TRANSFER ONLY Admissions & Records Specialist

(ON-CAMPUS - in-person position)

Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as anAdmissions & Records Specialistunder the Student Services Wing as part of the Enrollment Services Office.

THE COLLEGE - About Orange Coast College

Orange Coast College (OCC) engages in a wide range of collaborative efforts aimed at fostering a culture of educational excellence and inclusivity. With a commitment to providing high-quality academic programs and student-centered support services OCC creates an environment where all students can thrive. As a diverse and globally-minded institution the college takes pride in initiatives that empower student communities by promoting cultural synergy across departments including the Office of Student Equity the Global Engagement Center and the Multicultural Center.

OCC is a recognized leader in preparing students for transfer to four-year institutions and holds the prestigious designations of both a Hispanic-Serving Institution (HSI) and an Asian American Native American and Pacific Islander Serving Institution (AANAPISI). The college also boasts state-of-the-art facilities and is the first community college in Southern California to offer on-campus residential housing with over 300 apartment units further enhancing the student experience.

Orange Coast College Employee-Student Demographic Information

Direct Link: Employee / Student Profile Comparison Dashboard

THE DEPARTMENT:About OCCs Enrollment Services Department

The Enrollment Center processes Admissions applications facilitates registration and manages student financial accounts processes transcript requests evaluates student records received from outside Colleges and Universities for credit and course equivalencies and grants certificates and degrees to students who complete the required courses for those addition the Enrollment Center processes residency documents and name change requests provides student ID cards and processes FERPA requests. The Enrollment Center provides services to our faculty including add permits grade change requests records retention assistance with add/drop issues end-of-term grade processing etc. The Enrollment Center is the hub of admissions registration records evaluations and degree awarding.

About the Position
This position is with the Veterans Services department in the Enrollment Center which focuses on administering Veteran Education Benefits to military veterans and their dependents. Primary focus of this position is validating benefits eligibility and maintaining accurate student records in compliance with federal law set by the Department of Veterans Affairs. Additional duties include but are not limited to reviewing program requirements submitting regular reports to the VA posting payments scheduling counseling appointments communicating with military-connected students in-person and via phone/email and referring student to other campus resources such as our Veterans Resource Center. This position will also provide support to theEnrollment Center providing counter assistance to students and other clerical duties as assigned.

ABOUT THE DISTRICT

D.E.I.A. - Diversity Equity Inclusion Accessibility and Anti-Racism
The Coast Community College District (Orange Coast College Golden West College and Coastline) continues to strengthen our efforts around diversity equity inclusion access and anti-racism. Orange Coast College is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable diverse inclusive and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity Equity Inclusion Accessibility) and will be actively listening assessing and evaluating this throughout each stage of the application recruitment and interview process.

• Orange Coast College - Diversity Equity Inclusion and Accessibility Page
• Orange Coast College - Diversity Equity Inclusion & Accessibility Plan (DEIA)

Ideal candidates for this position share OCCs devotion to educating and improving the lives of our representative students employees and community populations. We currently enroll 17102 students the majority of whom are from racially minoritized populations: 36% of OCCs students are Latinx 2% are African-American 25% are Asian less than 1% are Native American 29% are White and 5% are multiracial.

Summary
Performs 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 Features
The 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 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 Responsibilities
Specific 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:
1. Provides technical information on issues pertaining to interpretation of admissions and student record guidelines and policies.
2. Responds to inquiries pertaining to admissions and enrollment requirements and procedures including those from other technicians or specialists requiring special knowledge.
3. Researches interprets clarifies and resolves a variety of problems dealing with but not limited to admissions registration residency student enrollment status and fees.
4. 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 on-line and manual database records and resources.
5. Extracts and downloads information using standardized queries to prepare reports and audit accuracy of student and academic data.
6. Interacts with students managers and other staff members to accept and facilitate transactions such as but not limited to student petitions as appropriate.
7. Apprises supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.
8. 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.
9. Attends meetings or supports committees to provide job related information and disseminate information impacting the department or the college as assigned.
10. 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/e-mail and completing forms.
11. Scans official transcripts graduation petitions residency documents attendance and grade rosters and various forms related to admissions and records.
12. Maintains up-to-date 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.
13. Evaluates maintains and corrects student biographical and academic records in compliance with educational codes and Family Education Rights and Privacy Act (FERPA)
14. Trains and assists student and short term employees to use student information system local databases third-party systems and office procedures.
15. May assist in representing the college at local regional and national events and/or other external agencies/organizations.

