TEMPORARY SENIOR ADMISSIONS AND RECORDS SPECIALIST
TEMPORARY SENIOR ADMISSIONS AND RECORDS SPECIALIST
Ideal Candidate Statement:
Ohlone prides itself as a Learning College with the motto of “A World of Cultures United in Learning” and we are looking for faculty who embrace diversity in serving students of varied backgrounds and learning styles. The College is committed to environmental sustainability and looks to all employees to support this important goal.
Under the direction of the Administrator, provide specialized support to the Dean of Enrollment Services regarding petitions, registration, admissions and assigned special projects; perform a variety of specialized duties in support of student enrollment; process student grades and input into an assigned computer database; oversee and process student waitlists; assist in the processing of approved petitions, including fee reversals and updating student academic records. The Senior Admissions and Records Specialist is the senior-level class in the class of Admissions and Records. Incumbents provide support to the Dean of Enrollment Services regarding petitions, registration, admissions and assigned special projects.
Duties and Responsibilities:
1. Consults and assists as back-up for student immigration and residency status, admissions email, petitions, non-credit, special projects, grade change submission, phones, and customer service window and any functions pertaining to other admissions and records specialist positions;
2. Partner with District coordinators of College Connection program for outreach presentations each term for incoming students to include parent information night, preregistration workshop(s) and Q & A, registration workshop(s) and Freshman day workshop(s);
3. Process and code applications and set up for College Connection registration appointments;
4. Assist and work with College Connection Coordinators to assist students on registration data and related issues;
5. Register Dual Enrolled students attending at High School;
6. Download grades submitted by faculty on a daily basis and provide missing grade reports periodically to Academic Deans;
7. Run waitlists daily and set up email notifications to students who have permission to register;
8. Provide support to the Dean of Enrollment Services regarding petitions, registration, admissions and assigned special projects; evaluate and process degrees, certificates and academic renewals; complete admissions applications; input transcript requests and enrollment verifications into an assigned database;
9. Collaborate with Academic Divisions to confirm dual enrollment classes and faculty for each term and share information regarding instructor changes;
10. Serve as a liaison between the high school and Academic Divisions regarding inquiries from high schools regarding potential new course offerings;
11. Coordinate the distribution and collection of permission forms and application instructions with the Principal, Vice principal, or Campus Coordinator of the High School Dual Enrollment programs within four high school districts including visits to all the campuses;
12. Monitor Education Code and/or Chancellor’s office updates and forward information to Dean of Enrollment Services as needed, and Admissions and Record staff;
13. Collaborate with credentials to maintain website to address the calendar for transcripts, holidays, and dates of campus closure;
14. Assist students with information pertaining to transcript delays, degree or grade holds;
15. Monitor and participate in periodic system tests prior to release of updates and prior to each term. Review, pull and share documentation with the Dean of Enrollment and supervisor for areas that may impact reporting;
16. Provide admission and records documents for subpoena requests;
17. Demonstrate cultural sensitivity while engaging with a diverse academic, socioeconomic, cultural, and ethnic backgrounds of faculty, staff, and students with physical and learning disabilities;
18. Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
19. Communicate with personnel and outside agencies to exchange information and resolve issues or concerns;
20. Attend a variety of meetings as assigned.
21. Perform other related duties as assigned.
1. California Education Code, FERPA and Board Policy;
2. Dual Enrollment programs and prerequisites;
3. Web Advisor;
4. Immigration and Residency laws;
5. Enrollment and registration processes;
6. Correct usage of written and oral communication.
1. Data Entry using Colleague, Credentials, web advisor;
2. Chancellor’s Web Site, Listserv inquiries;
3. Organizational and collaborative skills;
4. Perform a variety of specialized duties in support of student enrollment;
5. Maintain records and files;
6. Interpret, apply and explain rules, regulations, policies and procedures including those pertaining to immigration, enrollment, registration and graduation.
1. Perform a variety of specialized duties in support of student enrollment;
2. Communicate effectively both orally and in writing;
3. Meet schedules and timelines;
4. Respectfully interact with diverse groups of people;
5. Handle and review personal and sensitive documents privately and professionally.
Any combination equivalent to graduation from high school supplemented by college-level coursework in communications or related field and three years enrollment or registration experience.
Must have evidence of responsiveness to and 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 practices.
A minimum of three (3) years of experience in Admissions and Records and a general knowledge of the California Education Code, Immigration and Residency, and Dual Enrollment programs.
• Finger Dexterity
• Ability to hear
• Ability to effectively communicate
• Ability to visually perceive objects
• Primarily Office
• Primarily Indoors
• Constant contact with customers and general public
• Sometimes work with dissatisfied individuals
Starting Salary Range: $25.21 - $32.20 Per Hour
Posting Number: A/T148-14
Number of Vacancies:
Desired Start Date:
Position End Date (if temporary):
Open Date: 06/02/2021
Close Date: 6/16/2021
Open Until Filled: No
If you do not meet minimum qualifications as stated, a completed equivalency portfolio with all related documents must accompany the application or your packet will not be considered. The equivalency form could be found on our website at:
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.
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.”
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.
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.
To apply, visit https://employment.ohlone.edu/postings/48306
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.
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