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Admissions and Records Specialist - 3 Positions

Employer
MiraCosta College
Location
Oceanside

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Job Details



Admissions and Records Specialist - 3 Positions
MiraCosta College


For full details and to apply, go to https://jobs.miracosta.edu/postings/2324

Type of Assignment: Classified/Staff
Assignment Category: Regular Position

Position Details:
This recruitment is for three positions:

1. One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm.

2. One regular, full-time position, 40 hours per week, 12 months per year on the San Elijo campus. The work schedule will be Monday through Thursday 10:30 am - 7:00 pm, Friday 8 - 4:30.

3. One regular, part-time position, 16 hours per week, 12 months per year at the Community Learning Center (CLC). The work schedule will be Monday through Thursday, 4:00 pm - 8:00 pm.

The person selected for this position will be subject to assignment to any district facility during any hours of operation.


Salary Range: 20
Compensation: The starting salary is $5,069.39 per month (range 20, step 1) for the full-time positions and $2,027.76 per month (range 20, step 1) for the part-time position.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.


Benefits:
1. For the full time positions: A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees’ Retirement System (CalPERS).

2. For the part-time position: Membership in a retirement plan; vacation and sick leave, earned on an accrual basis; and District-paid holidays.


Position Term in Months: $Term

Application Procedure:
In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the representative duties and desirable qualifications.

The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.


Basic Function:
Under general supervision, perform specialized clerical duties involving admissions, registration, records maintenance, residency and enrollment; provide technical assistance and information to students, faculty, staff and the public; and perform related duties as assigned.


Distinguishing Characteristics:


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.

1. Assist current, returning, concurrently enrolled and prospective students, parents, college faculty/staff and the public at a front counter on a wide range of admissions and enrollment questions and processes; explain procedural guidelines for admissions, registration, records, matriculation, enrollment and fees; refer students to other areas of Student Services as appropriate; instruct students in correct procedures for completion of forms, applications and processes; explain applications, requirements and restrictions.

2. Accept, review and process applications; review and determine residency status of applications based on state residency requirements; provide justification for residency determinations to students; refer problems to supervisor for assistance and resolution; notify students and/or instructors of need for additional information or documentation for application, enrollment, residency and other processes.

3. Research and review records for changes in status, enrollment history, grades, duplicate IDs, duplicate careers. Request transcripts, records and other information needed to determine status of applications and forms.

4. Prepare and transmit correspondence for students, including verifications, email, and other information, respond to requests from other educational institutions and agencies involving the verification of student status and records; ensure proper releases are on file to safeguard student privacy.

5. Maintain student records; audit records to ensure accuracy; provide copies of transcripts according to approved procedures; use computer to research, post and clear holds on student records as appropriate and grade point average calculations and other student activity in the computer to update student academic records and assure accurate student records accounting.

6. Register new and continuing students by reviewing and processing forms, verifying residency status and correct payment of fees; assist students, staff and faculty with enrollment problems, student records issues and assist in resolving student complaints regarding program errors.

7. Collect, compile, verify and record information for the generation of reports.

8. Maintain and ensure the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act and established district policies and procedures.

As assigned to the San Elijo and Community Learning Center campuses:

9. Collect, process and post fees for student registration, student or district activities and other purposes to student and non-student accounts.

10. Provide additional services unique to the campus including issuing parking permits, scheduling students for counseling appointments, providing first point of contact for the student services offices, such as Financial Aid, IIP, Transfer Center, Scholarships, DSPS, EOPS, and Parking Enforcement. Coordinate daily cash replenishment and interim deposits based on volume of money collected; account for funds sent to proper bank account or district office function.

11. Disburse student checks including but not limited to payroll, financial aid and refunds; secure checks and monies as necessary in campus safe; maintain sorting and filing system for check dissemination.


Other Duties:
1. Train and provide work direction to student workers and other hourly workers as assigned.

2. Perform related duties as assigned.


Knowledge Of:
1. College organization, functions, rules, policies and procedures applicable to a college admissions and enrollment office.

2. Applicable sections of the state education code relevant to assigned responsibilities.

3. The Family Educational Rights and Privacy Act and other college, state and federal laws, rules, regulations and policies governing student admissions and enrollment.

4. Computer operations and uses of standard business applications including word processing, spreadsheet and database software, and other specialized college software applications such as PeopleSoft.

5. Written and oral communication skills including correct English usage, grammar, spelling, punctuation and vocabulary.

6. Office administration practices and procedures, including filing and record keeping systems.

7. Basic research methods and procedures.

8. Business math.

9. Concepts, practices and techniques of customer service.

10. Safety policies and safe work practices applicable to the work.


Ability To:
1. Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.

2. Evaluate alternatives and reach sound decisions within areas of assigned responsibility.

3. Operate a computer and standard business software.

4. Respond in person and by telephone to a high volume of varied inquiries and requests calmly, patiently and effectively.

5. Prepare clear, concise and accurate records, data entries, reports and other written materials.

6. Work independently with little direction.

7. Understand and follow oral and written directions.

8. Maintain the confidentiality of department and student records and information.

9. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability
issues.
10. Establish and maintain effective working relationships with all those encountered in the course of work.


Education & Experience:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from high school or GED equivalent, supplemented by business-related courses and two years of clerical or administrative work experience; or an equivalent combination of training and experience.

