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Assistant Director of Admissions and Records

 
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Institution: Cerritos College
Location: Norwalk, California
Category:
Admin-Admissions and Enrollment
Posted: 02/13/2019
Application Due: 03/14/2019
Type: Fulltime

































Position Title

Assistant Director of Admissions and Records S-2019

Distinguishing Career Features

The Admissions and Records Assistant Director reports to the Dean, Admissions, Records and Services and is responsible for the supervision of activities and operations of assigned functions within the Admissions and Records office; assist the Dean on planning and implementing departmental procedures; serve as the department administrator in the absence of or in coordination with the Dean, Admissions, Records and Services.

Job Description

Summary

Plan, organize and coordinate the activities of admissions, enrollment, and records for the college; supervise the process for transcript issuances, enrollment certifications, residency determination; coordinate application and student records procedures and processes; supervise office staff and functions.

Essential Duties and Responsibilities:

- Plan, coordinate and supervise the activities of admissions, records, and enrollment, including the processes for determining residency, evaluation and issuance of transcripts and enrollment certifications, and review of student petitions and waivers.

- Develop, plan and coordinate the application and enrollment procedures for the District, including the preparation of application and enrollment data; prepare and distribute comparison reports reflecting application, records, and student enrollment statistics and other related reports as required.

- Maintain the on-line application, the on-line enrollment and student records files; maintain liaison with technical computer services staff regarding new and/or modified programs and services; coordinate data processing requests and deliveries.

- Develop and coordinate the admissions, records, and related sections of college publications including college catalog, class schedules, and home page.

- Develop counter and telephone schedules to ensure effective coverage; implement, supervise and maintain a complex telephone and in-person systems of application and enrollment.

- Supervise the storage of student records; oversee the development and collection of attendance and grade rosters.

- Interpret and apply State, Federal, and Local-mandated guidelines; recommend policies and procedures and guidelines.

- Assist with reporting the evaluation of student records for meeting Associate Degree and Certification program changes, credit by exam, independent study, changing grades, etc.

- Coordinate and handle the receipt of subpoenas of student records. Supervise the verification process of student records for eligibility requirements of external organizations’ benefits or

proceedings, including Veterans Administration, courts, and other governmental agencies as required.

- Hire, train, and supervise hourly staff to ensure adequate coverage during peak periods.

- Assist with development and implementation of goals, objectives, policies and priorities for Admission & Records functions and processes.

- Assist with development and preparation of the department budget.

- Compose important, often sensitive and confidential reports and letters, memoranda and bulletins, requiring considerable independent judgement and discretion.

- Administer provisions of collective bargaining agreements and manage in compliance with Board policies and administrative procedures.

- Maintain currency of knowledge and skills related to job duties and responsibilities.

- Anticipate, prevent, and resolve problems and conflicts under area of supervision.

- Maintain communication with faculty, staff and other departments of the college and district in areas related to department functions.

- Perform other related job duties as assigned.

Knowledge and Skills

The position requires professional knowledge of:

- General regulations, laws and policies pertaining to California Community College admissions, registration and student records activities at Local, State, and Federal levels.

- Computerized student enrollment and student record files system.

- Policies and legal issues related to admission and attendance of students.

- English usage, spelling, grammar and punctuation. 

- Administrative survey and reporting techniques.

- Principles of supervision and training.

- Budgetary methods and procedures.

- Electronic data processing and records management systems, including but not limited to imaging systems, degree audits and voice response systems.

- Modern office equipment and procedures; use of personal computers for typical office applications, such as word processing, spreadsheets and data base management.

The position requires demonstrated skill in:

- Organizing work and building an effective team to meet the needs of the assigned areas.

- Oral and written language sufficient to prepare reports and professional correspondence.

- Human relations/interpersonal skills to conduct performance reviews, deliver presentations,

and convey technical information to a wide variety of audiences.

Abilities

The position requires the ability to:

- Supervise the admissions, records, and registration processes for a community college in an effective manner.

- Establish and coordinate an effective enrollment appointment calendar and schedule.

- Interpret college procedures and procedures related to admissions, records application and enrollment issues.

- Assist students in resolving admissions, records, and enrollment problems such as schedule conflicts, program changes, prerequisite clearances credit by exam, individualized study and changing needs.

- Communicate effectively both orally and in writing.

- Oversee and maintain a enrollment and student record process including a voice response system.

- Plan, organize and complete assignments with a minimal amount of detailed instructions.

- Recommend and draft policies, regulations, rules, contracts, directives and technical materials.

- Read analyze and apply complex written materials.

- Understand and carry out oral and written instructions.

- Establish and maintain effective relationships with those contracted in the course of work.

- Work either morning or evening shift.

License and Certificates

May require a valid driver’s license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

Required Qualifications

Master of Arts degree in a related field and at least four years progressive, responsible work experience in the area of student related services in an educational institution, including at least one year of supervisory or oversight experience; OR a Bachelor’s degree in a related field with at least five years of experience as defined above, including at least one year of supervisory or oversight experience.

Understanding of and sensitivity to meeting the needs of the diverse academic, socioeconomic, cultural, disability, and ethnic background of the student, community, and employee population.

Preferred Qualifications

California Community College Admissions and Records experience in a position of responsibility. ERP (Enterprise Resource Planning) data management experience.

Transcripts and Foreign Degrees

It is the applicant’s responsibility to provide copies of all transcript(s) verifying all educational degree(s) and/or coursework required for the position.

Transcripts must be from regionally accredited institutions.

A foreign transcript must be evaluated by a NACES certified agency. The website address is www.naces.org.

Physical Demands

The position requires the physical ability to:

- Function in an office environment performing work of primarily a sedentary nature with some requirement to move about campus and to off-campus locales.

- Use hearing and speech to make presentations to groups and carry on conversations over the phone and in person.

- See with sufficient visual acuity to read printed materials and computer screens.

- Use hand/arm/finger dexterity to retrieve work materials and operate standard office equipment.

- Work a flexible schedule which may include morning or evening shift.













































Posting Detail Information


 

Posting Number

MGT00025P

Open Date

01/31/2019

Close Date

03/14/2019

Salary/Fringe Benefits

Grade 32 on the Management Salary Schedule ($8,643.00 – $10,871/month).

Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)

Participation in the Public Employees’ Retirement System and Social Security.

22 days annual vacation.

Conditions of Employment

This is a full-time 12-calendar month classified management position.

Employment is to be effective as soon as possible following completion of the selection process.

Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.

Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.

College/Department Profile

Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. We are a comprehensive community college for southeastern Los Angeles County. Communities within the college’s district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages approximately 22,500 students. Visit Cerritos College online at http://www.cerritos.edu.

Special Instructions to Applicants

 

Application Procedure

Application materials must be submitted by the closing date.

Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.

Selection Procedure

Following the closing date, application materials will be evaluated by a selection committee. Candidates selected for further consideration will be limited to those applicants in the competitive group who best meet the qualifications for the position. Interviews will then be conducted by the selection committee, and finalists will be recommended for further consideration by the President-Superintendent for final selection and recommendation for employment. The selection process may also include practical exercises (i.e., training demonstration and/or other written, technical, manipulative, or simulation exercises) to evaluate candidates’ qualifications.



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