Job description


San Mateo County Community College District

Posting Number: 2014761S
Department: Admissions & Records CSM (DEPT)
Location: College of San Mateo
Position Number: 4C0024
Percentage of Full Time: 100%
FLSA: Exempt (does not accrue overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $97,860 (annual)
Max Salary: $123,948 (annual)
Position Type: Administrative/Supervisory 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 is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 15,000 students each academic year. College of San Mateo has a diverse student population that is a reflection of the communities that is serves. Detailed information about the student population, including data related to student success, can be found on College of San Mateo’s Office of Planning, Research and Institutional Effectiveness (PRIE) website.

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:
The Registrar is a professional supervisory position involved in planning, developing, and implementing a variety of student enrollment services, such as admissions, registration, processing of grades, maintenance of student and course records, verification of student enrollment, certification of graduation, and production of transcripts and diplomas. The Registrar assists in the management of staff in planning department policies, procedures, short- and long-range service delivery methods and objectives, in addition to serving as immediate supervisor to department staff. Public contact is extensive, and includes staff, students, other educational institutions, government agencies and the general public for the purpose of exchanging information related to registration, admissions, certification, documentation, graduation, and other processes. A high degree of independent judgment and creativity are required to resolve frequent minor and occasional major problems that arise. Consequences of errors in judgment can be costly in employee time and public relations. The Registrar supervises the work of clerical staff 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 department, college, and District staff regarding enrollment services and collaborates with other departments, such as Counseling Services, Financial Aid, Outreach, and Articulation on a variety of academic support services

2. Assists with planning, developing, and implementing student enrollment services, such as admissions, registration, grade processing, student records, student enrollment verifications, graduation certifications, production of transcripts and diplomas, residency requirements, and student eligibility

3. Interprets and applies the laws and regulations of California Education Code, college procedures, policies and regulations, and other state and federal laws related to admissions, residency, veterans, and immigration laws

4. Provides input into planning, implementation, and maintenance of computer programs, screens, and reports related to enrollment services and documentation, including DegreeWorks degree audit software

5. Confers with management and other staff to develop, implement, and evaluate operational policies, procedures, delivery models for customer services, staffing levels, workflow, and enrollment service programs and activities

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

7. Directs and participates in the training of staff in new and modified enrollment services and procedures

8. Supervises and evaluates the work of staff

9. Uses available resources and researches updated information to resolve complex procedural and compliance issues

10. Composes and prepares correspondence, memoranda, informational materials, surveys, and other material

11. Uses a database to set up and maintain a variety of complex data files of student enrollment, and data related to transcripts, transfers, certification, graduation, student eligibility, support services, demographics and fees

12. Assists with monitoring the collection of data elements required by state and federal government for various reports

13. Uses spreadsheets and a variety of computer software to research, format data for, and prepare special and regular demographic, statistical and financial reports, correspondence, forms, surveys and informational materials

14. Protects the confidentiality of student academic records by enforcing the provisions of the Family Educational Rights and Privacy Act

15. Responsible for ensuring the timeliness of the process of posting grades, grade changes, and academic standing

16. Drives a motor vehicle to attend meetings, workshops and other events

17. Performs other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to a Bachelor’s degree in business administration or a closely related field• Successful work experience of increasing responsibility in educational enrollment services• Skill in the use of a variety of computer software to research, compile, format, and prepare documentation, complex reports, and other written materials• Demonstrated skill in working effectively as part of a customer service team• Demonstrated skills in written and oral communication, including giving clear and concise instructions• Skill in supervising the work of others• 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

Physical Requirements:
This classification requires the ability to operate a motor vehicle and drive to off campus locations. Work involves standard office setting and requires the ability to operate office equipment, such as computer systems and devices, telephone, and scanner; work at a computer, including viewing a monitor for extended 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, and regulations applicable to community colleges

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

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

4. Skill in training, supervising, and evaluating the work of others

5. Skill in using a database and a variety of computer software to set up, format, modify, 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 promote 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: 05/09/2019
First Review Date: 05/30/2019
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) 2018 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 2018 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 2018 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can 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: 5/10/2019
Application Due: 7/5/2019
Work Type: