As directed by the assigned supervisor or administrator, coordinate and perform specialized duties related to admissions, registration, residency, special student applications and maintenance of student records requiring knowledge of State requirements affecting District funding; provide direct support to faculty, staff and community partners on designated assignments.
DISTINGUISHING CHARACTERISTICS:
The Admissions & Records Specialist performs a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents. Incumbents work under general supervision. The Senior Admissions & Records Technician oversees office activities during an evening shift. Incumbents work independently in the preparation, distribution, review, verification and processing of student petitions and grade, temporary, permanent, drop and positive attendance rosters.
ESSENTIAL DUTIES:
Oversee and provide admission, registration, and enrollment support for a variety of special programs; coordinate the processing and reviewing of admissions applications and other related documents; review for completeness, accuracy, and compliance to state and federal standards; work confidentially with student records.
Disseminate and verify a variety of forms, applications and paperwork related to student petitions and instructor rosters; research, compile, assemble and verify related information as needed; review returned rosters for accuracy and completeness; notify students of petition resolutions and implement related recommendations.
Prepare and conduct workshops and formal presentations for an assigned program to local community organizations, private and public schools and other recruiting sources as directed; conduct on-campus tours for potential students and parents; attend job and college fairs and other events to promote SBCC programs and services.
Perform a variety of clerical duties related to assigned functions; answer telephones; greet and assist students and other visitors; prepare and distribute forms, correspondence and other documents as needed; pick up, sort and distribute mail as required; prepare bulk mailings as assigned.
Assist students with completing forms and applications as needed; assist with resolving student application, enrollment and registration issues, conflicts and discrepancies; contact students, other departments and outside agencies to request and verify transcripts and information as needed, goals, progress, information, time sheets and assigned activities; conduct surveys and analyze related data for various program requirements; establish and maintain filing systems.
Collaborate with Dual Enrollment Programs Office, develop and maintain partnerships with K-14 schools; review and process all applicable mandatory dual enrollment forms; communicate changes in the policies/procedures; Prepare, process, and transmit enrollment and degree verification request from student’s, other educational institutions and agencies; ensure that proper releases and FERPA laws/regulations are on file.
Process all incoming and outgoing official transcripts; work with internal departments or other third party transcript companies to fulfill requests and troubleshoot any related issues.
Review incoming admissions applications and troubleshoot issues related to imported data, prior records or duplicate applications; communicate with other departments research and resolve discrepancies.
Input enrollment data into an assigned computer system; establish and maintain automated records and files; assure accuracy and completeness of input data; review and resolve fraud related issues; initiate queries and generate computerized reports as required.
Confer with students, parents, personnel and the community to exchange information and resolve issues or concerns regarding program activities and student progress; initiate and receive phone calls; respond to inquiries and provide information.
Recruit, train and provide work direction as authorized to assigned staff, student workers, peer advisors, consultants or other personnel assigned to the program; coordinate and schedule work hours and complete timesheets as assigned; assign duties and review work for accuracy and completeness.
Participate in a variety of other assigned activities such as assisting with registration functions, depositing funds, processing grades, maintaining office supply inventory, verifying athletic eligibility and processing subpoena requests.
Collaborate Information Technology Department for related process or document improvement initiatives; participate in testing, feedback, development and implementation of new processes and forms or workflow.
Communicate in person, telephone, or email with students, faculty, staff, and the public to explain and assist with fees, student records, enrollment, and registration procedures in accordance with District, state, and federal rules, regulations, policies and procedures.
Travel to local high schools, off-campus sites, detention or other restricted access facilities to conduct presentations and provide information and assistance to potential students about enrollment procedures, online registration and other related information.
Maintain records as appropriate for student transcripts; including CVCOI transcript requests; National Student Clearinghouse, EAPP reports in accordance with state and District policies and guidelines.
Prepare and maintain a variety of records, reports, and files using a variety of modalities, including fully integrated computer-based student information systems, databases, degree audit systems, scanning and image recording systems, and other appropriate tools.
Proactively communicate with students regarding deadlines and policies in support of student success and retention goals.
Maintain current knowledge of all applicable laws, policies and procedures related to assigned areas; develop new procedures and implement changes as needed; attend and participate in required conferences, meetings, and training as needed in order to learn/enforce new changes and policies.
OTHER DUTIES:
Perform related duties as assigned.
Any combination equivalent to: An Associate’s Degree in liberal arts or related field and four (4) years experience working with records in an educational setting.
Preferred Qualifications:
Experience using Banner or a comparable higher education student information system (SIS).
Experience developing and maintaining collaborative relationships with internal departments, community organizations, and other external partners.
Bilingual Spanish preferred
KNOWLEDGE OF:
Specialized functions, activities, and operations of admissions, enrollment, and registration.
State, federal and District rules and regulations related to student residency requirements. Interpersonal skills using tact, patience and courtesy.
Operation of a computer and applicable software including word processing, spreadsheets, and email.
Reporting techniques.
Financial record-keeping procedures, methods, practices, and terminology.
Understanding of and sensitivity to diversity
Research methods and report preparation
Record-keeping techniques.
Modern office practices, procedures and equipment; record-keeping techniques.
Data entry techniques
ABILITY TO:
Perform clerical and public contact work in support of the Admissions and Records function.
Maintain records and prepare reports
Learn, interpret, and communicate policies, guidelines, regulations, and laws to staff, students, and public and exchange information.
Prioritize and schedule work.
Complete data entry and arithmetic computations with speed and accuracy .
Understand and follow oral and written instructions.
Meet schedules and timelines.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Operate a variety of office equipment including a computer and assigned software using database management systems, word processing, spreadsheets, and email.
Work confidently with discretion.