Qualifications
Knowledge and Skills
1. Requires in-depth knowledge of regulations policies educational codes and guidelines governing community college admissions and student record keeping.
2. 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.
3. Requires a basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students.
4. Requires a working knowledge of major and course articulation and matriculation concepts.
5. 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.
6. Requires the ability to enter and extract data and reports from student information systems.
7. Requires knowledge of and skills in office methods and procedures proper English language usage grammar syntax composition vocabulary spelling and punctuation.
8. Requires knowledge of basic bookkeeping practices and procedures including cashiering.
9. Requires sufficient math skills to perform business math computations.
10. 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.
11. VA regulations rules and policies regarding educational benefits eligibility and certification VA State Approving Agency regulations and associated practices processes and procedures.

Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to perform assignments in any and all admissions and records processes and sub-processes.
3. Requires the ability to learn and apply the most up-to-date regulations policies educational codes and guidelines relating to admissions registration and student records.
4. Requires the ability to work independently and collaboratively prioritize workload analyze problems and determine solutions.
5. Requires the ability to compile and evaluate data prepare reports charts and graphs from standardized formats.
6. Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer peripheral and common office equipment.
7. 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.
8. 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.
9. Requires the ability to maintain accurate records file and maintain filing systems and maintain confidentiality of private and/or sensitive information.
10. Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.

Physical Abilities
1. 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.
2. Essential functions will vary by position.
3. 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.

Education and Experience
The 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.

AND
Demonstrated 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 equity-minded practice within the classroom.

Licenses and Certificates
May require a valid driver license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

This job specification describes the general nature of the work performed representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities duties work steps and skills required of the job.

Note:Applicants 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.

This is a permanent general funded full-time 12-months per year classified position. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm with the flexibility to occasionally work extended hours and/or weekends if necessary to meet the departments needs. The effective date of employment will be arranged with the supervisor. The District provides medical dental and vision insurance for the employee and eligible dependents and life insurance for the employee.(Salary Schedule: EE-114)

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies procedures and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students staff administrators and faculty thrive. Individuals interested in advancing the Districts strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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 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.

Application Requirements:
Application materials must be electronically submitted online at be considered for employment.

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:

1. A complete Coast Community College DistrictOnline Employment Application.
2. Responses toSupplemental Questions(please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume put see resume or N/A or leave blank).
3. A Cover Letterhighlighting your experiences relevant to this position and addressing the minimum and essential qualifications including your demonstrated evidence of D.E.I.A. (Diversity Equity Inclusion Access). (upload as a separate attachment - PDF recommended).
4. ACurrent Resumeof professional and educational background and experience (upload as a separate attachment - PDF recommended).

Submit an application online at:
Community College District Human Resources
1370 Adams Avenue Costa Mesa CA 92626

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

*Note: We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity Equity Inclusion Accessibility) and will be actively listening assessing and evaluating this throughout each stage of the application recruitment and interview process.

Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. To ensure consistency and fairness to all applicants please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer please indicate so but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be emailed to Emails must clearly indicate the job you are applying to and your full name.

Selection Procedure

• All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
• Applicants wishing to apply for more than one position must submit separate application materials for each desired position.
• Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.
• If any travel is required for an applicant to participate in person during the interview process this will be done soat the candidates own expense.
• During the interview candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise or hands-on practical.
• Consideration will also be given to factors in addition to education and experience including but not limited to professional development ability to work with others and commitment to meet student needs.
• The search committee will rate the candidates responses to the interview questions the demonstration/presentation and the applicable writing exercises and/or hands-on practicals. Based on this rating a number of candidates will be recommended to move forward and will be invited for a second-level interview.
• The hiring manager will conduct reference checks on the final district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.
• The campus President will make the final recommendation for employment to the Board of Trustees.
• The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment.
• Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the Colleges recommendation for employment.
• The District reserves the right to extend the deadline re-advertise the position or delay filling this position based on the needs of the District and the student population we serve.

Employment Information

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies procedures and Title IX. (Reference: BP/AP 5910)
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students staff administrators and faculty thrive. Individuals interested in advancing equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) AND
• Participate in a new hire onboarding appointment with an Employment Services Representative.

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 are committed 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 multi-college district that includesCoastline CollegeGolden West CollegeandOrange Coast College. The three colleges offer programs in transfer general education occupational/technical education community services and student support services.

Since its founding in 1947 the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

Coast Community College District Title IX(For more information on Title IX click here)

Coast Community College District Annual Security and Fire Safetyprovides the crime statistics for calendar yearsand 2024 which were 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 obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.

Title IX & Sex Discrimination

Experience:

IC