"Admissions and Records Lead Coordinator"

Job Description

Salary: $79,997.00 - $107,120.00 Annually
Job Type: Classified - Full-time
Job Number: 7086-c-03/26
Closing: 4/10/2026 11:59 PM Pacific
Location: Visalia, CA
Department: Admissions & Records

General Description

Under the direction of the Director of Admissions & Records, this position will provide operational leadership to the Admissions and Records Office; maintain and ensure the accuracy of academic transcripts; process grades and grade changes, approve athletic eligibility and serve and provide information as the department representative on the Curriculum Committee, other college committees, regional meetings, and state organizations.

This position is assigned to the Visalia Campus and is a Full-Time 12-month position.
Monday - Thursday, 8:00 a.m. - 5:00 p.m.
Fridays, 7:45 a.m. - 4:45 p.m.
Initial placement is at $79,997

Job Duties

Job duties of the Admissions & Records Lead Coordinator include:

• Coordinate the activities of the Admissions and Records Office; including training student workers and seasonal employees as needed; assist office staff with issues that arise; develop cross training programs for staff; and assure that Admissions & Records reference manuals are developed by staff members for designated tasks.
• Assist in determining incoming student eligibility for registration and respond to inquiries as necessary.
• Approve athletic eligibility, including initial eligibility and weekly checks/memos. Communicate regularly with Athletic Director, Coaches, and Department Staff.
• Collect grade sheets from instructors; check grade sheets for signatures and thoroughness; and approve data entry into the computer including grade changes, drops, adds, and other exceptions.
• Report missing grades and rosters to Deans and Human Resources.
• Approve and assure processing of grade changes and other modifications to student transcripts.
• Approve and assure processing of petition to repeat forms; verify information provided and assure authorization has been given; adjust units and grade points as appropriate.
• Process a variety of forms, requests and special reports regarding the Admissions and Records procedures; advise staff, faculty and management on policies and procedures.
• Approve and assure processing of grade changes and modifications to student transcripts throughout semester as required.
• Coordinates with Cashier's office regarding manual adjustment to student fees.
• Approve and assure processing of Advanced Placement credits, College Level Examination Program (CLEP) examination credits, 2+2 articulation grades and Credit by Examinations & Credit for Prior Learning (CPL); modify student's transcripts as appropriate.
• Approve and assure processing of petitions for Academic Renewal and modify student's transcripts as appropriate.
• Assure processing of notice and dismissal notifications.
• Approve and assure Distribution of Independent Study Agreements to students during first two weeks of school, addition of course to student's schedule upon approval, maintenance of Independent Study Roster by semester.
• Assist the Evaluations Specialist by helping determine number of transfer units accepted from other colleges, converting quarter units to semester units where applicable and entering transfer units to the transcript system as needed.
• Utilize the District's integrated software in performing the required duties of the position, including document scanning systems.
• Prepare and maintain a variety of reports related to program activities; compile and maintain statistics for inclusion in District, state, and Federal reports; develop flyers and promotional brochures as necessary.
• Present Reports and statistical information to various committees and councils and the Board of Trustees upon request.
• Assist and advise Dean of Student Services with research and development of Board Policies, Administrative Procedures and Standard Operating Procedures.
• Attend and participate in local, regional, state, and national conferences, trainings, etc.
• Perform related duties as assigned.

Qualifications

Minimum Qualifications (Education & Experience):

Any combination of experience or education equivalent to:

• Bachelor's Degree (preferably in business, social services, education, or other related field) OR
• Equivalent related experience in education

Knowledge and Abilities

Knowledge of:

• College admissions procedures
• Proper techniques involved in evaluating transcripts.
• Admissions and Records Office policies and practices.
• Modern office practices, procedures and equipment.
• Record-keeping techniques and standard reporting formats and techniques.
• A variety of computer programs for word processing, spreadsheets, databases and presentations.
• Oral and written communication skills.
• Telephone techniques and etiquette.
• Interpersonal skills using tact, patience and courtesy.
• Principles and practices of supervision and training.
• Local, State, and Federal Codes pertaining to Admissions and Records, including but not limited to, applicable sections of State Education Code and other applicable laws.
• The Family Educational Privacy Act (FERPA)
• Technical aspects of field of specialty.
• Basic research methods.
• District organization, operations, policies and objectives.

Ability to:

• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Communicate effectively both orally and in writing.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Operate a computer terminal.
• Complete work with many interruptions.
• Work confidentially with discretion.
• Maintain records and prepare, interpret and present reports.
• Establish and maintain effective working relationships with others.
• Analyze situations accurately and adopt an effective course of action.
• Meet schedules and timelines.
• Work independently with little direction.
• Plan and organize work.
• Train and provide work direction to others.
• Meet schedules and time lines.

Working Conditions:

Environment
Extensive contact with students, employees, and the public.
Travel from site to site to conduct work.
Office environment.
Constant interruptions and frequent interaction with students, staff and public.
Work during winter break as needed

Physical Abilities
Ability to communicate with students/employees/public.
Ability to read documents.
Ability to sit and stand for extended period of time.
Ability to reach in all directions.
Ability to lift light objects.
Ability to operate a computer and office equipment.
Ability to drive a vehicle from site to site to conduct business of the college

Application Procedure

To be considered, applicants must submit ALL of the following required material before or by the filing deadline:

• An online job application.
• Letter of interest, which addresses how the applicant's experience and/or education enables him/her to be able to perform the job duties.
• Resume
• If applicable - Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment. Note: Applicants who have completed college or university coursework at an institution outside of the United States that is not a post-secondary institution accredited by an accreditation agency recognized by either the US Department of Education or the Council on Higher Education Accreditation (CHEA) must obtain a complete evaluation of foreign transcripts, degrees, and other relevant documents by either NACES or AICE.

Recruitment Analyst: Nancy Yanes 559-737-4886 or nancyy@cos.edu

To apply, visit https://www.schooljobs.com/careers/cos/jobs/5286241/admissions-and-records-lead-coordinator