Admissions and Records Technician - Bilingual, part-time
Admissions and Records Technician - Bilingual, part-time
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Job Description
About College of the Desert
The College of the Desert Desert Community College District enrolls approximately 15000 students each academic year with steady enrollment growth each year. College of the Desert embraces diversity in all forms and the right of all people to have access to quality higher education in a safe learning environment. Designated as a HispanicServing Institution (HSI) College of the Desert administers an array of student programs specifically focused on student support and helping students achieve their educational and career goals. As a twoyear college we offer Associates Degree for Transfer both in Art and Sciences Associates Degrees and Certificates across a wide range of disciplines.College of the Desert is a district that consists of leadership staff and faculty who are committed to enhancing our community through supporting the academic success of all of our students including students of color students with disabilities students who are first generation to college veterans students of all ages students with diverse socioeconomic backgrounds dreamers and students of diverse sexual orientation and gender expression.
When you join College of the Desert you can expect to be part of a diverse inclusive and collaborative community. We provide students with a rich and dynamic learning experience that embraces differences emphasizes collaboration and engages students in and out of the classroom. We are committed to ensuring that College of the Desert is a welcoming place for the success of all students.
Interested in learning more about College of the Desert and the Coachella Valley Visit the links below.
Who We Want:
College of the Desert is seeking individuals from a broad range of cultural heritages socioeconomic backgrounds genders abilities and orientations. As such we prioritize individuals who fully demonstrate their understanding of the community we serve the benefits of diversity in a professional and educational setting and values creating a culture that brings people together. A successful candidate will value working in a collegial collaborative environment that is guided by a commitment to inclusion student education and equity. An equityminded individual is a person who already does or has demonstrated the desire to:- Understand the importance of holding ourselves accountable as faculty staff and leadership for closing equity gaps and engaging in equitable practices;
- Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;
- Encourage positive raceconsciousness and embrace human difference;
- Reflect on institutional and teaching practices and aim to make them more culturally responsive; and
- Strategically build buyin and participation among colleagues for equityrelated initiatives.
BASIC FUNCTION
BASIC FUNCTION
Under the direction of the Director Admissions and Records perform specialized clerical duties in processing evaluating and researching student records and academic transcripts for a variety of purposes including duties related to admissions registration evaluation residency special student applications faculty final grades and rosters and maintenance of student records requiring knowledge of State requirements affecting District funding; communicate clearly and concisely both orally and in writing in English and Spanish; provide work direction in related areas to assigned staff; assist in planning and implementing departmental procedures; and do related work as may be required.REPRESENTATIVE DUTIES
REPRESENTATIVE DUTIES
- Work the front line counter in support of processing records as appropriate for student requests for copies of student records registration admissions adds drops and related functions; review and evaluate requests for exceptions of registration enrollment adds drops repeats in preparation of Dean determination to assure completeness and compliance in accordance with state and District policies and guidelines; document after decision or transaction.
- Process and review of faculty rosters final grade rosters and related duties review for completeness accuracy and compliance to state and federal standards and according to district policies and procedures ; distribute communication to faculty and students regarding drops census and enrollment; work confidentially with student records.
- Communicate in person or on the telephone with students faculty staff and the public to explain and assist with fees student records enrollment registration procedures for telephone or online systems final grading instructor rosters (hard copy or online) train and assist faculty and staff in the use of final grades systems; and notify students and faculty of outstanding materials in accordance with District state and federal rules regulations policies and procedures.
- Oversee and maintain the computerized grade and attendance collections system and forms inventory system for class reports and records; maintain student database printers and supplies used in grade and attendance reporting; identify and notify instructors who need to submit grades. Prepare folders for instructors that maintain the records of census final grade rosters positive attendance and permanent class rosters. Coordinate and maintain the annual calendar needed to distribute rosters for beginning census clean up rosters positive attendance prepare and disseminate a schedule of reporting dates according to established procedures.
- Monitor and research positive attendance reporting; prepare and disseminate overdue notices and a schedule of reporting dates according to established procedures. Analyze research and resolve questions or concerns related to students on roster added or dropped classes or other related issues.
- Receive and audit permanent class and census rosters; organize and maintain class record files on a term basis; followup on overdue reports with faculty and supervisors as necessary.
- Process and maintain student records including address telephone or other changes; update student database and verify accuracy; notify students and file documentation.
- Operate a variety of office machines including a computer and related software. Utilize document imaging equipment for applications registration forms and a variety of support documentation.
- Research past student records related to registration enrollment or educational progress as requested.
- Coordinate and complete functions associated with document imaging
- Process account and balance fees and refunds; receive and count individual cash supply received from Business Office; identify and correct errors.
- Assist in the selection and training of staff and others; provide work direction and guidance.
