Admissions & Records Specialist (Applications Specialist) - IN-HOUSE ONLY
Admissions & Records Specialist (Applications Specialist) - IN-HOUSE ONLY
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$ 60028 - 80929
1 Vacancy
Job Description
Definition
INHOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD please do not apply at this time.
About Golden West College
D.E.I.A Diversity Equity Inclusion and Accessibility
At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students employees and community populations. Please visit the links below to learn more information about GWC:
- Mission Vison and Values
- GWC Vision 2030 Comprehensive Master Plan
- GWC EmployeeStudent Demographics
- Student Equity and Achievement Program
SummaryPerforms a variety of specialized technical and clerical tasks in connection with the admission enrollment records transcript evaluation and articulation and enrollment status. Serves as a technical resource for one or more designated customer service sections with Admissions and Records providing support to any and all other sections.Distinguishing Career FeaturesThe Admissions and Records Specialist represents the second level within an enrollment career path requiring demonstrated ability to serve as a subject matter specialist and perform most admissions and records functions that include but are not limited to admissions registration residency determination student enrollment status academic progress transcript evaluation Faculty Services and Veteran Services. Advancement to Specialist Senior is based on need and attainment of a high level of expertise in transcript evaluation and articulation graduation determination Faculty Services Veterans Services Admissions Residency Determination of complex situations and Registration. In addition the Admissions and Records Specialist Senior requires the skills to run complex and technical processes in ancillary and Student Information Systems on a regular basis.Essential Duties and ResponsibilitiesSpecific duties may vary among departments divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties as assigned:The Admissions and Records Specialist serves as a subject matter specialist in one or more areas encompassing a portion of these duties however is fully capable of performing all of the following:General:- Provides technical information on issues pertaining to interpretation of admissions and student record guidelines and policies.
- Responds to inquiries pertaining to admissions and enrollment requirements and procedures including those from other technicians or specialists requiring special knowledge.
- Researches interprets clarifies and resolves a variety of problems dealing with but not limited to admissions registration residency student enrollment status and fees.
- Participates in the activities connected with student applications and enrollment student onboarding or faculty services. Ensures that customer service stations are setup and can access online and manual database records and resources.
- Extracts and downloads information using standardized queries to prepare reports and audit accuracy of student and academic data.
- Interacts with students managers and other staff members to accept and facilitate transactions such as but not limited to student petitions as appropriate.
- Apprises supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.
- Serves as point of contact with students and prospective students for services provided by the department. Interacts with other District organizational units to provide students with a comprehensive enrollment package.
- Attends meetings or supports committees to provide job related information and disseminate information impacting the department or the college as assigned.
- Composes general office correspondence; responds to inquiries from students parents and members of the public. Performs other clerical services of a routine nature including but not limited to filing data entry mass mail/email distribution processing of departmental bulk mail/email and completing forms.
- Scans official transcripts graduation petitions residency documents attendance and grade rosters and various forms related to admissions and records.
- Maintains uptodate knowledge of programs services policies and procedures for admissions registration and student records. Provides information to potential service users including topics such as assessment graduation and transfer.
- Evaluates maintains and corrects student biographical and academic records in compliance with educational codes and Family Education Rights and Privacy Act (FERPA)
- Trains and assists student and short term employees to use student information system local databases thirdparty systems and office procedures.
- May assist in representing the college at local regional and national events and/or other external agencies/organizations.
Admissions and Records:- Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.
- Assists with analyzing and evaluating 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 ensuring accurate posting of student drops enrollment changes and fees collected or owed.
- Receives and processes routine requests from students agencies and employers for enrollment verifications and transcripts. Securely fulfills transcript requests for outgoing/transferring students and remits documents. Researches and locates archived documents for former students.
- Verifies class enrollment status for students and faculty members.
- Issues and processes instructor records. Researches discrepancies and informs instructors of enrollment changes as needed.
- Provides faculty members and other staff with pertinent information about and procedures for recording attendance grades and class deadlines etc.
- Receives counts and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports ensuring accuracy and detail for audit trail purposes.
- 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. x
- Assists in reviewing applications and other information and certifies student enrollment status for Veteran Administration (VA) benefits. Helps students understand and navigate various education benefit options and provides necessary forms. Reviews completed forms for accuracy and completeness and processes student certification unit changes and VA paperwork related to educational benefits.
- Posts receipts to student financial records prepares and creates invoices specific to individual students for unpaid balances. Audits and updates refund reports.
- Processes verifies and reconciles thirdparty billing and payments. Acts as a liaison with institutional and external accounts receivable/payable offices. Facilitates crediting of payments to students and thirdparty contracts.
- Processes and facilitates learning contracts including contracted studies directed studies and audits. Serves as the liaison between the instructors division office staff and deans.
- May maintain records of student attendance instructor drops and grades.
- May process grade changes substandard grade exclusions and petitions for academic renewal. Notifies student of approval/disapproval. Makes changes to student records.
Evaluations- Reviews and assesses official transcripts from other educational institutions for compliance with transfer policy. Researches and analyzes multiple external sources for course comparability and general education certification. Reviews high school transcripts and standardized test results. Determines equivalency of courses taken at other colleges and institutions. Participates in the maintenance of course articulation and equivalency data in student information system(s).
- Reviews processes and verifies treatment of nontraditional credit requests and prerequisite clearances. Reviews high school transcripts and standardized test results.
