Job Details

Admissions & Records Coordinator
Citrus Community College



Admissions & Records Coordinator
Citrus Community College

Posting Number: 0600739
Posting Date: 07-10-2018
Closing Date: 08-07-2018
Department/Division: Enrollment Services (Admissions/Records)
Funding: District Funded
Job Category: Classified
Assignment: Full-Time
Percentage Employee: 100%
Months per Year: 12
Work Days per Week: Five days per week
Work Schedule per Day: Monday through Thursday 8:00 a.m. to 5:00 p.m., Friday 8:00 a.m. to 4:30 p.m.
Work Shift for this Position (select all that apply): Days
FLSA: Nonexempt
Placement/Range: 40-1 (Starting salary for a new classified hire at Citrus College is fixed at Step 1)
Pay Rate: $4,379.97mth (25.27/hr)
Benefits: The District provides a fully-paid, comprehensive program of fringe benefits including major medical, dental, and vision insurance for full-time employees and eligible dependents. Life insurance provided for employee only.
A Complete Application Packet Includes: Resume, Cover Letter
Optional Applicant Documents: Other Document (s), Transcripts, Licenses and Certificates

Position Summary:
Assists in planning, organizing, supervising and coordinating the District's student registration, admissions and records maintenance operations and functions. Assists in developing and implementing policies and procedures pertaining to student enrollment, registration, records and other related functions. Coordinates, leads, and performs a variety of specialized complex technical and clerical tasks in connection with the admission, registration, records, academic progress and success, and status of students. Coordinates the work of assigned staff, including special processes for peak periods of student customer service activity.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Assist the dean in the setting of validation tables and term setup in Banner.

Performs complex technical duties in respect to Banner software program.

Acts as liaison between TeCS Department and Admissions and Records to troubleshoot and resolve problems within the Banner system.

Resolve incorrect ID's, social security numbers, names, and multiple PIDM's within Banner and our Legacy system.

Coordinate and organize the day-to-day activities within the Admissions and Records Office to assure efficiency of operation.

Essential Duties and Responsibilities:

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

Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, matriculation, residency, student academic status, course class conflicts, and fees.

Coordinates and participates in the activities connected with student registration including accessing 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.

Analyses and evaluates 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.

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

Responds to inquiries pertaining to admission and registration requirements and procedures including those from other technicians requiring special expertise.

Assures that student records are up-to-date. Enters data onto an automated system with data entry screens.

Extracts and downloads information to prepare reports and audit accuracy of data.

Assists students in obtaining records and copies of transcripts.

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, matriculation, graduation, and transfer.

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.

Processes exceptional action petitions. Notifies student of approval/disapproval. Makes changes to student records.

Provides assistance to students with special needs, as appropriate.

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 organization 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.

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.

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 of forms.

Participates in the selection, training, assignment and review of work output for student and temporary help.

Performs other duties as assigned that support the overall objective of the position.

Knowledge, Skills and Abilities:

Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.

Requires working knowledge of the District'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 INS 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 American English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation.

Requires knowledge of basic bookkeeping practices and procedures, including cashiering.

Requires sufficient math skill to perform business math computations.

Requires sufficient human relations skill to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the District.

Requires the ability to perform assignments in any and all admissions and records process and sub-process.

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 maintain accurate records, file and maintain filing systems, maintain confidentiality of private and/or sensitive information.

Requires the ability to work varying schedules.

Minimum Qualifications:
See Education and Experience below.

Preferred Qualifications:

Possession of a bachelor's degree;

Three years of community college experience in admissions/student enrollment coordination.

Education and Experience:

An associate degree, or the completion of at least sixty (60) college-level semester units, and three years of college-level admissions/student enrollment coordination experience; or, in the absence of an associate degree, or the completion of at least sixty (60) college-level semester units, five years of college-level admissions/student enrollment coordination experience.

Physical Abilities:

Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature.

Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time.

Requires the ability to interact with students at departmental service windows.

Requires near visual acuity to write, read written materials and computer screens, and observe students at service windows in need of assistance.

Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment.

Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device.

Requires the ability to reach to access files and move supplies and equipment in and out of storage areas.

Requires sufficient hand-eye coordination to perform data entry at an advanced rate.

Special Instructions to Applicants:
"CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER."
It is the policy of the District not to discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because he or she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one of more of these actual or perceived characteristics.

Special Instructions to Applicants:
Applications are considered legal documents, and as such, all areas of the application must be completed or your application packet will be considered incomplete, and will not be moved forward. While it may be appropriate in some areas of your application to use "NA" (not applicable), do not use terms such as "see resume" or "see attached". When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the "Finished Attaching Documents" button and confirming. It is advisable to attach "Optional" documents first, and then "Required" documents once you are ready to click on the "Finished Attaching Documents" button and confirming.

Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Additional documents CANNOT be added to your electronic application packet once you click on "Finished Attaching Documents" and receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on "Finish Attaching Documents Later". Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected "Finished Attaching Documents" and have received a confirmation number, and you will not be able to apply for a position after the position has closed.

Please note: should an applicant apply for a position more than once, only the most recently received application packet will be the one screened for completeness. All others will be deemed inactive, and will not be considered, regardless of completeness.

