Admissions and Records Supervisor
Ideal Candidate Statement:
The ideal candidate will be an experienced leader with a clear, focused commitment to high-level customer services, learning and academic excellence to promote student success, and efficiencies within the department. He/she will have at least three years of admission and records in a system which utilizes an ERP (Enterprise Resources Planning) system, and proficient use of Colleague, and NextGen Forms. This individual will have a working knowledge of how to leverage technology to improve service and access for students, and have experience with 320 and National Student Clearing House reporting. The successful candidate will also be skilled at training, documenting and maintaining all processes that support a highly automated enrollment process.
Additionally, the ideal candidate will possess excellent communication skills and be able to develop and maintain positive working relationships with business and academic departments, past, present and future students, local k-12 schools, faculty, management, and administrative staff. The candidate is highly ethical, trustworthy, credible, loyal and is respectful of diverse views and opinions. He/she is flexible and inter-culturally competent and is a person whose leadership style is collegial, approachable, and accessible on campus and in the community.
The ideal candidate is able to demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.Job Description Summary:
Under general direction of the Dean of Enrollment Services, plans, directs, manages, supervises, oversees, and coordinates the Admissions and Records functions. The Supervisor insures the integrity of all policies, procedures, and programs and works to support the department as a whole. The supervisor coordinates assigned activities with other district departments, divisions, and outside agencies and provides highly responsible and complex administrative support to the Dean of Enrollment Services. The supervisor of Admissions works collaboratively with the supervisor of Financial Aid. The employee must possess a commitment to diversity and inclusion and be comfortable with working with diverse backgrounds i.e. race, gender, socioeconomic, ability, LGBTQIA, etc. This position requires some nights and weekends.Essential Duties:
The following duties are typical of those performed by employees in this job title;
•Provides direct supervision to student services programs in Admissions, Records;
•Lead the department’s commitment to high-touch customer service to create a welcoming environment; provide support to staff when dealing with difficult problems; maintain the department website information to address frequently asked questions
•Organizes and supervises the processing of all student record information; coordinate reporting procedures and state requirements;
•Review and oversee the processing of all student petitions; oversee grade changes and special situations
•Coordinate registration priority; work with other departments to process the loss of BOG and registration priority appeals; oversee the distribution of registration priority to the student body
•Coordinates services to students and college personnel and motivates staff to provide high levels of customer service;
•Provides leadership, assistance, and monitors the efficiency and effectiveness of service delivery methods and procedures; identify opportunities for improvement
•Assist with the planning, organizing registration and awarding cycles in conjunction with Instruction, Student Services, and Information Technology; implements new technologies to improve and automate enrollment functions; Collaborates with College personnel responsible for marketing, outreach and recruitment;
•Assists with Selection, development, motivation, and evaluation of assigned personnel; provides or coordinates staff training; work with employees to correct deficiencies; initiate and implement discipline and termination procedures;
•Assist the dean in the development of departmental budgets for assigned programs; assist the dean with preparing annual program plans, and oversees mechanisms for budget controls;
•Participates in the development and implementation of college goals, objectives, policies, and priorities for assigned programs;
•Serves as a member of various College and District committees and task forces; maintains liaison with other college, District, public, and private agencies to assure coordination of activities;
•Serves as a liaison with other college departments, divisions, and outside agencies; have an understanding and an ability to resolve significant and controversial issues as appropriate;
•Organize and supervise the processing of all student record information; coordinate reporting procedures and state requirements; provide verifications for veteran’s benefits, military credit, social security, and other areas;
•Assists in the collection, compilation, and reporting on scheduling data for budgeting, enrollment management, apportionment, program review, and planning;
•Assists the dean with preparation of various state reports related to apportionment (320), state management information system ( MIS) requirements, and national clearinghouse ( Financial Aid);
•Performs other related work as required.
Operational and technical knowledge of services, as well as state and federal regulations supporting a comprehensive Admissions and Records;
Technical knowledge of the 320, MIS, and national Student Clearing House Reports Excellent technological proficiency (knowledge of Colleague required)
Principles of customer service and public relations;
Policies regarding student admissions, student records, and transcript requirements; Pertinent federal, state, and local laws, codes, and regulations including the California Education Code requirements and federal requirements for student residence, grading, testing, admissions, records, curriculum, program awards, and general education; thorough understanding of the Family Educational Rights and Privacy Act (FERPA);
Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs; modern and complex principles and practices of enrollment management, program development, and administration;
Principles and procedures of record keeping and statistical reporting;
Outstanding English composition and language usage; formatting and proofreading techniques; Procedures of computerized records systems, systems analysis, and computer applications including integrated databases;
Principles of supervision, training, and performance evaluation; advanced principles and practices of budget preparation and administration;
Modern office procedures, methods, and computer equipment.
Manage, direct, and coordinate the work of supervisory, technical, and clerical personnel; Compile, organize, analyze, forecast, and report on large, complex data sets
Select, supervise, train, and evaluate staff;
Provide administrative and professional leadership and support for enrollment management including database searches and dataflow management;
Recommend and implement goals, objectives, and practices for providing effective and efficient services;
Prepare clear and concise administrative and financial reports; perform complex and detailed tasks with accuracy; prepare and administer large and complex budgets;
maintain accurate schedules and records; analyze problems, identify alternative solutions, project consequences of proposed action, and implement recommendations in support of goals; research, analyze, and evaluate new service delivery methods, procedures, and techniques;
interpret and apply federal, state, local, and district policies, procedures, laws, and regulations; be sensitive to, and have an understanding of, the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college personnel and students;
Communicate clearly and concisely, both orally and in writing;
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work;
Operate modern office equipment including, but not limited to, integrated database systems and general office computer applications.
ILLUSTRATIVE WORK EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination experience equivalent to:
Five years of increasingly responsible experience in Admissions and Records in an institution of higher education, including one year of administrative and supervisory responsibility. Familiarity with standard student record-keeping procedures, including AACRAO criteria, provisions of FERPA, and other legal issues relating to official academic records or academic history. Working knowledge of the development of curriculum, academic course schedules and catalog, transfer practices, general education, and articulation. Technical knowledge regarding shared databases and student information systems, and reporting including; 320, MIS, and National Student Clearing House.
All candidates must have evidence of responsiveness to and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practice in all college policies, practices, and personnel.Physical Characteristics:
The physical abilities involved in the performance of essential duties are:
Environment: Office environment, subject to interruptions; off-campus travel required. May require evenings and weekend work.
Physical Abilities: Dexterity of hands and fingers to operate a computer terminal; hearing and speaking to exchange information and make professional presentations; sitting for extended periods of time.Salary Range:
224 ($99,534 - $127,036)Number of Vacancies:
12/15/2020Open Until Filled:
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.Benefits Statement:
Ohlone offers a competitive benefits package. Employee pays for health benefits from salary. Below is a list of some of our offerings:
1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees’ Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Longevity pay step increase based on your years of service
8. IRS Section 125 Flexible Medical Spending Plan
9. 457(b) Deferred Compensation Plan (employee contributes)
10. 403(b) Tax Shelter Annuity Plan (employee contributes)
*Benefits will be prorated for positions less than 100%Immigration Reform & Control Act of 1986:
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.”District Statement:
A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.EEO Statement Summary:
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.
If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.Conditions of Employment:
Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts and proof of freedom from tuberculosis. In addition you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance.