Admissions & Records Specialist

Victor Valley College • Victorville, CA

4d • Onsite

About The Position

The Admissions & Records Specialist provides technical, clerical, administrative, and analytical support to the Admissions and Records Department. Under general supervision, the specialist provides detailed information and assistance to students and faculty regarding admissions, student records, evaluations, registration, and enrollment. The role works independently on complex tasks, exercises judgment and initiative, and works in tandem with senior specialists and assistants to complete departmental duties. This position does not supervise staff.

The specialist processes and evaluates admissions materials, student records, petitions, transcripts, and applications for degrees and certificates. The position applies federal and state regulations, District policies, and departmental procedures; maintains student information and records; supports enrollment systems and reporting; and assists students with program requirements and referrals to campus services. The role also supports international student admissions and SEVIS compliance, including F-1 student records and I-20 issuance.

This is a full-time, 12-month position assigned to the Admissions and Records Department, paid $71,268 annually. The stated schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.; hours may change based on student or departmental needs. The position is non-exempt under the Fair Labor Standards Act and is based in an office environment. Victor Valley College describes itself as a Caring Campus institution committed to welcoming, student-centered practices that support student connection, retention, and success.

Requirements

• Associate degree or equivalent, with coursework in social services, education, or a related field; equivalent combinations of training and experience may qualify.
• Three years of increasingly responsible, closely related experience in admissions and records supporting a comprehensive student education or services program, social services program, or related field.
• Knowledge of District academic policies and procedures related to admissions and transfer requirements.
• Knowledge of student records and transcript assessment methods and equivalency to District requirements.
• Knowledge of applicable federal, state, and local laws, regulations, policies, and procedures relevant to the assigned area.
• Ability to interpret and apply mandated and District policies, rules, and regulations.
• Ability to evaluate student documentation for admission and program eligibility and maintain confidential, comprehensive files and records.
• Ability to organize work independently, set priorities, meet deadlines, and follow up on assignments.
• Ability to use computer systems, software applications, and modern business equipment to perform job tasks.
• Ability to communicate clearly and concisely in spoken and written English.
• Ability to work effectively with a multicultural and diverse student population, including low-income, at-risk, and special-needs individuals.
• Ability to establish and maintain positive working relationships and provide high-volume customer service to students, staff, faculty, outside organizations, and the public.
• No license or certification is required.

Responsibilities

• Participate in developing, providing administrative support for, and implementing Admissions and Records policies and procedures.
• Research, analyze, respond to, and process admissions and records materials, including dual enrollment and concurrent admissions, CCAP forms, batch enrollments, transcript evaluations, academic renewals, residency petitions, and subpoena requests.
• Import online application data into the college’s student information and enrollment systems, identify and correct errors, maintain application controls and academic term dates, and address application access and functionality issues.
• Verify, review, and process applications, forms, reports, records, and files; apply applicable policies and procedures and scan documents in accordance with record-retention requirements.
• Analyze and evaluate student records, transcripts, coursework, course equivalencies, and program, certificate, degree, and transfer requirements.
• Evaluate student applications for degrees and certificates; verify information, report inconsistencies, and assess requests for adjustments to academic records.
• Post and award degrees and certificates, and process CSU General Education breadth and IGETC certifications.
• Evaluate and enter coursework from other colleges and provide information about prerequisites, placement, transfer certifications, and credit for AP, IB, CLEP, military, and foreign coursework.
• Assist with ad hoc queries, monitor office workflow, account for completed work, and generate statistical and trend-analysis reports.
• Conduct special evaluations for health and other academic programs and track designated program students from application through program completion.
• Process certificate and degree applications, review supporting documents, evaluate external coursework, and enter accurate information in automated systems.
• Determine student residency for enrollment and billing purposes and make decisions on residency appeals in accordance with applicable regulations and policies.
• Reinstate students to classes; correct and rebill registration documents; process academic renewals; verify GPAs; and notify students and counselors of renewal status.
• Maintain data for state-mandated and other reports, including apportionment, National Clearinghouse, and California Virtual Campus Student Validation reports.
• Research and process student records, petitions, and requests, including prerequisite drops, grade changes, course repetitions, enrollment verifications, transcript requests, incomplete grade contracts, graduation applications, credit/no-credit requests, and withdrawal petitions.
• Make authorized changes to student records, including posting grades and awards, issuing certificates, reinstating students, and adding or dropping classes.
• Monitor requests for program services, provide career and vocational information, consult with agencies, refer students to tutoring or counseling, and advocate for students with service providers.
• Serve as a designated school official for F-1 student records, maintaining SEVIS records and compliance, issuing I-20s, tracking and submitting documentation, and monitoring accurate and timely reporting.
• Review and process international student applications and respond to inquiries about admissions, visas, academic programs, and campus, city, and community services.
• Work with faculty and adjunct faculty to verify authorization codes and census deadlines and to resolve missing grades, positive attendance, and prerequisite mismatches.
• Research and maintain Admissions and Records webpages and develop informational and marketing materials.
• Coordinate document processing, maintain and create student files and records, and input, maintain, and download database information.
• Work cooperatively and respectfully with internal and external customers and comply with District and mandated safety rules and protocols.
• Perform other related duties as assigned.

Benefits

• District-paid medical, dental, and vision insurance for the employee and dependents.
• District-paid $50,000 life insurance policy for the employee.
• Participation in CalPERS.
• 20 paid holidays.
• 12 paid sick days.
• 12 paid vacation days annually, with accrual increasing according to years of service up to a maximum of 22 days per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree