"Coordinator/Admissions & Records - District Office (GRANT FUNDED)"

College Information

Peralta/College Information

District Office

The Peralta Community College District is a two-year college system, dedicated to providing comprehensive educational and community services to the communities it serves, including the cities of Albany, Alameda, Berkeley, Emeryville, Oakland and Piedmont California. The District enrolls over 25,000 students in a broad range of transfer and occupational curricula. The colleges in the District include College of Alameda, Laney College, Merritt College and Berkeley City College, which operate under the governance of a seven-member Board of Trustees and are administered by a Chancellor/Superintendent.

Position Information

Job Title
Coordinator/Admissions & Records - District Office (GRANT FUNDED)

Time Base
40 hrs/week 12 months/year

Compensation
Salary Range: $6,707.77 - $8,527.93/Month, Hiring Range: $6,707.77 - $7,378.87/Month

Position Type
Classified

Department
Admissions & Records (123)

City
Oakland

State
CA

Job Description Summary

This position is grant funded. Continued employment is contingent upon refunding of the position. Under general direction of the Associate Vice Chancellor, Student Services & Registrar, the Coordinator/Admissions and Records performs professional-level duties in the analysis, evaluation, testing, documentation, research, data compilation, and data analysis in regards to transfer work, transcripts and course equivalences. Performs other duties as assigned.

Duties & Responsibilities

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

• Oversee the process for receipt, input and record keeping of all incoming official transcripts using the Electronic Content Management Perceptive system.
• Provide functional support and training to end users on the use of the Electronic Content Management ( ECM ) pertaining to transfer work and course equivalences.
• Set up and maintain course equivalences using PeopleSoft, ECM system or other required database systems.
• Evaluate incoming transfer coursework for PCCD equivalences (including international, out-of-state and private schools) using ASSIST, College Source and other resources as needed; analyzes and authenticates course level, content and unit values for transfer coursework.
• Oversee the posting and awarding of all transfer in credit, test credit and military credit.
• Maintain records of course equivalencies and substitutions processed and approved or denied for historical reference.
• Evaluate and maintain official records of approved courses for certification of California State University General Education and Intersegmental General Education Transfer Curriculum.
• Maintain regular contact with Division Chairs/Administrators concerning equivalences, articulation agreements, student’s questions and preliminary transcript equivalencies.
• Reviews courses syllabi, course descriptions, college catalogs and other documents to properly evaluate and equate transferred courses
• Ensure that transfer credits on student records are reported correctly for end users to evaluate degree/certificate and or financial aid eligibility
• Act as a functional lead to communicate updates/changes on course equivalences to college evaluators and others.
• Configure transfer credit rules and maintain in PeopleSoft, ECM system or other required database systems.
• Analyze current systems; define and propose new or enhanced system functionality, test and maintain updates, patches and fixes.
• Develop and maintain process documentation and procedures on transfer work and course equivalences.  Ability to interpret federal, state and local regulations and policies.
• Participate in articulation and curriculum committees
• Facilitate workshops for District/college division representatives, faculty and staff on course equivalences and transfer courses.
• Other related duties as assigned

Minimum Qualifications

1. Bachelor’s degree from an accredited university or college in Accounting, Business Administration, Public Administration or a related field AND four (4) years of increasingly responsible computer applications experience including the use and troubleshooting of large, complex software applications or information systems analysis and in the collection, analysis, data research, reporting and presentation of data; Or An equivalent combination of education and qualifying professional experience that would provide the skills, knowledge, and ability needed to fulfill the duties assigned to the position.
2. Experience in an admission/registrar office in a post-secondary institution evaluating official transcripts and articulating course equivalencies.
3. Understanding of, sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Peralta Colleges’ students, faculty, staff and community.

Desirable Qualifications

Knowledge of:

• Program evaluation techniques and methodology.
• Experience using ASSIST, Academic Advising or similar Degree Audit System
• Solid understanding of PeopleSoft Course Catalog or similar Course Catalog Systems
• Laws, regulations, and guidelines with respect for Admissions and Records regulations.
• Current development, standards, methods, and trends, that will demonstrate professional competency in the field of activity.
• Experience with program administration in the California Community College system.

Ability to:

• Interpret laws and regulations related to the grant/budget process, and apply this knowledge to the performance of daily duties and responsibilities and/or interpret the information to others.
• Prepare and maintain accurate records and reports.
• Communicate effectively in the oral and written form.
• Demonstrate other professional knowledge that may be required to successfully perform in the field of activity.

