgment and utilize critical thinking skills; analyze situations carefully and correctly, and adopt and effective course of action sometimes without immediate supervision; communicate effectively in both oral and written form; using tact, patience, and courtesy; use diplomacy, tact, friendliness, poise and discretion in all situations; understand and apply information in the college catalog and schedule of classes; read, interpret, apply and explain rules, regulations, policies and procedures using sound judgment; use appropriate and correct English spelling, grammar and punctuation; perform mathematical calculations with speed and accuracy; learn and use a variety of different electronic applications accurately and proficiently; as required to fulfill the requirements of the job; learn the specialized clerical/technical functions of Admissions & Records services; create and produce correspondence, reports and procedures documentation independently or with brief instruction; use various kinds of office equipment appropriately and efficiently; establish and maintain effective work relationships with those contacted in the performance of required duties; compile and maintain accurate, confidential, complete academic records; gather, compile, and assemble source data; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socioeconomic, disability, and gender diversity of students attending and staff working on a community college campus; perform general clerical skills such as typing, filing, sorting and distributing mail, prepare outgoing correspondence, reroute phone calls and emails to appropriate offices.

PHYSICAL EFFORT / WORK ENVIRONMENT
Sitting and operating computer keyboard to enter data into a computer terminal for extended periods of time, bend, kneel and reach overhead, push and pull, and periodic lifting of lightweight parcels up to 15 pounds. Light to moderate physical effort; occasional standing or walking; indoor work environment.
WORK SCHEDULE / SUPPLEMENTAL INFORMATION:
Work Schedule
40 hours per week/ 12 months per year
Monday – Friday
8:00 AM – 5:00 PM or 9:00 AM – 6:00 PM
*Management reserves the right to change schedules as needed.

Salary
(STEP A) 3,098 – (STEP F) 3,965 Monthly + GREAT BENEFITS PACKAGE

*All Classified employees begin at Step A, with a step increase at the beginning of each fiscal year.

How to Apply
Visit www.mpc.edu/employment and select "classified and other positions."

Here you will find the announcement and the "apply" button in the upper right hand corner. You will be asked to login or create a new user account.

Complete all required fields of the application AND:
Attach a .doc, .docx or a .pdf of your cover letter which describes your interest in and qualifications for the position. AND
Attach a .doc, .docx or a .pdf of your resume AND

Answer required supplemental questions.

Only items listed above will be reviewed by the screening committee. Human Resources does
not accept additional materials such as: letters of reference, test scores from other institutions, certificates of courses/programs completed, letters of commendation from schools with your application. Such items, if included, will not be forwarded to the selection committee. If you are a finalist, HR will request any reference information that is required. Monterey Peninsula College reserves the right to close or continue the recruitment at any time.

For questions or concerns, please contact:

S. Elisa Judy
[email protected]
831-645-1392

Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Monterey Peninsula College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit fingerprints for California Department of Justice clearance. California School Employees Association Membership or an approved alternative is required.


The District is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the District is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

NOTE Smoking Policy: Smoking on campus is limited to designated smoking areas.


About the College
Monterey Peninsula College (MPC) is a fully accredited California public community college. With an open admissions policy, the college is known for the excellence of its academic programs and student support services. The college has been recognized as a top military friendly school.

Monterey Peninsula College is located on the beautiful central coast of California, approximately 120 miles south of San Francisco. The cities of Carmel, Del Rey Oaks, Marina, Monterey, Pacific Grove, Sand City, Seaside and the unincorporated areas commonly known as Big Sur, Carmel Valley and Pebble Beach are all served by the district. Monterey Peninsula is known as a world-class destination and the many attractions of the area include an incomparable coastline, numerous state parks, the historical district of Monterey, Monterey Bay Aquarium, and several of the most famous golf courses in the world.

Monterey Peninsula College and the Early Childhood Lab School received recognition as a Family Friendly Employer and a Child Welcoming Business in 2017 from Bright Beginnings Early Childhood Development Initiative and the Monterey Peninsula Chamber of Commerce.

More information can be found at: https://www.mpc.edu/Home/Components/News/News/8953/18

Our Educational and Community Partners
A number of other institutions cooperate with Monterey Peninsula College in serving the postsecondary education demands of the Monterey Peninsula. Among those are California State University, Monterey Bay, Hopkins Marine Station of Stanford University, the Defense Language Institute, Middlebury Institute of International Studies, Monterey College of Law, and the Naval Postgraduate School. The College also enjoys a collaborative relationship with the Monterey County Business Council and the Monterey County Workforce Investment Board.

MPC is partnering with Monterey Peninsula Unified School District and Pacific Grove Unified School District to offer college level coursework in both academic and vocational tracks through its College and Career Access Pathways. MPC and CSU, Monterey Bay have collaborated in enrolling students in cohort-based programs in which students take classes at both MPC and CSU, Monterey Bay while earning a CSU, Monterey Bay degree.

For more information about Monterey Peninsula College and the communities it serves, refer to the following link.





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Job No:
Posted: 1/24/2019
Application Due: 1/24/2031
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