Senior Admissions And Records Specialist

FIRST DATE OF REVIEW IS SCHEDULED FOR MARCH 6 2026

THIS RECRUITMENT WILL BE USED TO FILL TWO (2) POSITIONS

THIS POSITION IS ASSIGNED TO THE ADMISSIONS AND RECORDS DEPARTMENT

THIS POSITION IS A FULL-TIME (12) MONTH $75636.00 ANNUALLY(RANGE 29 OF THE CLASSIFIED SALARY SCHEDULE)

FAIR LABOR STANDARDS ACT (FLSA) POSITION STATUS ISNON-EXEMPT

The hours of the positions are:

• Shift 1: Monday through Thursday 9:30 AM to 6:00 PM and Friday 8:00 AM to 4:30 PM

• Shift 2: Monday through Thursday 10:30 AM to 7:00 PM and Friday 8:00 AM to 4:30 PM

Candidates should be prepared to work either of these shifts. The final shift assignment will be determined and communicated at the time a job offer is extended.

EMPLOYEE BENEFITS- Comprehensive benefit package which includes:

• District paid medical dental and vision insurance for the employee and dependents.
• District paid $50000 life insurance policy for the employee.
• Participation in CalPERS 20 paid holidays 12 paid sick days and 12 paid vacation days (annual accrual increases per years of service up to a max of 22 days per year).

EXAMPLES OF TYPICAL JOB FUNCTIONS
Management reserves the rightto make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Participates in the formulation development and implementation of program policies and procedures for the assigned student services function; program areas include but are not limited to admissions and records employment and other programs which lead to student academic success and self-sufficiency.
• Assists area administrator in decisions as they pertain to student academic records admissions & records registration priority registration mandates other related mandates evaluation processes graduation and policies and how new policies/procedures will be implemented. Works closely with Enterprise Applications Technology and Information Resources Department in the review of the college student information system (SIS) enrollment management system (EMS) student online enrollment tool (SET) and to ensure updates maintenance completion of those tools and systems are configured as they relate to Admissions & Records and Evaluations. Areas of expertise or focus maybe assigned and include Admissions & Records Evaluations Credit Enrollment Credit Application Non-Credit Enrollment Non-Credit Application Pathway Liaison National Clearing House Parchment and Special Support Programs.
• Provides coordination analytical and research methods training reviews processes and updates residency and registration requirements information to the college webpages catalog student handbook local board international student enrollment regulations and administrative polices for enrollment and billing purposes; makes decisions on appeals involving knowledge and analysis of Title 5 regulations as outlined in the Student Attendance Accounting Manual legal updates from the State Chancellors office federal policies and local Board policy; is knowledgeable about U.S. government issued visa types.
• Serves in a lead worker capacity within Admissions & Records; provides guidance and training to staff counselors and other constituent groups as it relates to degree audit education and academic program evaluation; advises on what tasks/actions are necessary for the program and how they are to be accomplished; assists in the degree audit process and ensures quality control for diploma audits.
• Analyzes and evaluates student records transcripts course descriptions course sequencing program certificate and transfer requirements and course level; conducts formal detailed evaluations of incoming transcripts unit values and grading systems; determines equivalencies to District coursework; evaluates student applications for certificates and degrees; verifies information accuracy adjusts student academic records in compliance with state regulations and District policies.
• Provides coordination analytical and research methods updates evaluates and creates training videos for staff students and faculty as they relate to admissions enrollment records degree audit parchment prerequisites prerequisite drops academic standing batch enrollment and drops graduation college processes aligned and accordance to Title 5 regulations Student Attendance Accounting Manual legal updates from the State Chancellors office federal policies student enrollment Inputs and maintains required data in the system for state mandated reports apportionment reports National Clearing House California Virtual Campus Student Validation reports and makes changes to student records such as authorized and needed.
• Works with the Districts technology staff in implementing testing maintaining and troubleshooting automated systems and software in assigned program areas; evaluates system functionality after upgrades and/or patches are applied. Ensues the processing of welcome letters and updates processes and/or student communication as it relates to Admissions & Records and evaluations process.
• Creates updates and maintains the Admissions and Records Timeline important deadlines priority registration schedule of classes student handbook College catalog webpages information guides enrollment steps welcome letters and other Admissions and Records publications as requested; creates and develops informational brochures and flyers.
• Works with the online application control center to manage admissions applications functionality; sets academic term dates and runs applicant submission reports; communicates with other departments and outside agency on issues affecting access and functionality of the application.
• Provides coordination training synchronizes with student services for commencement for the rehearsal and commencement ceremony; participates in commencement planning meetings and activities; provides lists of potential graduates for rehearsal or final commencement list bookstore and commencement program; designs brochures to inform graduates of commencement details; coordinates student check-in at rehearsal; orders diploma/certificates and pertain items for commencement. Prepares letters emails informs students of graduation status and academic standing and enters data to computer and purges files; reviews and logs in evaluation requests.
• Provides students with career and vocational information and program requirements; contacts and interviews students parents faculty staff and various outside organizations to assess students need for services such as career guidance job placement financial aid tutoring counseling and childcare; makes referrals to services as necessary; signs contracts with local organizations employing students.
• Oversees and coordinates the processing of a variety of documents related to the assigned student service area; maintains and creates student files and records; gathers compiles tracks and evaluates program data and statistics; prepares and maintains a variety of narrative and statistical records and reports on program activities and effectiveness.
• Maintains accurate and detailed spreadsheets for program budget purposes; records expenditures; transfers funds and maintains current account balances; performs research on variances and monitors impact on program funding and budgets.
• Performs research on variances and monitors impact on program funding and budgets.
• Works productively and cooperatively with others by demonstrating respect patience and equitable treatment of all internal and external customers.
• Observes and complies with District and mandated safety rules regulations and protocols.
• Performs other related duties as assigned.

Education and Experience:
Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to an associate degree with coursework in social services education or a related field.

• Five (5) years of increasingly responsible closely related experience in admissions and records providing specialized support to educational student services social services or related programs.

• None.

QUALIFICATIONS
Knowledge of:

• Principles of providing functional direction and training.
• District academic policies and procedures pertaining to admissions and transfer requirements.
• District and funding agency financial aid requirements policies processes and procedures.
• Principles and practices of supporting student success programs and services.
• Educational challenges experienced by students including foster youth.
• Case management principles and practices.
• Services and resources available to students within the community.
• Methods and techniques of interviewing students and others to obtain information necessary to determine needed services.
• Methods and techniques of assessing student records and transcripts for equivalency to District requirements.
• Methods and techniques of mentoring students on job interviewing/preparation skills to promote their success in obtaining employment.
• Budget principles and practices.
• College catalog course descriptions course content and course numbering systems and educational resources at the District.
• Research methods and techniques.
• Methods and techniques of preparing administrative and technical reports and business documentation.
• Local employment trends and employers within the community.
• California Community Colleges Management Information Systems Data Elements.
• Presentation development and delivery techniques.
• Applicable federal state and local laws rules regulations ordinances and procedures relevant to assigned area of responsibility.
• Juvenile justice systems as they relate to student eligibility and monitoring within assigned programs.
• District and mandated safety rules regulations and protocols.
• Techniques of providing a high level of customer service by effectively interacting with students staff faculty representatives of outside organizations and members of the public including individuals of diverse academic socio-economic ethnic religious and cultural backgrounds physical ability and sexual orientation.
• The structure and content of the English language including the meaning and spelling of words rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program project and task coordination including computers and software programs relevant to work performed.

• Assist in planning implementing and evaluating program operations and services.
• Plan organize and coordinate the work of assigned program operations and staff.
• Effectively provide staff leadership and work direction.
• Understand interpret and apply mandated and District policies rules and regulations.
• Work effectively with a multi-cultural and diverse student population including low-income at-risk and special needs individuals.
• Evaluate student documentation to determine eligibility for admission and/or program participation.
• Assess student needs and coordinate educational and community-based services.
• Attend and participate in a variety of committees and events.
• Serve as a liaison between the program and internal and external organizations and stakeholders.
• Motivate students/program participants to achieve academic and self-sufficiency goals.
• Analyze and evaluate situations and prepare effective courses of action.
• Conduct fair and impartial employment practices according to legal requirements.
• Prepare and present information on the program to internal departments and external community or business groups.
• Evaluate automated system functionality for program services.
• Maintain confidential and comprehensive files and records.
• Represent the District to business and industry and work effectively with faculty administrators staff and representatives from outside organizations.
• Demonstrate clear evidence of sensitivity and understanding of the diverse academic socio-economic disability and ethnic backgrounds of students staff and the community.
• Independently organize work set priorities meet critical deadlines and follow-up on assignments.
• Use tact initiative prudence and independent judgment within general policy procedural and legal guidelines.
• Effectively use computer systems software applications and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely both orally and in writing using appropriate English grammar and syntax.
• Demonstrate sensitivity to and understanding of the diverse academic socio-economic ethnic religious and cultural backgrounds of community college students.
• Establish maintain and foster positive and effective working relationships with those contacted in the course of work.

APPLICATION PROCEDURES:
To be considered a candidate for this position all materials required should be received in the Victor Valley College Office of Human Resources by the First Review Date. If a file is not complete by the First Review Date the application may not be considered by the Screening Committee.

It is the applicants responsibility to ensure that all requested materials are received. All material included in the application packet become District property will not be returned and will not be copied.

Please note the only form of communication you will receive throughout the recruiting and hiring process will be through email. It is your responsibility to check your email for any upcoming testing and/or interview dates. This recruitment may be used to fill future vacancies.

Please note that the information provided on the application must be complete and will be the only information used to determine qualifications for the position. If it is unclear whether an applicant meets the minimum qualifications for the position from the application that applicant will be disqualified.

A complete file consists of all of the following:

1. Completed electronically signed Victor Valley College application which includes Contact Information Education Work Experience References and Supplemental Questions.
2. Copies of college transcripts showing college coursework (Ifyou have transcripts please attach as other). (If you are using additional experience in lieu of educational requirements please attach a document stating as such to the transcript attachment type or you will not be able to complete your application) NOTE: Degrees must be from an accredited institution. It is the responsibility of the candidate to include U.S. evaluations of non-U.S. transcripts with their application.

You may check your status at any time by logging into Victor Valley College Online Application Site atwith your username and password.

Candidates wishing to apply for more than one position must apply for each position separately.

Victor Valley College is an Equal Opportunity Employer. The Board of Trustees is committed to supporting recruitment activities that are intentional professional development opportunities that are meaningful and instructional processes that support the goals of equal opportunity equity and diversity by providing equal consideration for all qualified candidates including but not limited to federally and state protected class race color national origin disability (mental and physical including HIV/AIDS cancer and genetic characteristics) ancestry sex/gender (includes pregnancy childbirth breastfeeding and/or related medical conditions) gender identity gender expression sexual orientation religion (includes religious dress and grooming practices) age (over 40) marital status medical condition (genetic characteristics cancer or a record or history of cancer) military or veteran status and genetic information.