"Admissions and Records Specialist"

Basic Functions

Under general supervision, provides technical support services for Admissions and Records. Performs a variety of clerical, administrative and analytical duties in support of Admissions and Records department staff; provides detailed information, data completion and assistance to students and faculty regarding admissions, student records, evaluations, registration and enrollment; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

This classification provides support in Admissions and Records, where the focus is on providing students with the tools, services and programs which contribute to self-sufficiency and academic success. Incumbents work independently, complete complex tasks, exercise judgment and initiative, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Representative Duties

• Participates in the development, provides administrative support and implementation of admissions, records, evaluations policies and procedures for Admissions and Records.
• Researches, analyzes, responds and completes dual enrollment, concurrent admissions, CCAP forms, batch enrollments, student admissions and records related forms, academic transcript evaluations, academic renewals, residency petitions, subpoenas requests, and forms; by implementing and making decisions based on Title 5 regulations, Student Attendance Accounting Manual, local board and administrative policies, and legal procedures from the State Chancellors office.
• Downloads, imports, and moves-to-student the admissions applications data from the online application into the college student information system (SIS), enrollment management system (EMS), student online enrollment tool (SET), identifies and corrects error reports; addresses issues affecting access and functionality of the colleges applications.
• Verifies, reviews and processes applications, forms, and reports; applies departmental and program policies and procedures when determining completeness of applications, records, files; and scans transcripts and other documents as required by record retention manual.
• Analyzes and evaluates student records, transcripts, course descriptions, course sequencing, program, certificate, and transfer requirements, and course level; conducts formal detailed evaluations of incoming transcripts, unit values and grading systems; determines equivalencies to College coursework; evaluates student applications for certificates and degrees; verifies information accuracy and reports inconsistencies.
• Evaluates, enters coursework data, and processes student coursework from other colleges to determine equivalencies to VVC coursework utilizing various resources such as online proprietary databases, college catalogs, and other public websites and archives.
• Assist and performs ad hoc queries, monitors workflow of office through monthly accounting of work completed, and generates statistical reports related to trend analysis and summative data from work completed in Admissions, Evaluations for use of area administrators.
• Performs special evaluations for health programs in support of all health programs, special academic programs; tracks all special program students including but not limited to RN, CNA, CDL, Justice Involved, CCAP, Fire, Police Academy students from application processing to course enrollment each semester till completion of programs.
• Processes Certificate and Degree Applications; reviews documentation such as education plans and transcripts and evaluates external courses; enters information into automated system and ensures accuracy of data.
• Serves as the college lead in determining whether students meet residency requirements for enrollment and billing purposes; makes decisions on appeals involving knowledge and analysis of Title 5 regulations as outlined in the Student Attendance Accounting Manual, legal updates from the State Chancellor's office, federal immigration policies, and local Board policy.
• Analyzes, evaluates, researches, and process student records accordance with district, state and office policies, various student petitions and instructor initiated requests, including batch processes and individual processes including but not limited to, academic renewals, prerequisite drops, grade change forms, course repetitions, residency petitions, enrollment verifications, transcript request, incomplete grade contracts, overlapping class approvals, graduations applications, audit request forms, credit/no credit request forms, and extenuating circumstances/excuse withdrawal petitions, as well as all student information changes.
• Monitors requests for program services; provides students with career and vocational information and program requirements; consults with a variety of agencies to address student needs; refers students to tutoring or counseling services; serves as an advocate for students to other service providers.
• Serves as the designated school officials (DSO) maintaining SEVIS for F-1 Visa student records that includes implementation, compliance, maintenance, I-20 issuance, tracking and submissions of appropriate documentation; ensures accuracy and timeliness of reported information to SEVIS.
• Reviews and processes international student applications for admission to the college. Responds to inquiries from prospective international students, parents, family members, school personnel, and community members regarding admission requirements, applications procedures, the visa application process, academic programs, and campus and city environment and services.
• Works with faculty and adjunct to verify authorization codes and census deadline; ensures grades and positive attendance are received in a timely manner.
• Ensures missing grades, positive attendance, prerequisite mismatch classes are resolved.
• Assists, researches, evaluates, and maintains webpages for admissions and records, develops marketing materials such as flyers, bulletins, brochures, and other informational media to increase awareness of services and programs related to admissions, records, and international students.
• Oversees and coordinates the processing of a variety of documents related to the assigned student service area; maintains and creates student files and records; inputs, maintains, and downloads data from databases.
• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other related duties as assigned.

Requirements

Education and Experience: Equivalent to an associate degree with coursework in social services, education, or a related field. Three (3) years of increasingly responsible closely related experience in admissions and records providing support to a comprehensive student education or services program, social services program, or a related field.

Knowledge and Abilities

Knowledge of District academic policies and procedures pertaining to admissions and transfer requirements, methods and techniques of assessing student records and transcripts, and applicable federal, state, and local laws, rules, and regulations.

Ability to understand, interpret, and apply policies, evaluate student documentation, assess student needs, maintain confidential files, and communicate clearly.