IN-HOUSE: Admissions & Records Specialist, Senior
Coast Community College District, Costa Mesa, CA, United States
Job Summary
Performs specialized transcript evaluations, provides counselors, academic advisors, and students with accurate and current information pertaining to the use of articulated coursework completed at other institutions of higher learning. Prepares, evaluates, and forwards articulated lower division coursework satisfying general education requirements, including transfer courses taken at other colleges. Performs student graduation checks and evaluates transcripts for acceptability for various college degree and certificate program requirements. Provides direct support to faculty and administrators in the maintenance of institutional attendance accounting and grade records. Ensures student residency has been determined and established; updates all permanent records to reflect current status. Performs the full range of duties associated with certification and processing of student applications for Veterans Administration educational benefits. Distinguishing Career Features
Specialized position within Admissions & Records career path. Advancement requires experience as Technician and Specialist, with demonstrated ability to maintain comprehensive student records. Senior role responsible for graduate evaluations, faculty services, admissions, residency, veteran services, international students, academic progress, student status, permanent records, attendance rosters, and Faculty Services. Essential Duties and Responsibilities
Assist in selection and functional supervision of temporary, short-term, and student employees; train employees on internal and external technical systems; monitor work output and quality of communication. Respond to and resolve student and faculty inquiries regarding eligibility requirements or procedures for evaluation of credits, graduation and transfer requirements, admissions and residency, registration, permanent records, instructor drops and grade changes, or veterans' benefits. Interpret college policies and federal and state codes, providing determinations as to whether exceptions are viable and advising on appropriate processes. Maintain up-to-date knowledge of college policies, federal and state laws, Title 5 Code of Regulations, California Education Code, Attendance Accounting Manual, and federal Veterans Administration regulations. Operate with independent judgment while reviewing and processing student and faculty records as related to the assigned area of responsibility. Ensure student records are up-to-date; maintain student records, including transcripts, waivers, demographic and vital information, and posting grades and changes. Interact with students, managers, faculty, and other staff members to accept and facilitate transactions such as student petitions. Develop and maintain student records and files. Assist other Admissions and Records staff with student enrollment and registration as needed to balance workflow variations. Perform other related duties as assigned that support the objective of the position. Abide by all District policies and procedures, including Board Policy 3050 – Code of Professional Ethics. Graduation / Evaluations
Lead and serve as subject matter expert for evaluations and graduation functions; provide direction and training to staff. Evaluate graduation petitions for Associate of Arts and Science degrees and certificate petitions. Review and verify treatment of non‑traditional credit requests; determine eligibility for California State University, IGETC, and University of California systems. Conduct review of transcripts and enrollment documents to verify prerequisite requirements have been met. Assess official transcripts from other institutions, verify compliance with transfer policy, research multiple external sources for course comparability. Post transferable courses, credits, grades, and GPA to the student’s academic record; post graduation dates and majors. Perform quality control in educational advising by analyzing potential discrepancies or inconsistencies. Explain degree requirements, repeatability policies, and notify students of evaluation results. Conduct re‑evaluation of degree and certificate petitions each semester, posting degrees and certificates to records per established policies. Process non‑traditional credit requests, including advanced placement and course challenges; evaluate waivers and substitutions. Admissions & Records
Lead and serve as subject matter expert for admissions, residency, and registration; provide training and support to staff. Analyze and evaluate residency documents submitted by students; assess complex residency issues. Faculty Services
Lead and serve as subject matter expert for Faculty Services and records; provide training and support to staff. Verify class enrollment status for students and faculty. Ensure accurate maintenance of student records, including permanent records, waivers, registration status, student attendance, instructor drops, and grades. Process grade change petitions, research discrepancies, and communicate with faculty regarding enrollment changes. Coordinate with academic division offices to inform instructors of enrollment changes and outstanding records. Conduct start‑of‑term and end‑of‑term procedures, including add codes, rosters, and posting grades and attendance hours. Veteran Services
Lead and serve as subject matter expert for Veterans Services; provide training and support to staff. Lead VA School Certifying Official, responsible for compliance with all VA regulations. Provide technical information and assistance to students and staff regarding VA benefits, enrollment, fees, and other information. Review applications and certify student enrollment status for VA benefits; manage VA paperwork and processing. Manage VA third‑party billing, accounting, and processing refunds, preparing invoices to third parties. Prepare documents and coordinate annual application for benefits approval through CSAAVE and Memorandum of Understanding with the Department of Defense. Qualifications
In-depth knowledge of District/college policies, procedures, graduation requirements, residency, veteran's services, permanent records, general education, certification, and course contents. Working knowledge of procedures and methods involved in evaluation of student records and transcripts. Knowledge of course descriptions, numbering systems, and catalog codes. Skill at using computer‑aided student information systems. Knowledge of applicable policies, procedures, California community college curriculum, and State and Federal education codes. Language skills sufficient to prepare professional correspondence. Customer service skills to work productively with staff and students. Math skills sufficient to compute sums, portions, statistics, and ratios. Knowledge of VA regulations and procedures regarding educational benefits. Abilities
Perform essential responsibilities and functions of the position. Evaluate student records to determine graduation eligibility and general education certification. Explain and interpret rules, regulations, and policies related to evaluation of student records. Conduct research, interpret, analyze, and evaluate student transcripts and coursework. Maintain positive working relationships with a diverse population. Maintain confidentiality of private or sensitive information. Operate standard office equipment and utilize general and specialized software for word processing, spreadsheets, and database maintenance. Education and Experience
Associate’s degree and three years of progressively responsible experience in an admissions/student enrollment function. Equivalency through a combination of education and experience. EEO Statement
Coast Community College District is an equal opportunity employer and is committed to ensuring an inclusive environment. All individuals are encouraged to apply.
