Admissions and Records Technician

Under general supervision, to perform a variety of technical and office administrative duties in support of the registration and student records functions; and to perform related duties as assigned.

Ideal Candidate:

The ideal candidate for the Admissions and Records Technician position at Gavilan College is a detail-oriented, service-minded professional who excels in a dynamic educational environment. They bring a strong understanding of admissions and records functions, including processing student applications, ensuring compliance with federal, state, and institutional regulations, and maintaining accurate records.

This individual is highly accurate in data entry and recordkeeping, and adept at interpreting and applying institutional policies and procedures. They demonstrate strong organizational abilities, uphold the highest standards of data integrity and confidentiality, and thrive in fast-paced settings. The ideal candidate communicates clearly with a diverse student body, offering guidance and assistance throughout the admissions and registration process. Their commitment to student success and equity reflects Gavilan College's mission to serve its community with integrity and excellence.

• Reviews and processes student applications and other documentation for admission and registration to the College; ensures information is complete and in compliance with federal, state and College guidelines, including INS;
• Explains, interprets, applies and enforces rules, policies, procedures and requirements to students, faculty and staff in person and by telephone, including INS;
• Interviews students to gather information used in determining eligibility, including collection of information necessary to determine admissibility of nonimmigrant students;
• Monitors students for progress toward graduation, required units, changes in programs etc., through the matriculation process; reviews and evaluates transcripts and applications, tracks receipt of required documents, and assembles and maintains student files;
• Collects, verifies, inputs and maintains a variety of data including that required for compliance and student records such as INS documents, health insurance, grades, personal information, delinquency fees, class registrations and attendance; generates and prints reports;
• Collects and enters fees, and gives receipts; balances funds each day and deposits funds into a business office account;
• Determines matters such as residency and refund requirements; completes forms to request visa status for nonimmigrant students; Processes reservations for placement tests and entry orientation, including required tests for admitted foreign students; publishes and distributes schedules and notifies students of results; composes letters;
• Conducts on-line and mail in registration for both regular and special classes;
• Maintains and updates large computer databases;
• Prepares and distributes reports, and informational and processing documents such as class lists, census forms, grading forms and related materials;
• Collects, tabulates, catalogs and files all permanent student records; prepares, updates modifies and corrects transcripts using information from faculty, microfilm, hard copy documents and history databases;
• Conducts degree audits, evaluates transcripts for certificate and degree requirements, monitors probation and dismissal lists and verifies calculations;
• Advises foreign students on INS requirements for admissions, employment, social security numbers, visa changes, attendance, etc.; notifies INS of changes in student status; responds to inquiries from foreign countries regarding Gavilan's programs, majors and requirements;
• Maintains security and confidentiality of official student records in accordance with federal, state and College guidelines;
• Works with information services to propose, update and test new reports and student records software and programs;
• Attends informational workshops, conferences and meetings, including those covering nonimmigrant students, to maintain current knowledge;
• Performs general office support duties such as typing, filing, reception, answering telephone calls and scheduling appointments; operates standard office equipment;
• Works with Public Information Office to manage preparations for the graduation ceremony; · May train and direct the work of student and temporary workers.