Admissions and Records Specialist

General Purpose

Under general supervision, performs complex and technical duties in support of official student recordkeeping related to admissions, residency and student academic records; performs complex data entry, tracking and reporting processes; oversees petitions process and resolves student enrollment issues and discrepancies in student records; performs registration and enrollment duties for nonstandard programs requiring manual processes; provides lead-level direction to lower-level Admissions and Records employees;

and performs related duties as assigned.

• Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the Districts mission, goals and values.
• Serves as lead technical Admissions and Records resource, coordinating the day-to-day functions of the front counter and back office operations; assists in coordination of the enrollment and registration processes in the office and as part of outreach to various high schools and campus locations; provides recommendations on policy, process and procedures enhancements.
• Provides technical assistance and guidance to students, staff, counselors, faculty and administrators in the interpretation, clarification and application of District and California Education Code regulations and Admissions and Records guidelines, procedures and policies including enrollment, course registration, graduation and academic transfer policies, requirements and procedures.
• Researches, reviews, processes and/or approves a variety of student petitions including residency, course eligibility, fee modifications and changes in academic records.
• Performs bulk registration from departments including dual enrollment, cohort and other programmatic enrollments and registration processes.
• Researches and resolves course enrollment related issues with instructors; oversees the end of term roster submission process; verifies and enters grades; makes or authorizes corrections to student records as required.
• Maintains and assists with audit and reconciliation of all student supporting documentation to meet retention and audit requirements; rotates records and schedules records for destruction as needed following established District policies and procedures; maintains and ensure the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act and established District policies and procedures.
• As assigned, accepts payments and cash receipts for parking, child care, tuition and other payments; closes and balances cash drawer.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

• Reviews student records and provides information to evaluators and counselors as requested.
• Serves as technical liaison to departments and the Office of Instruction when problems arise due to prerequisite setup and course enrollment.
• May be assigned to perform international student admissions services in accordance with District and Department of Homeland Security regulations.
• May be assigned to act as School Certifying Official (SCO) in accordance with the U.S. Department of Veterans Affairs School Certifying Official Handbook; reviews and determines benefit eligibility status; enters data into VA records and databases; consults with VA officials and other certifying officials on a variety of matters.
• May provide administrative support to committees and other divisional meetings; participates in the preparation of the agenda, presentations and meeting packets; takes meeting notes and prepares minutes.
• Performs related duties as assigned.

• Acts as a liaison between students and District student services such as requesting accommodations, accessing tutoring and student support programs and performing transfer and career research.
• Schedules orientation and advisor/counselor appointments using scheduling software.
• Reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; calculates budget usage and fund percentages; submits timesheets to payroll.
• Provides administrative and logistical support to instructors; ensures the availability of needed supplies, materials and equipment; assists instructors on the use of…