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State Center Community College District
  • Position Number: 1225036
  • Location: Fresno, CA
  • Position Type: Admissions/Enrollment


Director of Admissions and Records

Salary
$106,480.00 Annually

Location
Districtwide, CA

Job Type
Permanent

Division
DO A & R, IS, EM

Job Number
2018027

Closing
6/14/2018 11:59 PM Pacific

Definition

Under administrative direction, the Director is responsible for planning, directing, coordinating and overseeing the admissions and records programs, activities and other functions related to admission and records services.

Examples of Duties/ Essential Job Functions

  • Plans, organizes, administers, and directs the operations of a college admissions and records office, and information center involving admission, registration, permanent records, enrollment, grading, petitions, transfers, residency requirement, graduation, and other matters related to admissions and records services.
  • Provides leadership in developing, implementing, and evaluating work programs, plans, processes, systems and procedures, to achieve department, college, and District goals, objectives, and performance measures consistent with the District's quality and service expectations.
  • Provides leadership and coordinates activities to ensure a high performance, customer service oriented work environment.
  • Develops and administers operational rules, policies, and procedures mandated by federal, state, District and institutional guidelines for the processing of admission applications, registration of students, confidentiality of student records, grading policies, graduation requirements and related functions.
  • Interprets complex policies, rules and regulations, and operational procedures to students, faculty, administration, and staff.
  • Resolves the more complex and difficult admissions and records issues with student records, such as grades, attendance, enrollment, reinstatement, pre-requisites, and satisfactory academic progress.
  • Consults and coordinates with the college and District Information Systems departments to define system requirements and needs, and to ensure appropriate use and development of technology to support department functions.
  • Directs the implementation of new and revised student records computer information systems.
  • Maintains currency of knowledge and application of advanced technology utilized in providing high quality admissions, records, and registration services.
  • Participates in the planning and coordination of student services activities and programs with other instructional, student, and administrative service departments.
  • Prepares a variety of complex, periodic, ad hoc, and special reports and surveys.
  • Coordinates special technical projects as assigned by senior level administrators at the college and District office.
  • Prepares and submits to the Office of Instruction, the admissions, records and registration program segments for the college catalog and the schedule of classes.
  • Consults with faculty, department chairs, and other college staff on admissions and records related matters.
  • Plans, develops, and manages the annual budget.
  • Plans, organizes, manages and evaluates the work of assigned staff.
  • Represents the college to community groups and governmental agencies and serves on local, District, and state committees as directed.
  • Directs, monitors, and maintains policies and procedures to ensure the retention, destruction, and confidentiality of student records.
  • Attends and participates in seminars, conferences, workshops, and other meetings related to admissions and records.
  • Performs other duties as assigned.

    Auxiliary Job Functions
    The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.

    Employment Standards/ Minimum Qualifications
    Education & Experience
    Any combination of education and/or experience, which demonstrates that the individual is likely to possess the required knowledge, skills and abilities: Bachelor's degree from an accredited college or university, preferably in educational or business administration, organizational behavior, or a related field and four (4) years or more of increasingly responsible experience working in admissions and records, including at least two (2) years of lead or supervisory experience.

    Master's degree preferred.

    Licenses & Certificates
    Valid Driver's License

    Knowledge of:
  • Legal and administrative policies, practices, and processes of local, state, and federal agencies which impact enrollment, registration, grading, transfer, and graduation of students from college programs and specially funded programs.
  • Federal, state and local laws, regulations, and policies related to student records, information systems, admissions and registration.
  • College curricula and instructional programs.
  • Organization of post-secondary educational institutions.
  • Principles and practices of organization, leadership, management, and personnel administration.
  • Principles of budgetary planning, preparation, and management.
  • Capabilities of management information systems that relate to admissions and records planning, budgeting, scheduling, and reporting particularly with multiple funding sources.
  • Strategic planning and resource allocation.
  • Student programs and services at the college.
  • Record keeping and report preparation techniques to ensure information is accurately presented and reported.
  • Advanced knowledge of math including statistics, addition, subtraction, multiplication, and division.
  • Proper English usage, including spelling, grammar, and punctuation in order to compose items such as correspondence and/or reports.
  • Customer service principles in order to appropriately interact with students, staff, faculty, and the public.
  • Current computer operating systems, software applications and office productivity software such as word processing, spreadsheets, calendaring, presentation, and database programs.
  • Principles, theories, techniques, and methods of research, data warehousing and distribution of information.