#J-18808-Ljbffr
Performs specialized transcript evaluations, provides counselors, academic advisors, and students with accurate and current information pertaining to the use of articulated coursework completed at other institutions of higher learning. Prepares, evaluates, and forwards articulated lower division coursework satisfying general education requirements, including transfer courses taken at other colleges. Performs student graduation checks and evaluates transcripts for acceptability for various college degree and certificate program requirements. Provides direct support to faculty and administrators in the maintenance of institutional attendance accounting and grade records. Ensures student residency has been determined and established; updates all permanent records to reflect current status. Performs the full range of duties associated with certification and processing of student applications for Veterans Administration educational benefits. Distinguishing Career Features
Specialized position within Admissions & Records career path. Advancement requires experience as Technician and Specialist, with demonstrated ability to maintain comprehensive student records. Senior role responsible for graduate evaluations, faculty services, admissions, residency, veteran services, international students, academic progress, student status, permanent records, attendance rosters, and Faculty Services. Essential Duties and Responsibilities
Assist in selection and functional supervision of temporary, short-term, and student employees; train employees on internal and external technical systems; monitor work output and quality of communication. Respond to and resolve student and faculty inquiries regarding eligibility requirements or procedures for evaluation of credits, graduation and transfer requirements, admissions and residency, registration, permanent records, instructor drops and grade changes, or veterans' benefits. Interpret college policies and federal and state codes, providing determinations as to whether exceptions are viable and advising on appropriate processes. Maintain up-to-date knowledge of college policies, federal and state laws, Title 5 Code of Regulations, California Education Code, Attendance Accounting Manual, and federal Veterans Administration regulations. Operate with independent judgment while reviewing and processing student and faculty records as related to the assigned area of responsibility. Ensure student records are up-to-date; maintain student records, including transcripts, waivers, demographic and vital information, and posting grades and changes. Interact with students, managers, faculty, and other staff members to accept and facilitate transactions such as student petitions. Develop and maintain student records and files. Assist other Admissions and Records staff with student enrollment and registration as needed to balance workflow variations. Perform other related duties as assigned that support the objective of the position. Abide by all District policies and procedures, including Board Policy 3050 – Code of Professional Ethics. Graduation / Evaluations
Lead and serve as subject matter expert for evaluations and graduation functions; provide direction and training to staff. Evaluate graduation petitions for Associate of Arts and Science degrees and certificate petitions. Review and verify treatment of non‑traditional credit requests; determine eligibility for California State University, IGETC, and University of California systems. Conduct review of transcripts and enrollment documents to verify prerequisite requirements have been met. Assess official transcripts from other institutions, verify compliance with transfer policy, research multiple external sources for course comparability. Post transferable courses, credits, grades, and GPA to the student’s academic record; post graduation dates and majors. Perform quality control in educational advising by analyzing potential discrepancies or inconsistencies. Explain degree requirements, repeatability policies, and notify students of evaluation results. Conduct re‑evaluation of degree and certificate petitions each semester, posting degrees and certificates to records per established policies. Process non‑traditional credit requests, including advanced placement and course challenges; evaluate waivers and substitutions. Admissions & Records
Lead and serve as subject matter expert for admissions, residency, and registration; provide training and support to staff. Analyze and evaluate residency documents submitted by students; assess complex residency issues. Faculty Services
Lead and serve as subject matter expert for Faculty Services and records; provide training and support to staff. Verify class enrollment status for students and faculty. Ensure accurate maintenance of student records, including permanent records, waivers, registration status, student attendance, instructor drops, and grades. Process grade change petitions, research discrepancies, and communicate with faculty regarding enrollment changes. Coordinate with academic division offices to inform instructors of enrollment changes and outstanding records. Conduct start‑of‑term and end‑of‑term procedures, including add codes, rosters, and posting grades and attendance hours. Veteran Services
Lead and serve as subject matter expert for Veterans Services; provide training and support to staff. Lead VA School Certifying Official, responsible for compliance with all VA regulations. Provide technical information and assistance to students and staff regarding VA benefits, enrollment, fees, and other information. Review applications and certify student enrollment status for VA benefits; manage VA paperwork and processing. Manage VA third‑party billing, accounting, and processing refunds, preparing invoices to third parties. Prepare documents and coordinate annual application for benefits approval through CSAAVE and Memorandum of Understanding with the Department of Defense. Qualifications
In-depth knowledge of District/college policies, procedures, graduation requirements, residency, veteran's services, permanent records, general education, certification, and course contents. Working knowledge of procedures and methods involved in evaluation of student records and transcripts. Knowledge of course descriptions, numbering systems, and catalog codes. Skill at using computer‑aided student information systems. Knowledge of applicable policies, procedures, California community college curriculum, and State and Federal education codes. Language skills sufficient to prepare professional correspondence. Customer service skills to work productively with staff and students. Math skills sufficient to compute sums, portions, statistics, and ratios. Knowledge of VA regulations and procedures regarding educational benefits. Abilities
Perform essential responsibilities and functions of the position. Evaluate student records to determine graduation eligibility and general education certification. Explain and interpret rules, regulations, and policies related to evaluation of student records. Conduct research, interpret, analyze, and evaluate student transcripts and coursework. Maintain positive working relationships with a diverse population. Maintain confidentiality of private or sensitive information. Operate standard office equipment and utilize general and specialized software for word processing, spreadsheets, and database maintenance. Education and Experience
Associate’s degree and three years of progressively responsible experience in an admissions/student enrollment function. Equivalency through a combination of education and experience. EEO Statement
Coast Community College District is an equal opportunity employer and is committed to ensuring an inclusive environment. All individuals are encouraged to apply.
#J-18808-Ljbffr