Senior Admissions And Records Specialist

Victor Valley College • Victorville, CA

3d • Onsite

About The Position

This full-time, 12-month, non-exempt position is assigned to the Admissions and Records Department and pays $78,660 annually (Range 29 of the Classified Salary Schedule). Two positions are being recruited. Employees work Monday through Friday on one of two shifts: 9:00 a.m.–5:30 p.m. or 10:30 a.m.–7:00 p.m.; candidates should be prepared to work either shift, with the final assignment communicated with the job offer.

Under direction, the Senior Admissions and Records Specialist provides complex administrative and coordination support for admissions and records. The position provides detailed information and assistance to students and faculty on admissions, student records, evaluations, registration, and enrollment; coordinates services with District and College departments, staff, and external organizations; and handles varied, complex work requiring discretion and independent judgment. The role also provides technical and functional direction and training to less experienced staff, without direct supervisory responsibility.

Work may focus on areas such as admissions and records, evaluations, credit or non-credit enrollment and applications, pathway liaison work, National Clearinghouse, Parchment, and special support programs. Duties include interpreting and applying District policies and state and federal regulations; evaluating student transcripts and academic records; supporting degree audits and graduation; maintaining student information systems and related processes; producing reports and publications; coordinating commencement activities; and maintaining program records, data, and budgets.

The typical qualification is an associate degree or equivalent coursework in social services, education, or a related field, and five years of increasingly responsible, closely related experience in admissions and records providing specialized support to educational student services, social services, or related programs. No license or certification is required.

The position is primarily sedentary in a standard office setting with moderate noise, controlled temperatures, and no direct exposure to hazardous physical substances. The employee may interact with upset staff or members of the public. District-paid benefits include medical, dental, and vision insurance for the employee and dependents; a District-paid $50,000 life insurance policy; CalPERS participation; 20 paid holidays; 12 paid sick days; and 12 paid vacation days annually, with vacation accrual increasing with service up to 22 days per year.

Requirements

• Associate degree or equivalent coursework in social services, education, or a related field; equivalent combinations of training and experience may qualify.
• Five years of increasingly responsible, closely related experience in admissions and records providing specialized support to educational student services, social services, or related programs.
• Knowledge of District academic policies and procedures concerning admissions and transfer requirements, financial aid, student success services, case management, student records and transcript equivalency, budgets, research, reporting, applicable regulations, and relevant computer systems and software.
• Ability to plan, coordinate, and evaluate program services; provide staff leadership and work direction; interpret and apply policies and regulations; evaluate student documentation and needs; coordinate services; maintain confidential records; and independently organize work and meet deadlines.
• Ability to communicate clearly orally and in writing, provide effective customer service, use business computer systems and equipment, and work effectively with diverse students, colleagues, and community members.
• No license or certification is required.
• Ability to meet the physical demands of the position, including computer and office-equipment use, occasional bending, stooping, kneeling, reaching, pushing and pulling drawers, and lifting, carrying, pushing, or pulling objects up to 10 pounds.

Responsibilities

• Participate in developing and implementing policies and procedures for assigned student services programs.
• Assist administrators with matters involving academic records, admissions, registration, priority registration, evaluations, graduation, and implementation of policies and procedures.
• Coordinate with technology departments to review, maintain, update, test, and troubleshoot student information and enrollment systems and related tools.
• Provide coordination, analysis, research, training, and updates concerning residency and registration requirements, enrollment regulations, and related information published in college materials and webpages.
• Analyze appeals and apply Title 5 regulations, Student Attendance Accounting Manual guidance, State Chancellor’s Office updates, federal policies, and local Board policy.
• Provide lead-worker guidance and training to staff, counselors, and other constituent groups; assist with degree audits and quality control for diploma audits.
• Evaluate student records, transcripts, course descriptions, course sequencing, program and transfer requirements, and course equivalencies; assess applications for certificates and degrees; and correct academic records as authorized and required.
• Create and update training materials and videos on admissions, enrollment, records, degree audits, prerequisites, academic standing, graduation, and related college processes.
• Enter and maintain data for state-mandated and other reports, including apportionment and National Clearinghouse reports, and make authorized changes to student records.
• Evaluate system functionality after upgrades or patches and work with technology staff to implement and maintain automated systems and software.
• Coordinate welcome letters and student communications related to admissions and evaluations.
• Maintain Admissions and Records timelines, deadlines, registration information, schedules, handbooks, catalogs, webpages, guides, enrollment steps, and other publications; create informational brochures and flyers.
• Manage application functionality with the online application control center, set academic term dates, run applicant reports, and coordinate with departments and outside agencies on access and functionality issues.
• Coordinate commencement activities, including planning, graduate lists, informational materials, student check-in, and ordering diplomas, certificates, and related items.
• Prepare student correspondence about graduation status and academic standing; enter data, purge files, and review and log evaluation requests.
• Provide career and vocational information, assess students’ service needs, make referrals, and sign contracts with local organizations employing students.
• Oversee and coordinate documents, student files, records, program data, statistics, and narrative and statistical reports on program activities and effectiveness.
• Maintain spreadsheets and program budget records, record expenditures, transfer funds, track balances, research variances, and monitor effects on budgets and funding.
• Work cooperatively and respectfully with internal and external customers, and comply with District and mandated safety requirements.
• Perform other related duties as assigned.

Benefits

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

What This Job Offers

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