    Skill to:
  • Analyze a variety of administrative problems to make sound policy and procedural recommendations for their solutions.
  • Make effective oral presentations to a variety of audiences with differing levels of knowledge regarding student services.
  • Effectively communicate with individuals for whom English is not a primary language.
  • Exercise tact, diplomacy and confidentiality in dealing with sensitive and complex issues and situations.
  • Plan and organize work to meet established timelines and department schedules.
  • Operate standard office equipment such as computers, fax machines, copy machines, telephones, and others.
  • Utilize word processing, spreadsheets, email, online calendaring and data entry/retrieval from database programs.
  • Use interactive programming languages such as SPSS, SQL or other advanced data access and distribution tools.
  • Rapidly learn and acquire skills in areas and technologies not previously assigned.
  • Type at a sufficient speed to maintain workflow.

    Ability to:
  • Administer, create, and evaluate programs and services for admissions and records.
  • Effectively represent the District and campus at community events and present clear, concise, comprehensive reports to all in attendance.
  • Establish and maintain effective working relationships with District and campus administrators, management, staff, students, diverse community, collaborative partner contacts, independent programs consultant/trainers, and the public.
  • Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, parents, teachers, administrators and staff.
  • Maintain consistent, punctual and regular attendance.
  • Learn, interpret and apply federal and state laws and regulations, college and district policies and procedures.
  • Promote workplace diversity and a positive work environment.
  • Analyze problems, develop sound problem-solving models, and propose logical solutions to problems.
  • Collect, interpret, and evaluate complex data and conduct studies to ensure data integrity and support the college and District research, planning and program review.
  • Research, evaluate data, and prepare comprehensive, concise reports and recommendations.
  • Prepare and monitor a budget.
  • Learn Title 5, California Education Code, Merit System Rules, Board Policy, Administrative Regulations and collective bargaining agreements in the District.
  • Maintain confidentiality of sensitive information and records.
  • Supervise, train, and evaluate personnel.
  • Operate computers and their peripherals.
  • Use current common software applications in order to accurately enter and retrieve data.

    Physical and Mental Demands

    The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Physical Demands
    While performing the duties of this job, the employee is regularly required to sit; talk or hear, both in person and by telephone; use hands to finger, handle and feel computers and standard business equipment; and reach with hands and arms. The employee is frequently required to stand and walk. Specific vision abilities required by this job include close vision and the ability to adjust focus. Lift and carry office supplies and equipment weighing up to 25 lbs.

    Mental Demands
    While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve problems; observe and interpret people and situations; use math and mathematical reasoning; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive deadlines and interact with District administrators, management, Personnel Commissioners, board members, faculty, staff, representatives of other agencies, and others encountered in the course of work.

    Working Conditions
    The work conditions characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Maintain consistent, punctual and regular attendance; required to frequently travel to locations other than assigned site; schedule changes may frequently occur based on business needs; work inside protected from the weather; work outside exposed to the weather and varying temperatures; noise exposure under 65 decibels, roughly that of a normal conversation or a ringing telephone.

    Examination Process
    The examination process will include screening to ensure applications are complete and meet all minimum qualifications. The application requires the completion of Supplemental Questions to evaluate your education, training and experience relative to the required knowledge, skills and abilities for the position. Answers should be as complete as possible, as no additional information will be accepted from applicants once the application has been submitted.

    Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the oral interview examination (100% weight). Passing score is 75% out of 100%.

    INITIAL TESTING TENTATIVELY SCHEDULED FOR WEDNESDAY, JUNE 27, 2018

    To move forward in the selection process, you must complete an online application through this website. Please attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete.Resumes may be uploaded but cannot be used in place of a completed application.

    Candidates who attain a passing score on each part of the examination will be placed in rank order on district wide Open-Competitive List. Using the same process, a separate Promotional List will be established and both Lists will be used concurrently. Unless otherwise indicated, the eligibility list will be used to fill current vacancies for at least six months. The current vacancy is at Fresno City College.

    The examination process / examination date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.

    SUBMISSION OF APPLICATION:ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

    When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

    All required documents must be submitted by the applicant. Personnel Commission staff will not upload documents for you.

    ACCOMMODATIONS:Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion, or similar factors as defined by law. We are a Title V employer.

    State Center Community College District Disclaimer:

    Classification and Compensation Study

    State Center Community College District is currently conducting a classification and compensation study through a third party vendor, Reward Strategy Group. A classification and compensation study is primarily designed to focus on the internal and external equity of both the structure by which employees are compensated and the way positions relate and compare to one another across the organization. The Study is expected to be completed by June 2018 and there may be changes to employee's job titles, duties, FLSA status and possibly salary.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

    To Apply, visit:
    https://www.schooljobs.com/careers/scccd/jobs/2081111/director-of-admissions-records





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