Job details

Admissions & Records Technology Specialist

Rancho Santiago Community College District


Salary Range: Grade 15: $72,680.99 - $92,770.14/year

Job Type:

Job Number: CL23-00735

Location: Orange, CA

Division: Santiago Canyon College Division of Continuing Education

Closing: 10/19/2023 5:00 PM Pacific

Job Description

CLASS SUMMARY
Under the general supervision of the Dean of Admissions and Records and/or Registrar, this position works and makes decisions independently. The Admissions & Records Technology Specialist's primary emphasis is on the coordination of all technology software and hardware components within Admissions as well as coordinating and implementing the Student Information System (SIS) upgrades/components and its many technological interfaces. The position is responsible for providing training to staff and faculty on the use of the SIS and Online Records, which includes online applications, online grades, and online records. The position assists the Dean and Registrar with the evaluation, analysis and modification of technical and complex tasks and reports. Lastly, the position coordinates the activities of all Admissions support staff, as well as short-term registration staff.
REPRESENTATIVE DUTIES
ITS/Online Records/GLINK/ (SIS)

• Analyzes and corrects state mandated Management Information System (MIS) reports, as well as 320 apportionment reports.
• Assists the Dean or Registrar with attendance collection and reporting of census data, optical imaging, and the archiving of faculty and student records
• Assists Information Technology Services (ITS) with all A & R requirements needed for Online Records, and implementation and maintenance of a student information system, including optical imaging, online transcript requests and verifications, archiving faculty and student records, and other technology which interfaces with the student database
• Represents A & R user interests for student database in technology-related meetings
• Attends and participate in all user group meetings related to technology
• Coordinates all activities (analysis, testing, training, documentation) associated with a student information system, including ongoing system enhancements and system upgrades.
• Reviews and recommends software modifications in relation to the ongoing maintenance of a student information system
• Assesses and coordinates computer training needs for A & R staff, as well as other departments
• Ensures effective utilization of computer system capabilities by the end users (staff, students, and faculty)
• Trains users (staff and faculty) in the operation of a student information system
• Assists with long-term, technology related planning in A & R for the student database (SIS)
• Develops, implements, coordinates and directs Admission and Records services, particularly online records
• Coordinates, edits, and verifies evaluations, rosters, grade functions and online grade reporting

Optical Imaging

• Coordinates project activities related to archiving, optical imaging, and is the liaison for all counseling needs related to the imaging system
• Serves as a liaison with the optical imaging system vendor for system upgrades and troubleshooting.
• Provides operational feedback to ITS on the current imaging system and works with ITS staff to solve the interfacing issues.

Records and College Contacts

• Works directly and consults with vendors that support Admission software, division deans and other directors regarding procedures
• Acts as a resource person, providing technical assistance and policy information to staff and students regarding interpretation of Education Code/Title V regulations and policy
• Serves on college committees related to Admissions and ITS technology issues
• Coordinates census, grade, and roster procedures
• Attends conferences, as needed, to remain current with technology and regulations
• Analyzes and reviews applications, registration and attendance reports for state MIS and 320 apportionment report

Faculty/Staff and Student Involvement

• Schedules, trains and provides work direction to support staff
• Helps resolve student complaints and problems
• Coordinates the distribution of memos/information for all grade-related functions in Admissions, including rosters and attendance form.

ORGANIZATIONAL SKILLS
This classification reports to the designated Administrator/Manager.

Job Qualifications

MINIMUM QUALIFICATIONS
Training and Experience
AA degree and three years work experience, or five years of progressive admissions experience, with a major emphasis in technology or online services. Knowledge of online information records systems and A& R technology as it relates to registration, admissions, attendance, grades, archiving, and record keeping is required.
KNOWLEDGE AND ABILITIES
Understand and provide direction for coordination of A & R technology used for Online Services, online interfaces, and archiving for a two-college system; work cooperatively and independently under the general supervision of the Dean of Admissions and/or the Registrar, and provide technology coordination for an entire admission's staff, computer services, as well as other student services within the district, as well as for college staff; take responsibility and use professional judgment based on established college policies, Education Code statutes and Title 5 regulations; communicate effectively orally and in writing and demonstrate current knowledge of A & R technology in providing high quality services.
ABOUT RANCHO SANTIAGO COMMUNITY COLLEGE DISTRICT
Rancho Santiago Community College District (RSCCD) is one of the most established districts in the state and has been in operation for nearly 50 years. Located in the heart of Orange County, it is one of the largest of California's 72 community college districts, based on the number of credit and non-credit students. RSCCD encompasses 25 percent of Orange County's total area and serves a population of more than 700,000 residents in the communities of Anaheim Hills, Orange, Santa Ana, Villa Park, and portions of Anaheim, Costa Mesa, Irvine, Fountain Valley, Garden Grove, Tustin, and Yorba Linda. The District includes Santiago Canyon College and Santa Ana College, as well as the Centennial and Orange Continuing Education Centers, the Digital Media Center, Joint Powers Fire Training Center, the Orange County Sheriff's Regional Training Academy, the College and Workforce Preparation Center, and the District Operations Center. RSCCD's three (3) auxiliary Foundations are actively involved in supporting both community and campus programs.
EEO STATEMENT
The Rancho Santiago Community College District (RSCCD) is committed to the concept and principles of staff diversity and equal employment opportunity by prohibiting discrimination based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics. Applications from all persons interested in the position are encouraged. SELECTION CRITERIAApplication ScreeningIn addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interviews:

• Education experience (breadth and depth)
• Work experience (breadth and depth)
• Demonstrated ability to work cooperatively with others
• Bilingual ability if applicable
• Demonstrated experience in working with diverse socio-economic communities
• Professional growth activities
• Specialized skills training
• Leadership skills
• Written and/or oral communication skills
• Presentation
• Problem Solving Skills

Based on the information presented in the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and an oral interview. Meeting the position's minimum requirements does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements and are deemed the most competitive in the applicant pool. InterviewApplicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:

• Oral communication skills
• Presentation
• Problem-solving skills

A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure the correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants. The District will make reasonable accommodations for applicants with disabilities. Applicants should contact Recruitment in the Human Resources Office for assistance. Application ProceduresTo ensure full consideration, all applicants must submit a complete online Rancho Santiago Community College District Online application that includes the items listed below by the position's closing date. People & Culture will review all applications for completeness, and only complete application packets will be forwarded to the screening committee for further review.
A Complete Application Packet Must Include the Following:

1. RSCCD Online Application
2. Resume - details all relevant education, training, and other work experience

This applicant pool may be used for vacancies in the same classification occurring within the next six months.

Foreign Transcripts: Education completed outside of the United States must be equivalent to that gained in the conventional/accredited United States education programs to be considered for the satisfaction of minimum qualifications. The National Association of Credential Evaluation Services (NACES), a United States-based credentials evaluation service, must translate and evaluate Foreign transcripts. Conditions of EmploymentThe selected candidate(s) is required to complete the following prior to employment as part of the onboarding process:

1. Present original documents for proof of eligibility to work in the United States (by in-person appointment in People & Culture)
2. Provide a certificate of Tuberculosis Exam
3. Fingerprints (by a Live Scan Agency at the candidate's expense, and clearance must be received before the first day of employment)

To apply, please visit https://www.schooljobs.com/careers/rsccd/jobs/4218517/admissions-records-technology-specialist




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