Admissions and Records Specialist

Santa Barbara City College•Santa Barbara, CA

10h•Onsite

About The Position

Santa Barbara City College seeks an Admissions and Records Specialist to coordinate and perform specialized admissions, registration, residency, special-student application, and student-records work under the direction of an assigned supervisor or administrator. The position requires knowledge of state requirements affecting District funding and provides direct support to faculty, staff, students, and community partners. Incumbents work under general supervision and perform clerical duties involving the review, verification, and processing of student enrollment forms, applications, and documents. The position also independently handles student petitions and grade, temporary, permanent, drop, and positive-attendance rosters. The Specialist supports special programs, including dual enrollment, and communicates policies and procedures to students and partners. Duties include processing applications, petitions, transcripts, enrollment and degree verifications, maintaining student records, resolving data and registration issues, and assisting with outreach and presentations. The role uses student information systems, databases, degree-audit and imaging tools, and other office technology. The position is based in an office environment and may require driving to local schools and off-campus or restricted-access sites. The listed schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with some evenings and weekends; hours may vary. It is 40 hours per week, 12 months per year, with fringe benefits and a six-month probation period. Work schedules and assignments may change according to College needs.

Requirements

Associate’s degree in liberal arts or a related field, or equivalent combination of education and experience.
Four years of experience working with records in an educational setting.
Knowledge of admissions, enrollment, and registration functions and operations.
Knowledge of state, federal, and District rules and regulations related to student residency requirements.
Interpersonal skills using tact, patience, and courtesy.
Ability to operate a computer and applicable software, including word processing, spreadsheets, email, and database-management systems.
Knowledge of reporting techniques, financial record-keeping procedures, research methods, report preparation, record-keeping techniques, modern office practices and equipment, and data-entry techniques.
Understanding of and sensitivity to diversity.
Ability to perform clerical and public-contact work in support of admissions and records functions; maintain records and prepare reports.
Ability to learn, interpret, and communicate policies, guidelines, regulations, and laws to staff, students, and the public.
Ability to prioritize and schedule work, complete accurate data entry and arithmetic computations, follow instructions, and meet schedules and timelines.
Effective oral and written communication skills and ability to establish and maintain cooperative working relationships.
Ability to work confidently and exercise discretion.
Ability to drive a vehicle for work-related duties.
Selected candidate must be fingerprinted and tested for tuberculosis before starting employment; verify identity and authorization to work in the United States; and provide proof of claimed college coursework or degrees.
Selected candidate must be able to perform essential functions with or without reasonable accommodation; employment offers are subject to Board of Trustees approval.

Nice To Haves

Experience using Banner or a comparable higher-education student information system.
Experience developing and maintaining collaborative relationships with internal departments, community organizations, and other external partners.
Bilingual Spanish.

Responsibilities

Coordinate and provide admissions, registration, and enrollment support for special programs.
Coordinate the processing and review of admissions applications and related documents for completeness, accuracy, and compliance with state and federal standards; handle confidential student records.
Distribute and verify forms, applications, petitions, and instructor rosters; research and verify information; review returned rosters; notify students of petition resolutions and implement recommendations.
Prepare and conduct workshops and presentations for community organizations, schools, and recruiting sources; conduct campus tours; and attend job and college fairs and other outreach events.
Perform clerical and front-office duties, including answering telephones, greeting visitors, preparing and distributing documents, sorting and distributing mail, and preparing bulk mailings.
Help students complete forms and applications and resolve application, enrollment, registration, and records issues; contact students, departments, and outside agencies to request or verify information and transcripts.
Collaborate with the Dual Enrollment Programs Office and K-14 schools; process required dual-enrollment forms and communicate policy and procedure changes.
Prepare, process, and transmit enrollment and degree-verification requests; ensure required releases and FERPA documentation are on file.
Process incoming and outgoing official transcripts; coordinate with internal departments and third-party transcript providers and troubleshoot issues.
Review incoming applications and resolve issues involving imported data, prior records, duplicate applications, and discrepancies in coordination with other departments.
Enter enrollment data into computer systems, maintain automated records and files, ensure data accuracy, resolve fraud-related issues, and generate reports and queries.
Communicate with students, parents, College personnel, and community members to exchange information and resolve questions or concerns about program activities and student progress.
Recruit, train, and provide work direction to assigned staff, student workers, peer advisors, consultants, or other personnel; schedule work, complete timesheets, assign duties, and review work as authorized.
Assist with other assigned activities, including registration, depositing funds, processing grades, maintaining office supplies, verifying athletic eligibility, and processing subpoena requests.
Collaborate with Information Technology on process and document improvement, including testing, feedback, development, and implementation of new processes, forms, and workflows.
Explain fees, student records, enrollment, and registration procedures in person, by phone, or by email in accordance with applicable District, state, and federal requirements.
Travel to local high schools, off-campus sites, detention facilities, or other restricted-access facilities to provide presentations and enrollment information and assistance.
Maintain student transcript-related records, including CVCOI transcript requests, National Student Clearinghouse records, and EAPP reports, in accordance with applicable policies and guidelines.
Prepare and maintain records, reports, and files using student information systems, databases, degree-audit systems, scanning and image-recording systems, and other tools.
Proactively communicate deadlines and policies to students in support of student success and retention.
Maintain current knowledge of applicable laws, policies, and procedures; develop procedures and implement changes as needed; attend required meetings, conferences, and training.
Perform related duties as assigned.