- Participates in evaluation of transcripts for general education certification and degree petitions. Determines student eligibility for general education certification to the California State University (CSU) system Intersegmental General Education Transfer Curriculum (IGETC) and University of California (UC) system. Evaluates graduation petitions for Associate of Arts and Science degrees general education and certificate petitions. Prepares and conveys various advising tools including major/curriculum charts General Education (GE) guides and degree audits for students.
- Provides information to potential service users including topics such as assessment graduation and transfer. Provides counselors academic advisors and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities. Explains degree requirements repeatability policies etc.
- Notifies students of evaluation results advising them of appropriate options to satisfy outstanding requirements explaining pertinent laws regulations policies and procedures and other degrees and certificates for which they are eligible.
- Calculates incoming student cumulative data and grade point average converting data to semester system if prior educational institution operated on a quartersystem.
- Records studentspecific equivalency exceptions and substitutions in degree audit system and student record system in compliance with Educational Code. Identifies and updates student course repetitions.
- Performs quality control to educational advising by analyzing potential discrepancies omissions or inconsistencies while evaluating degree petitions.
- Performs other related duties as assigned that support the objective of the position. Required to abide by all District policies and procedures including Board Policy 3050 Code of Professional Ethics.
Qualifications and Physical Demands
Knowledge and Skills
- Requires indepth knowledge of regulations policies educational codes and guidelines governing community college admissions and student record keeping.
- Requires working knowledge of the colleges 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 U.S. Citizenship and Immigration Services 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 English language usage grammar syntax composition vocabulary spelling and punctuation.
- Requires knowledge of basic bookkeeping practices and procedures including cashiering.
- Requires sufficient math skills to perform business math computations.
- Requires sufficient customer service skills to use proper telephone etiquette explain procedures to others resolve conflicts and portray a positive image of the District/College.
- VA regulations rules and policies regarding educational benefits eligibility and certification VA State Approving Agency regulations and associated practices processes and procedures.
Abilities- Requires the ability to perform the essential responsibilities and functions of the position.
- Requires the ability to perform assignments in any and all admissions and records processes and subprocesses.
- Requires the ability to learn and apply the most uptodate 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 to maintain accurate records file and maintain filing systems and maintain confidentiality of private and/or sensitive information.
- Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.
Physical Abilities- The general physical demands working conditions and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
- Essential functions will vary by position.
- As defined by Title I of the Americans with Disabilities Act (ADA) and Californias Fair Employment and Housing Act (FEHA) the District shall engage in a timely good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and provide reasonable accommodations for employees or employment applicants who because of their disability are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.
Minimum Qualifications:Education Experience D.E.I.AThe position requires a high school diploma and two years of progressively responsible experience in an admissions/student enrollment function. Or any combination of education and experience which would provide the required equivalent qualifications for the position. Associates degree preferred.ANDDemonstrated evidence of responsiveness to and understanding of the racial ethnic disability gender identity sexual orientation socioeconomic academic and cultural diversity within the community college student population including students with different ability statuses (e.g. physical and/or learning) as these factors relate to the need for equityminded practice within the classroom and campus.Licenses and CertificatesMay require a valid driver license.Working ConditionsWork is performed indoors where minimal safety considerations exist.Conditions of Employment
INHOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD please do not apply at this time.
This is an INHOUSE ONLY regular fulltime 12 month per year classified position.The normal hours of work are 8:00 a.m. to 5:00 p.m. Monday through Friday. Hours will vary and may include nights and/or weekends in order to meet the needs of the department. The effective date of employment will be arranged with the supervisor.ATTENTION: Before applying please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) (Download PDF reader) (Download PDF reader) to check if your application may be impacted. Additionallyapplicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. If you have any questions please contact HR Recruitment ator.
Application RequirementsTo be considered for employment you must submit a complete application packet at by the application deadline:11:59 pm Thursday May 15 2025.
Incomplete applications application materials submitted by mail and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).
A complete application packet includes:
- A complete Coast Community College District Online Employment Application.
- A Current Resumeof professional and educational background and experience.
- A Cover Letterdetailing your experience related to the role.
- Detailed responses to all Supplemental questions.
Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing or by calling 714.438.4716.
PAY PHILOSOPHY:Coast Community College District through policies practices and other benefit programs delivers a fair and equitable total compensation program that promotes equal employment opportunity inclusion and workforce vitality. In general it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.(Salary Range EE114)Benefits
This position is eligible for the following benefits. Please visit the benefits tab above for additional information.
- Generous medical dental vision and life insurance plans for employees and dependents
- 21 paid holidays
- Cumulative sick leave
- Paid vacation
- Longevity salary programs
- PERS/STRS retirement plans
- Deferred compensation/457 plans
- Employee Assistance Program
The SELECTED CANDIDATEis required to complete the following prior to employment:
- Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
- Have fingerprints taken by a Live Scan computer at the candidates expense (Clearance must be received prior to the first day of employment).
- Present original documents for proof of eligibility to work in the United States including a Social Security Card; AND
- Participate in a new hire onboarding appointment with an Employment Services Representative.
Additional Information
Coast Community College District is an Equal Opportunity Employer The Coast Community College District is committed to employing qualified administrators/managers faculty and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness promotes mutual understanding and respect and provides suitable role models for all students. We arecommitted to hiring and staff development processes that support the goals of equal opportunity and diversity and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race color sex gender identity gender expression religion age national origin ancestry sexual orientation marital status medical condition physical or mental disability military or veteran status or genetic information.The Coast Community College District is a multicollege district that includesCoastline Community CollegeGolden West CollegeandOrange Coast College.
Coast Community College District Title IX:
direct link2024 Coast Community College District Annual Security and Fire Safety Report(Download PDF reader)is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar yearswere submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
