Admissions and Records Manager

Job description



Admissions and Records Manager

Salary
$85,440.00 - $105,080.00 Annually

Location
Fresno City College, CA

Job Type
Permanent

Division
FCC Student Services

Job Number
2019114

Closing
10/24/2019 11:59 PM Pacific

General Purpose

Under direction, plans, coordinates and supervises the work of an Admissions & Records department; ensures the accuracy and confidentiality of student records; determines department needs, formulates action plans and works with staff to deliver department services; provides expert professional assistance and guidance to college management on admissions and records; and performs related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • Plans, assigns, schedules, supervises and evaluates the work of a smaller Admissions and Records department; supervises and participates in developing, implementing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards; contributes to the development of and monitors performance against the annual department budget; approves purchases and other expenditures in accordance with District policies and procedures; makes presentations; prepares and maintains a variety of records and reports.
  • Manages the performance of assigned staff; interviews and selects new staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; makes compensation recommendations; responds to grievances; approves overtime/compensatory time; subject to concurrence by senior management and Human Resources, takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with Personnel Commission Rules, Administrative Regulations, Human Resources procedures and collective bargaining agreements; performs other activities relevant to supervision of assigned staff.
  • Provides day-to-day leadership and works with staff to ensure a high-performance, service-oriented work environment that supports achievement of the department's and District's mission, objectives and values; promotes workplace diversity, inclusion, cultural competency and a positive work environment.
  • Interprets, applies and ensures compliance with applicable laws, codes and regulations; remains current on applicable legislative decisions and developments.
  • Plans, develops and oversees the registration and enrollment of students into classes; ensures that enrollment processes are accurate, timely and efficient; oversees the processing of a variety of petitions and resolves complex admissions and records issues; applies, interprets, explains and enforces policies, procedures and practices; provides technical direction to staff and information to students pertaining to Admissions and Records.
  • Participates and provides technical expertise and recommendations to District and college administrators and other departments and divisions regarding District compliance with laws, reporting regulations and academic policies and the impacts of current and proposed policies and procedures; performs, prepares and presents program review and unit review.
  • Provides input on the functionality, development and management of the integrated college admissions and records system including: records documenting the admission and registration of students; preparation, maintenance and security of student records; evaluation of transcripts, attendance and graduation functions; and the proper retention and destruction of student records as required by federal and state regulations.
  • Prepares federal, state and District reports, graduation lists and documentation of student records; conducts studies and special projects as directed.
  • Manages and participates in the evaluation of student graduation and transfer documents, preparation of diplomas, compilation of honors and probation lists, tracking of evaluation materials and degree audit functions; ensures timely and accurate notification to students regarding graduation status, President's Lists and probationary status.
  • Oversees specialized admissions procedures of the various training academies and noncredit programs; ensures cohort and bulk enrollment processes are implemented fairly, accurately and in a timely manner; ensures residency and certification requirements are met and specialized student records are accurately maintained.
  • Interprets, applies and ensures compliance with applicable laws, codes and regulations; remains current on applicable legislative decisions and developments.
  • Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

    OTHER DUTIES
  • Represents the District on local and statewide professional organizations and committees.
  • Performs related duties as assigned.

    Employment Standards / Minimum Qualifications

    KNOWLEDGE, SKILLS AND ABILITIES
    Knowledge of:
  • Applicable federal, state and local laws, rules and regulations, including the Family Educational Rights and Privacy Act and California Education Code and Administrative Code provisions related to community college admissions, registration, attendance accounting and recordkeeping.
  • Community college curriculum, organization, operations, policies and objectives.
  • District student recordkeeping practices, procedures and systems for processing and maintaining student information.
  • Principles and practices of sound business communication including proper English usage, grammar, spelling and punctuation.
  • Principles and practices of public administration, including budgeting, purchasing and maintaining public records.
  • Research methods and analysis techniques.
  • Principles and practices of effective management and supervision.
  • Safety policies and safe work practices applicable to the work being performed.
  • Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
    Skills and Abilities to:
  • Plan, supervise, assign, review and evaluate the work of assigned admissions and records staff.
  • Coordinate, develop and implement admissions and records services.
  • Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
  • Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
  • Develop and implement appropriate procedures and controls and ensure the accuracy and security of student records.
  • Understand, interpret, explain and apply applicable laws, codes and ordinances.
  • Work collaboratively with directors and other managers and provide expert advice and counsel to develop solutions to complex issues.
  • Represent the District effectively in dealings with students, staff and other colleges.
  • Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
  • Make presentations and present proposals and recommendations clearly, logically and persuasively to diverse audiences.
  • Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
  • Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
  • Communicate effectively, both orally and in writing.
  • Operate a computer and use standard business software.
  • Develop and maintain an inclusive work environment that fosters diversity, respect and engagement.
  • Establish and maintain effective working relationships with all those encountered in the course of work.

    EDUCATION AND EXPERIENCE
    Graduation from an accredited college or university with a bachelor's degree in business administration, public administration or a related field and four years of increasingly responsible experience in a college admissions and records office, at least two of which were supervising or leading one or more specialty areas of admissions and records; or an equivalent combination of training and experience.

    LICENSES, CERTIFICATES AND OTHER REQUIREMENTS
    A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
    When assigned and needed - Must be a U.S. citizen or lawful permanent resident of the United States and obtain and maintain Veteran Affairs School Certifying Official (SCO) certification.

    When assigned and needed - Must be a U.S. citizen or lawful permanent resident of the United States and complete Principal Designated School Official (PDSO) training and maintain certification as a condition of employment.

    PHYSICAL AND MENTAL DEMANDS
    The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Physical Demands
    While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.

    Specific vision abilities required by this job include close vision and the ability to adjust focus.

    Mental Demands
    While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.

    WORKING ENVIRONMENT
    The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Employees work under typical office conditions, and the noise level is usually quiet.

    The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.

    Assessment Process

    APPLICATION SUBMISSION
    To move forward in the selection process, you must complete an online application through our web site athttp://www.schooljobs.com/careers/scccd.Please attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.

    ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

    When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

    All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

    APPLICATION REVIEW AND ASSESSMENTS
    The application review process includes an evaluationof training and experience based on given application information and answers to supplemental questionnaire.Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

    The assessment process will include a competency assessment (40% weight) and an oral interview assessment (60% weight).Passing score is 75% out of 100% on each assessment section.
    ASSESSMENT TENTATIVELY SCHEDULED FOR THURSDAY, NOVEMBER 14, 2019

    The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.

    ELIGIBILITY LIST
    Candidates who attain a passing score on each part of the assessment will be placed in rank order on an Open-Competitive List.Using the same process, a separate Promotional List will be established and both Lists will be used concurrently.Unless otherwise indicated, the eligibility list will be used to fill current vacancies at Fresno City College for at least six months.

    PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT.

    ACCOMMODATIONS
    Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

    To Apply, visit:
    https://www.schooljobs.com/careers/scccd/jobs/2583949/admissions-and-records-manager





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