We regret we are unable to accept faxed, emailed, mailed, or hand delivered application materials outside the online Applicant Tracking System (ATS). Only application materials submitted through this electronic format will be accepted. Exception: The Citrus College Form 101 must be mailed or hand delivered to the Director of Human Resources in a sealed, confidential envelope.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

All employees within the bargaining unit are required to pay dues as a member of the exclusive representative or pay an agency fee.

Starting salary for a new classified hire at Citrus College is fixed at Step 1.

About Transcripts:

Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.

Official transcripts will be required at the time of the job offer.

Transcripts must be from the awarding institution, and must show that the degree has been awarded (or conferred) and the year.

Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position.

All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position.

Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.

Selection Procedure:

A selection committee will review application packages of those candidates who have met the minimum qualifications for this position, and will select a limited number of qualified candidates for an interview.

Each candidate may be asked to make a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled.

Each candidate may be asked to provide a sample of his or her writing ability just prior to the interview.

Travel costs must be borne by the applicant.

Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President.

If selected as a finalist, the candidate permits the District to contact the current and former employer(s) to investigate past employment history.

Quicklink for Posting
https://employment.citruscollege.edu/applicants/jsp/shared/frameset/Frameset.jsp?time=1531777129538


About Citrus College:
Celebrating over 100 years of service, Citrus College is located in Glendora in the foothills of the San Gabriel Mountains, approximately twenty-five miles northeast of metropolitan Los Angeles. The college has the distinction of being the oldest community college in Los Angeles County and the fifth oldest in the state.

Citrus College was founded in 1915 under the leadership of Dr. Floyd S. Hayden, who helped bring the community college movement to California. From 1915 to 1961, the college was operated by the Citrus Union High School District. In July 1961, the Citrus Community College District was created to include the Azusa and Glendora unified school districts. In 1967, the district expanded to include the Claremont, Duarte and Monrovia school districts.

Today, Citrus College occupies a 104-acre campus. The college is currently experiencing a major facilities expansion project that will change the look of the campus. The college enrolled 27 students in 1915 and currently the college serves more than 19,000 students annually. Classes are offered on a 16-week calendar (fall and spring semesters), as well as in a variety of non-traditional scheduling options -- winter intersession, evenings, summer sessions, and optional class formats, such as online education courses.

Mission Statement
Citrus College provides innovative educational opportunities and student support services that lead to the successful completion of degrees, transfer, career/technical education and basic skills proficiency. The college fosters personal and professional success through the development of critical thinking, effective communication, creativity, and cultural awareness in a safe, accessible and affordable learning community. In meeting the needs of our demographically diverse student population, we embrace equity and accountability through measurable learning outcomes, ethical data-driven decisions and student achievement.

Accreditation
Citrus College is accredited by the Accrediting Commission for Community and Junior Colleges, Western Association of Schools and Colleges, 10 Commercial Blvd., Suite 204, Novato, CA 94949, (415) 506-0234), an institutional accrediting body recognized by the Council for Higher Education Accreditation and the U.S. Department of Education. Additional information about accreditation, include filing of complaints against member institutions can be found at https://accjc.org.

"CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER."
It is the policy of the District not to discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because he or she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one of more of these actual or perceived characteristics.

Special Instructions to Applicants:
Applications are considered legal documents, and as such, all areas of the application must be completed or your application packet will be considered incomplete, and will not be moved forward. While it may be appropriate in some areas of your application to use "NA" (not applicable), do not use terms such as "see resume" or "see attached". When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the "Finished Attaching Documents" button and confirming. It is advisable to attach "Optional" documents first, and then "Required" documents once you are ready to click on the "Finished Attaching Documents" button and confirming.

Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Additional documents CANNOT be added to your electronic application packet once you click on "Finished Attaching Documents" and receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on "Finish Attaching Documents Later". Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected "Finished Attaching Documents" and have received a confirmation number, and you will not be able to apply for a position after the position has closed.

Please note: should an applicant apply for a position more than once, only the most recently received application packet will be the one screened for completeness. All others will be deemed inactive, and will not be considered, regardless of completeness.

We regret we are unable to accept faxed, emailed, mailed, or hand delivered application materials outside the online Applicant Tracking System (ATS). Only application materials submitted through this electronic format will be accepted. Exception: The Citrus College Form 101 must be mailed or hand delivered to the Director of Human Resources in a sealed, confidential envelope.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

All employees within the bargaining unit are required to pay dues as a member of the exclusive representative or pay an agency fee.

About Transcripts:
--Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.
--Official transcripts will be required at the time of the job offer.
--Transcripts must be from the awarding institution, and must show that the degree has been awarded (or conferred) and the year.
--Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position.
--All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position.
--Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.

Selection Procedure:
--A selection committee will review application packages of those candidates who have met the minimum qualifications for this position, and will select a limited number of qualified candidates for an interview.
--Each candidate may be asked to make a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled.
--Each candidate may be asked to provide a sample of his or her writing ability just prior to the interview.
--Travel costs must be borne by the applicant.
--Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President.
--If selected as a finalist, the candidate permits the District to contact the current and former employer(s) to investigate past employment history.







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