- Perform related duties as assigned.
MINIMUM QUALIFICATIONS
MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
Any combination equivalent to: graduation from high school and three (3) years of increasingly responsible office clerical experience. Communicate clearly and concisely both orally and in writing in English and Spanish.KNOWLEDGE AND ABILITIESKnowledge Of: Specialized functions activities and operations of admissions enrollment registration grading attendance collection and reporting according to state federal and District rules and regulations related to student residency requirements general education certification and certificate programs; including applicable Education Code requirements; modern office practices procedures and equipment; recordkeeping techniques; operation of a computer and applicable software including word processing spreadsheets and email and data entry techniques; oral and written communication skills; interpersonal skills using tact patience and courtesy; financial recordkeeping procedures methods practices and terminology.
Ability To: Perform clerical and public contact work in support of the Admissions and Records functions; operate a computer and assigned software including database management word processing spreadsheets and email; communicate effectively both orally and in writing; maintain records and prepare reports; understand and follow oral and written instructions; learn interpret and communicate policies guidelines regulations and laws to staff students and public and exchange information; prioritize and schedule work; post and make arithmetic computations and data rapidly and accurately; operate a tenkey calculator; meet schedules and time lines; establish and maintain cooperative and effective working relationships with others; work confidentially with discretion; sit or stand for extended periods of time; bend at the waist kneel or crouch.EMPLOYMENT STATUS
EMPLOYMENT STATUS
Classified Bargaining Unit Position
Classified Staff Range 9WORKING CONDITIONSEnvironment:Office environment. Constant interruptions.SCHEDULE & LOCATION:- This position is scheduled 19.5 hours per week/12 months a year.
- The schedule is Mondays Wednesdays 8:00 a.m. 3:00 p.m.
- The primary location is Palm Desert Campus.
- The schedule and location is subject to change based on District need.
REQUIRED DOCUMENTS:- RESUME:Must include length of employment (month/year start and end dates) for each employer.
- Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
- List of References: References should include at least two supervisors and two colleagues. Please include name title email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.
OPTIONAL DOCUMENTS:- College Transcripts(If applicable): Diplomas will not be accepted in lieu of the required transcripts.
FAQs:For additional information click here:Recruitment Frequently Asked Questions
PLEASE NOTE:- Employment is contingent on residence in California.
- Applicants must be authorized to work for any employer in the U.S.
- College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.
Notice to all Candidates for Employment:
The Immigration Reform and Control Act of 1986 Public Law 99603 requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The Desert Community College District (DCCD) will not sponsor any VISA applications nor take over any VISA.
Employees must reside in California while employed with the Desert Community College District (DCCD).
California Public Employees Retirement SystemandCalifornia State Teachers Retirement System:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the DCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS) who accepts employment with the DCCD to perform service that requires membership in CalPERS is eligible to elect to continue retirement system coverage under CalSTRS
Disability Accommodations:
If you require special accommodations in the application and/or evaluation process please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date by either calling or sending an email to .
Attendance Requirement:
All DCCD employees are required to report to work on a regular and consistent basis as scheduled to assigned job.
Campus Crime and Safety Awareness:
Information regarding campus crime and safety awareness can be found at
NonDiscrimination Notice:
The DCCD provides access to its services classes and programs without regard to national origin immigration status religion age gender gender identity gender expression race ethnicity color medical condition military and veteran status genetic information ancestry sexual orientation marital status physical or mental disability pregnancy or because they are perceived to have one or more of the foregoing characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
California Fair Chance Act:
The DCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check if the DCCD is concerned about a conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report.
Diversity Equity Inclusion and Equal Employment Opportunity:
The DCCD is committed to creating an academic and work environment that fosters diversity equity and inclusion (DEI) and equal employment opportunity (EEO) for all and ensures that students faculty staff and managers of all backgrounds feel welcome included supported and safe. Our culture of belonging openness and inclusion makes the DCCD a unique and special place for individuals of all backgrounds.
The DCCD is looking for equity and inclusionminded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present within our community. When you join the DCCD you can expect to be part of an exciting thriving equityfocused and inclusive community that approaches higher education with the lens of social justice and collaboration among students faculty staff managers and community partners. In deciding whether to apply for a position at the DCCD you are strongly encouraged to consider whether your values align with the DCCDs mission and goals for DEIA and EEO.
Additional Resources
- Americans with Disabilities Act (ADA)
- California Department of Fair Employment and Housing (FEHA)
- Job Accommodation Network (JAN)
- AP 7100 Commitment to Diversity
- COD Equal Opportunity Plan
- Department of Labors Office of Federal Contract Compliance Programs (OFCCP)
THE DCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Required Experience:
IC
Employment Type
Full-Time
