"Admissions and Records Assistant"

Job Description

In addition to the salary, this position qualifies for the choice of one of the Districts excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [PPO] and Kaiser Permanente (HMO)); dental (Delta Dental PPO); vision (VSP Choice); life insurance for the employee (The Lincoln); life insurance for eligible dependents (The Lincoln); a long- term disability/income protection plan (The Lincoln); and an employee assistance plan (Anthem EAP).

In addition, the District contributes an additional 26.81% of the employees salary towards an eligible employees pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Classified employees also earn 10 to 22 days per year of vacation (based on years of service), and up to 12 sick leave days (pro-rated for less than full-time positions). There are currently 20 paid holidays.

Position Description

POSITION SUMMARY

The Admissions and Records Assistant reports to the Director of Admissions and Records at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday – Friday; 8:00 a.m. – 5:00 p.m.

This position is represented by CSEA (California School Employees Association), Chapter 363.

POSITION PURPOSE

Under the direction of assigned administrator, participate in the admission, registration and record-keeping functions of the college Admissions and Records office.

DUTIES AND RESPONSIBILITIES

1. Provide information and assistance to students regarding admission, registration and courses; assist students and faculty with completing various forms and documents; receive and confirm completion of a variety of forms including adding and dropping classes, withdrawing, fee refunds and change of grade or status.
2. Receive phone calls and respond to inquiries for general information; refer callers to other resources or offices as appropriate; communicate with instructors and other departments to assist with problems, procedures and general information.
3. Implement the Districts matriculation policy by determining which portions of the program each new applicant requires; determine through verbal and written responses if the applicant requires testing, orientation, counseling or all facets of the program.
4. Receive and process admission applications; determine residency status of students; register and enroll students into classes using the on-line interactive computer system; collect appropriate fees; input admission information into the Student Master file.
5. Process transcript request forms; send letters to students that have a hold on their records; maintain related records.
6. Collect and balance money received from registration, tuition and other fees as required; prepare cash balance forms; maintain, close out and balance cash register, process refunds.
7. Prepare, post and maintain accurate and current files of individual student records and supporting materials that include grades, courses and other data regarding student performance and personal information.
8. Process incoming requests for past and current attendance information and academic standing.
9. Maintain and update folders for current and former students; purge inactive student folders.
10. Prepare letters, student attendance verifications, notices and other correspondence as needed.
11. Operate a variety of standard office equipment including a computer.
12. Troubleshoot the registration system using computer terminals and printers; train students to use the on-line registration terminals.
13. Provide support for special programs and off-campus registration.
14. Perform other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Correct English usage, grammar, spelling, punctuation and vocabulary.
2. Modern office methods, procedures and equipment.
3. Operation of a computer terminal and data entry techniques.
4. Interpersonal skills using tact, patience and courtesy.
5. Telephone techniques and etiquette.
6. Record-keeping techniques.
7. Basic mathematics.

Skills and Ability to:

1. Perform clerical duties such as filing, typing, duplicating and maintaining routine records.
2. Work confidentially with discretion.
3. Establish and maintain cooperative and effective working relationships with others.
4. Learn to apply and explain policies, procedures and regulations regarding college admission, registration and student records.
5. Answer telephones and greet the public courteously.
6. Assemble, organize and prepare data for records and reports.
7. Operate office machines including a computer and applicable software.
8. Meet schedules and time lines.
9. Adapt to changing circumstances and deal with stressful situations.
10. Type at a rate of speed necessary for effective job performance.
11. Complete work with many interruptions.
12. Understand and work within scope of authority.
13. Understand and follow oral and written instructions.

Required Qualifications

EDUCATION AND EXPERIENCE

1. Education equivalent to a high school diploma or GED supplemented by specialized clerical courses.
2. One year of general clerical work involving public contact.

Districts Diversity

• Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
• Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the Districts hiring policy; or demonstrated equivalent transferable skills to do so.

Desired Qualifications Foreign Degree

For positions that require a degree or coursework:

Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.

All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.

Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.

Working Environment

WORKING CONDITIONS

Environment:

1. Typical office environment.
2. Constant interruptions

Physical Demands:

1. Dexterity of hands and fingers to operate a computer keyboard and a variety of office equipment.
2. Sitting or standing for extended periods of time.
3. Reaching overhead, above the shoulders and horizontally.
4. Hearing and speaking to exchange information in person or on the telephone.
5. Seeing to read a variety of materials.
6. Bending at the waist, kneeling or crouching.
7. Lifting light objects.

Hazards:

1. Contact with dissatisfied or abusive individuals.