Orange Coast College

 

Admissions and Records Technician II (2 openings available)

Job# O-014-20

Salary: $49,018.00 - $66,085.00 Annually

Deadline: 12/6/2019

 

 

Full job description and OFFICIAL application available ONLY at: https://www.governmentjobs.com/careers/cccd/jobs/2548937/admissions-and-records-technician-ii-2-openings-available?pagetype=jobOpportunitiesJobs

 

Summary

Performs a variety of specialized technical and clerical tasks in connection with the admission, enrollment, records, academic progress success, and enrollment status. Serves as a technical resource for one or more designated customer service sections with Admissions and Records, providing support to any and all other sections.

Distinguishing Career Features

The Admissions and Records Technician II represents the second level within an enrollment career path requiring demonstrated ability to serve as a technical subject matter specialist and perform in most admissions and records functions that include, but are not limited to admissions, registration, residency determination, student enrollment status, academic progress, transcript evaluation, Faculty Services and Veteran Services.  Advancement to Technician Senior is based on need and attainment of a high level of expertise in transcript evaluation and audit, graduation determination, Faculty Services, Veterans Services, Admissions, Residency Determination of complex situations and Registration. In addition, Technician Senior requires the skills to run complex and technical processes in the Student Information System on a regularly scheduled basis.  

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:

The Admissions and Records Technician II serves as a subject matter specialist in one or more areas encompassing a portion of these duties, however, is fully capable of performing all of the following:

• Provide technical information on issues pertaining to the interpretation of admissions and student record guidelines and policies.

• Responds to inquiries pertaining to admission and enrollment requirements and procedures, including those from other Technicians requiring special knowledge.

• Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, residency, student enrollment status, and fees.

• Participates in the activities connected with student applications and enrollment.  Ensures that customer service stations are set up and can access on-line and manual database records and resources.

• Processes application forms by entering data onto a computerized student information system.  Reviews student admissions applications for completeness and to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.

• Assists with analyzing and evaluating residency documents submitted by students to evidence bona fide residence and authenticity.   Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances. 

• Receives and evaluates official transcripts from other education institutions and verifies acceptable accreditation.  Processes non-traditional credit requests.  Processes pre-requisite clearances.

• Participates in reviews and evaluation of transcripts for general education certification and degree petitions.

• Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities.

• Calculates incoming student cumulative data and grade point average, converting data to semester system if prior educational institution operated on a quarter-system.

• Processes late registration and enrollment changes, assuring accurate posting of student drops, enrollment changes, and fees collected or owed.

• Extracts and downloads information using standardized queries, to prepare reports and audit accuracy of student and academic data.

• Assists students in obtaining records and copies of transcripts.   Mails copies of transcripts and verifications of enrollment as requested.  

• Verifies class enrollment status for students and faculty members.  Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate. 

• May maintain records of student attendance, instructor drops, and grades.  Issues and processes instructor records.  Researches discrepancies and informs instructors of enrollment changes as needed.

• Evaluates, corrects, and updates student records in compliance with educational codes, identifies and updates student course repetitions; performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating degree petitions.

• May processes grade changes and petitions for academic renewal. Notifies the student of approval/disapproval.  Makes changes to student records.

• Apprise supervisor of unusual requests and/or exceptions to procedures regarding the assigned area of responsibility.

• Serves as point of contact with students and prospective students for services provided by the department.   May assist in representing the District at activities of local area high schools and/or other external agencies/organizations.   Interacts with other District organizational units to provide students with a comprehensive enrollment package. 

• Serves on, or supports committees to provide job-related information, as assigned.

• Provides faculty members and other staff with pertinent information about and procedures for recording attendance and grades, class deadlines, etc. 

• Receives, counts, and reconciles registration monies.  Posts funds collected to appropriate accounts and categories.  Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.

• Adjusts student fee records based on class schedule changes.  Responds to information by departments, external agencies, and organizations to keep them apprised of current college education expenses for their clients. 

• Assists in reviewing applications and other information and certifies student enrollment status for VA benefits; helps students understand and navigate various education benefit options and provides necessary forms; reviews completed forms for accuracy and completeness; reviews and processes student certification, unit changes, and VA paperwork related educational benefits.

• Posts receipts to student financial records prepares and creates invoices specific to individual students for unpaid balances audits and updates refund reports. 

• Composes general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail, and completing forms. 

• Maintains up-to-date knowledge of programs, services, policies and procedures for admissions, registration, and student records.  Provides information to potential service users, including topics such as assessment, 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:

Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.Requires working knowledge of the College's policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes.Requires a basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students.Requires a working knowledge of major and course articulation and matriculation concepts.Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit.Requires the ability to enter and extract data and reports from student information systems.Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation.Requires knowledge of basic bookkeeping practices and procedures, including cashiering. Requires sufficient math skills to perform business math computations.Requires sufficient customer service skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the District/College. VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations and associated practices, processes and procedures.

 

Abilities:

Requires the ability to perform assignments in any and all admissions and records processes and sub-processes.  Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records. Requires the ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions.  Requires the ability to compile and evaluate data, prepare reports, charts and graphs from standardized formats.  Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment.  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 compose general and specialized office correspondence, type and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information. Requires the ability to maintain accurate records, file and maintain filing systems, maintain confidentiality of private and/or sensitive information.  Requires the ability to function as a cashier.  Requires the ability to work cooperatively and productively with others.

 

Education and Experience:

The position requires a high school diploma and two years of progressively responsible experience in an admissions/student enrollment function.  Associate's degree preferred. Or any combination of education and experience that would provide the required equivalent qualifications.

Licenses and Certificates:

May require a valid driver license.

 

 

THE COAST COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER