Admissions and Records Systems Analyst

Posting Number:

CM-POST-000044

Position Title:

Admissions and Records Systems Analyst

Division:

Student Services

Department:

Admissions & Records

FTE:

100

Term (month/year):

12 Months/Year

Primary Work Schedule:

Monday-Friday 8am-4:30pm

Shift Differential::

Shift differential eligibility based on the current collective bargaining agreement.

Health & Welfare::

• Mt. San Antonio College offers a competitive and excellent benefits package providing medical, dental, and vision benefits to eligible employees and their dependents. Lifetime supplemental medical benefits are also available for eligible retirees.

• The College contributes an annual premium up to the family coverage amount equivalent to Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees.

The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.

*Note: The District does not cover Medicare expenses. Please visit the Mt. San Antonio College Benefits Website for further information. Salary and Health & Welfare Benefits are subject to change based on the Collective Bargaining Agreement or Meet-and-Confer agreements depending on job classification.

Annual Salary Step Range:

$108,800.16-$138,859.92 annually

Open Date:

10/07/2026

Initial Screening Date:

10/26/2026

Open Until Filled:

Yes

District Rights:

We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.

Application Requirements:

First Review of Applications: Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the above listed Initial Screening Date are assured consideration.

Applicants must submit all of the following materials online, unless otherwise noted, at Mt. SAC Employment Website to be considered for this position:

1. A Mt. San Antonio College online application.

2. A cover letter describing how the applicant meets the required education and experience.

3. A detailed résumé that summarizes educational preparation and professional experience for the position.

4. If applicable, all candidates, including current or former employees of the college, are required to show evidence of the awarded/conferred degree from the issuing college/university, and this evidence must be submitted with the online application to demonstrate that the required educational qualifications are met. Unofficial transcripts or a copy of the diploma are acceptable at the time of application. Official transcripts will be requested if an offer of employment is made.

5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.

Special Note to Applicants:

To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College Property, will not be returned, and will not be copied. Please visit the Mt. SAC Employment Website to complete and submit your application for this position.

A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources telephone #: (909)274-4225. Human Resources e-mail: employment@mtsac.edu.

Do Not include photographs or personal information (e.g. DOB, place of birth, etc.) on your application or supporting documents.

Long Distance Travel for Interviews: If you are selected to participate in an interview and attendance will require you to travel in excess of 150 miles from your residence, please contact the Human Resources Technician listed on the interview invitation to discuss accommodation and/or travel reimbursement.

Foreign Transcripts::

Foreign Transcripts: 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.

Selection Procedure::

A committee will evaluate applications, considering the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Interviews may include a writing sample, committee presentation, and/or performance test. The start date will follow Board approval and live scan clearance receipt.

Definition:

Under general supervision, performs a variety application development and analysis functions of the Admissions and Records Department’s technology and application systems; creates business processes to meet end user requirements and Federal, State, District, local, and department regulatory mandates, rules, regulations, policies, and procedures; evaluates and personally participates in the functions necessary to implement and sustain the creation, maintenance, and use of admissions and records databases and applications; tests and maintains data analysis and reporting programs to enhance and support reporting requirements and data tracking needs; coordinates work and services with central Information Technology Department and other staff.

Supervision Received and Exercised:

Receives general supervision from the Dean, Enrollment Management. May provide technical and functional direction to assigned administrative support staff or student workers.

Class Characteristics:

This is a professional-level analyst classification that performs a variety of database application and reporting activities. Incumbents exercise a high level of discretion and independent judgment in performing the full range of routine to complex assignments. Successful performance of the work requires thorough knowledge of database applications and basic knowledge of the District’s information systems infrastructure. This class is distinguished from other information technology classes by the level of specialized technical knowledge of and emphasis on admissions and records software and database applications.

Examples of Essential Functions(Illustrative Only):

1. Designs business processes for the maintenance, access, and retrieval of admissions and records data; defines data rules and relationships and develops methods for quality control of the database system; reviews and evaluates database access and reporting software applications to streamline and enhance admissions and records enterprise.
2. Designs methods and applications to import/export data for analysis; uses various reporting tools and database applications to retrieve information from databases for admissions and records and other staff as needed; determines required data and presentation formats.
3. Ensures successful storage and retrieval of data across a variety of campus systems; ensures admissions and records systems interface with other campus systems.
4. Creates complex custom queries and programs for a variety of admissions and records management needs and reporting requirements; creates queries to analyze and identify data integrity issues.
5. Monitors and maintains data integrity of admissions and records tables, fields, reports, and related systems; works with central information technology to execute scripts to correct data issues.
6. Provides expert technical assistance and training for admissions and records staff on system procedures, system integration, data integrity, and reporting.
7. Plans, designs, and creates new databases for data collection, analysis, and reporting.
8. Installs and configures database access applications and troubleshoots database connectivity issues.
9. Consults with information technology staff to create views and data blocks for data reporting and extraction.
10. Coordinates with information technology, institutional research, and other college staff to facilitate the resolution of database system issues in the admissions and records module and the development of new modified database processes and reporting requirements.
11. Acts as the first-line contact person for admissions and records staff for technical assistance with admissions and records student module system for testing, troubleshooting, and problem resolution.
12. Tests and debugs applications to ensure accuracy of data and writes related application documentation, including system upgrade testing and end-user documentation.
13. Communicates with personnel and various outside agencies as needed to exchange information and resolve issues or concerns.
14. Participates with end users and information technology in designing, testing, and implementing new computer programs as appropriate, including developing and maintaining related documentation.
15. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
16. Promotes an environment of belonging as it relates to diversity, equity, inclusion, social justice, anti-racism, and accessibility.
17. Provides quality customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups.
18. Supports and abides by federal, state, local policies, and Board Policies and Administrative Procedures.
19. Participates on committees, task forces, and special assignments, including, but not limited to Screening and Selection Committees and mandated trainings as required.
20. Prepares and delivers oral presentations related to assigned areas as required.
21. Performs other related duties as assigned.

Knowledge of:

1. Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment.
2. Database management concepts and structures, reporting relationships, data analysis methods, design, practices, and procedures.
3. Principles and practices of programming and application generation tools.
4. Various software packages, including word processing, spreadsheet, data and database management, reporting tools, and desktop publishing applications and programs.
5. Basic data management, data extraction, and relational database systems theory, principles, techniques, and practices.
6. Research and reporting methods, techniques, and procedures.
7. Principles and practices of data collection and report preparation.
8. Applicable Federal, State, local, and District policies, codes, regulations, technical processes, and procedures related to the program to which assigned.
9. Modern office practices, methods, and computer equipment and applications.
10. Record keeping principles and procedures.
11. English usage, spelling, vocabulary, grammar, and punctuation.
12. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, disabilities, various socio-economic and ethnic groups.

Skills and Abilities:

1. Advocate for and communicate the College’s vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment.
2. Participate in addressing gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in the recruitment and retention of staff.
3. Participate in providing resources and support towards the goal of a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment.
4. Use computer-related programs and software applications related to the area of assignment.
5. Analyze situations and identify and troubleshoot pertinent technical problems/issues; collect relevant information; evaluate realistic options; and recommend/implement appropriate course of action.
6. Develop and implement database-related projects with sufficient speed and accuracy.
7. Review, analyze, customize, and implement software packages and database applications related to departmental projects.
8. Develop queries and perform complex analyses of data.
9. Interpret, apply, and explain technical materials to non-technical users; elicit user needs and develop and implement appropriate solutions.
10. Conduct research; analyze, interpret, summarize, and present technical information and data in an effective manner.
11. Make accurate mathematical and basic statistical computations.
12. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
13. Operate modern office equipment including computer equipment and applications programs.
14. Use English effectively to communicate in person, over the telephone, and in writing.
15. Understand scope of authority in making independent decisions.
16. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
17. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

1. Equivalent to graduation from a regionally accredited four-year college or university with major coursework in computer science, computer information systems, or a related field; or
2. Additional professional experience in designing, programming, supporting, and implementing enterprise applications in a field similar to student financial aid administration, which demonstrates the acquisition and successful application of the required knowledge, skills, and abilities; and
3. Experience in admissions, records, and registration departments at an institute of higher education is desirable.

Pay Grade Eligibility:

N/A

Desirable Qualifications:

1. Experience working with policies and procedures relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI); OR
2. Experience with participation in programs relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI).

Licenses and Certificates:

None.

Equivalencies:

Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.

Environmental Elements:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with staff, students, and/or the public in interpreting and enforcing departmental policies and procedures.

Physical Demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Conditions of Employment:

The person holding this position is required to be present on Mt. San Antonio College’s campus to perform all essential duties and responsibilities.

Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees: The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report.

The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Mission, Vision, and Equity Statement:

Our Mission: The mission of Mt. San Antonio College is to support all students in achieving their educational goals in an environment of academic excellence. Specifically, the College is committed to providing quality education, services, and workforce training so that students become productive members of a diverse, sustainable, global society. The College pledges to prepare students for lifelong learning through the mastery of basic skills, the achievement of associate degrees and certificates, and the completion of career and transfer pathways. The College will carry out this commitment by providing an engaging and supportive teaching and learning environment for students of diverse origins, experiences, needs, abilities, and goals. The College is dedicated to serving our community through improving economic achievement, advancing civic engagement, enhancing personal well-being, promoting critical thinking, and enriching aesthetic and cultural experiences.

Our Vision: Mt. San Antonio College strives to be regarded as one of the premier community colleges in the nation. We will be viewed as a leader in community college teaching, programs, and services. As a premier community college, we will provide access to quality educational programs and services, focusing on student success within a climate of integrity and respect. We will earn this reputation by consistently exceeding the expectations of our students, our staff, and our community.

Mt. San Antonio College Mission and Goals

Equal Employment Opportunity Policy:

The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Demographics:

We recruit and retain quality employees who are reflective of our students and the community we serve, in addition to providing all personnel with equity and diversity training.

The District is a proud Chicanx/Latinx, and Hispanic-Serving Institution, Asian American and Native American Pacific Islander-Serving Institution, and Minority Serving Institution, serving over 74,655 students based on the 2023-2024 academic year.

The student population is as follows:

• by Ethnicity – 58.53% Latinx, 9.30% White, 20.85% Asian, 2.83% Filipino, 0.23% Pacific Islander, 3.64% Black/African American, 0.27% American Indian, 2.30% two or more races and 2.05% unknown;
• by Gender– 54.96% Female, 43.11% Male, 0.66% Non-Binary, 1.27% unspecified;
• and by Age – 47.71% ages 19 or younger, 19.37% ages 20-24, 8.53% ages 25-29, 5.51% ages 30-34, 3.90% ages 35-39, 5.16% ages 40-49, 9.79% ages 50 and older.

The current employee population is as follows:

• by Ethnicity – 38% Latinx, 19% White, 15% Asian, 4% Black/African American, 2% Native Hawaiian or Other Pacific Islander, 1% Two or More Races, 19% unknown;
• by Gender – 54.59% Female, 43.64% Male, 1.77% unspecified;
• and by Age – 3.57% under 20 years, 27.38% ages 20-29, 21.81% ages 30-39, 20.87% ages 40-49, 26.35% ages 50 and older.

Conflict of Interest:

Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).

Inquiries/Contact:

Human Resources
1100 N. Grand Avenue, Walnut, CA 91789-1399
Phone: (909) 274-4225
E-mail: employment@mtsac.edu