IMPORTANT: For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.


Desirable Qualifications:
Experience in a customer service/student services setting providing direct services to customers/students.


Licenses & Other Requirements:
A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.


Physical Effort:
The physical efforts 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.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying objects weighing up to 25 pounds; ability to travel to various locations on and off campus as needed to conduct district business.


Emotional Effort:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.


Working Conditions:
Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; usual assignment worked during daylight hours with occasional evening, weekend and/or holiday hours required on an as-needed basis.


Posting Number: S20/21018P
Human Resources Contact Information: jobs@miracosta.edu or 760.795.6854
Job Close Date: 10/9/2020
Open Until Filled:
First Screening Date:

About MiraCosta College
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at http://www.miracosta.edu/officeofthepresident/pio/aboutmcc.html





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Organization

Working at MiraCosta College

The MiraCosta Community College District Mission is to provide educational opportunities and student-support services to a diverse population of learners with a focus on their success. MiraCosta College offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves.
http://www.miracosta.edu/administrative/hr/prospective_whyweworkatmiracosta.html

Both students and staff enjoy a friendly atmosphere, and the feeling that we are all here to help one another. Our diverse student body includes people from a variety of ages, ethnicities and cultural backgrounds.

  • Credit Enrollment: 14,773
  • Noncredit Enrollment: 2,479
  • Credit Enrollment by Gender: Female: 57% Male: 43%
  • Average Age: 26
  • Credit Enrollment by Ethnicity:
    • African American: 4%
    • White: 45%
    • Hispanic: 34%
    • Asian, Pacific Islander: 8%
    • Multiple: 7%
    • Other: 2%
  • Active Duty Military/Veterans/Dependents: 1,396

http://www.miracosta.edu/studentservices/applyenroll/index.html

The MiraCosta Community College District is one of California's 114 public community colleges. MiraCosta offers undergraduate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities. The college’s fee-based Community Education program provides a wide variety of classes, workshops, and excursions. Tuition-free, noncredit classes also present a variety of learning opportunities at the Community Learning Center and throughout the community.
http://www.miracosta.edu/officeofthepresident/pio/downloads/mcc_mission_statement.pdf

Students who plan to transfer to a four-year university get on the right track through TAG, IGETC, UniversityLink, and other transfer programs. MiraCosta College also has one of the highest transfer rates to the University of California out of all of the community colleges in San Diego County. Our students also typically earn higher GPA's than non-transfer students. Learn more about the transfer process here: http://www.miracosta.edu/studentservices/transfercenter/index.html

Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Interstate 5, Amtrak, and Carlsbad regional airport provide easy access to either metropolis and to Mexico. The district, which extends 25 miles along the Pacific Ocean from Camp Pendleton Marine Corps Base to the city of San Diego, attracts diverse ethnic and socioeconomic populations who live in urban and suburban communities. The intellectual environment is enhanced by the college’s proximity to the University of California San Diego, California State University San Marcos, and other institutions of higher education. Along with numerous theaters, galleries, and museums, residents enjoy a moderate, year-round climate, which provides many opportunities for outdoor activities.

The San Diego Tourism Authority website describes San Diego's North County as a vast, expansive region known for its pristine beaches, natural preserves and miles of open spaces. From Del Mar to Oceanside, the North County coastline is a string of unique picturesque seaside villages that have a small-town feel.

If you're looking for opportunities for outdoor activities in San Diego, the north region has plenty. From hiking and horseback riding in Los Peñasquitos Canyon Preserve, stand-up paddle boarding and kayaking in Carlsbad Lagoon, to biking along historic Highway 101, or sport fishing, whale watching or surfing the coastline from La Jolla through Oceanside, outdoor enthusiasts are sure to be entertained. San Diego's north coastal town of Encinitas was recently named among the best surf towns in the world by National Geographic.

The North County Coastal region is home to some of San Diego's top attractions, including LEGOLAND California, Sea Life Aquarium and Legoland Water Park, the Flower Fields at Carlsbad, and the Del Mar Fairgrounds, host to the Del Mar Fair from mid-June to early July, followed by the Del Mar Thoroughbred Races until early September. There's also the San Diego Botanic Garden for a look at San Diego native flora and fauna, and at the Eastern border of North County, you'll also find the San Diego Zoo Safari Park, Las Vegas-style Indian casino gaming and a handful of great wineries and local breweries. Art enthusiasts will love the Oceanside Museum of Art and the LUX Art Institute.

San Diego's North County coastal and inland regions are also a paradise for golfers, with over 40 diverse courses to choose from. Graced by cooling breezes from the Pacific Ocean, the Arnold Palmer-designed Park Hyatt Aviara and Tom Fazio-designed Grand Del Mar golf courses are uniquely sculpted around the natural landscapes and native vegetation. San Diego's North region puts you just an hour from Disneyland yet still close to downtown San Diego where the museums of Balboa Park, the San Diego Zoo, the Gaslamp Quarter and SeaWorld San Diego are nearby.

North San Diego County is home to eight of the county’s fastest growing cities, businesses and families are drawn to North County’s sunny inland valleys and scenic coastal communities. Additional information about the business environment can be found on the San Diego North Economic Development Council website or on the Oceanside, Carlsbad, Encinitas, or San Diego Coastal Chamber of Commerce websites.

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