Environmental Demands

• Occasional work performed alone
• Constant work around and with people

Other Requirements

PHYSICAL REQUIREMENTS

• Occasional standing, walking, stooping, kneeling, squatting, and climbing stairs
• Occasional lifting and carrying up to 15 lbs.
• Occasional pushing and pulling up to 20 lbs.
• Occasional twisting of body
• Occasional use of manual dexterity
• Occasional use of tactile acuity
• Occasional use of visual acuity from a distance, with depth, and for color
• Frequent work at a rapid pace
• Frequent reaching, high, low, and level
• Frequent audio acuity at all ranges, including speech
• Frequent visual acuity for reading
• Constant sitting
• Constant use of clear oral communication

Tools & Equipment Used

• Computer
• Standard office machines and equipment

Application Deadline Date

Dec 2, 2025

Open Date

10/30/2025

Special Instructions to Applicants

APPLICATION PROCEDURES

Failure to follow the requirements below may result in your application being disqualified.

Required documents and applications are only accepted through the online process. Please do not mail or fax your application.

Information on transcripts must include degree awarded and confer date.

Copies of diplomas will not substitute for transcripts. Finalists will be required to submit official transcripts from fully accredited college or university institutions prior to the final interview.

Note: A written evaluation by an official foreign credentials/transcripts evaluation and translation service must be submitted for Foreign Degree(s) (non-U.S. degrees) by the application deadline date.

Travel expenses for the interview and selection process will be borne by the candidates.

Appointment to the position is conditional upon the approval of the Chancellor.

CONDITIONS OF EMPLOYMENT

Employees must satisfy all pre-employment requirements to work for the District which include, but are not limited to, the following items:

REQUIRED FOR ALL EMPLOYEES

Tuberculosis Examination: Prior to employment, the successful candidate will be required to submit evidence (either skin test or X-ray report) of being free of tuberculosis within the past sixty (60) days. The TB test is a condition of employment and any expense must be borne by the successful candidate.

Fingerprinting Requirement: As a condition of employment, all employees working for community colleges in the State of California are required to be fingerprinted within the first ten (10) working days of the date of employment pursuant to Education Code Section 88024.

Immigration Requirement: According to the Immigration Reform and Control Act, the Peralta Community College District is required to verify that all new employees are legally authorized to work in the United States.

All new employees are required to complete and sign a verification form and provide documentation attesting that he/she is legally authorized to work in the United States.

District Policy: A Social Security Card will be required following selection and prior to completion of the hiring process. The employment process cannot be completed without a copy of the Social Security Card on file in the Office of Human Resources.

Medical Examination: Under state regulations and as a condition of employment, certain positions may require a medical examination prior to employment. Expenses incurred will be borne by the employee.

EEO Statement

The Peralta Community College District is an Equal Opportunity Employer. The District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of race, color, national origin, ancestry, sex, age religion, marital status, sexual orientation, disability or genetic information, gender identity or expression, citizenship status, veterans status, status with regards to public assistance, or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices.

Reasonable Accommodations

In conformance with the Fair Employment and Housing Act and the Americans with Disabilities Act, requests for Reasonable Accommodations may be made to the Office of Human Resources by calling (510) 466-7283.

The Peralta Community College District reserves the right to close or not fill any advertised position.

Benefits Information

FRINGE BENEFITS

The Peralta Colleges proudly offers a competitive and comprehensive core of work-life benefits. The value of the employer contribution towards your benefits may increase your total compensation by as much as 47%. Benefit-eligible employees have access to coverage for themselves and eligible dependents:

• Medical, dental, vision, prescription drug insurance coverage*
• Life insurance of 150% of your income up to $100,000.
• Long-term disability coverage.
• Employee Assistance Program.

In addition to your own contribution, Peralta also contributes 26.81% of your salary to the California Public Employees Retirement System (CalPERS). Effective January 1, 2013, the PEPRA (Public Employees’ Pension Reform Act) went into effect. Changes have been implemented as a result of the adoption of this legislation that impact new and existing employees enrolled in CalPERS. A summary of those changes is available at http://www.calpers.ca.gov/eip-docs/employer/program-services/summary-pension-act.pdf. For further up to date information on CalPERS retirement eligibility and PEPRA, please visit the website at www.calpers.ca.gov/. The CalPERS member handbook is available at http://www.calpers.ca.gov/eip-docs/about/pubs/member/your-benefits-your-future-school-benefits.pdf., please visit the website at www.calpers.com. After 10 years of creditable service, medical benefits in retirement are extended until age 65.

Other voluntary benefits include:

• Flexible benefit plan participation in the Medical Reimbursement Plan, Dependent Care Reimbursement Plan (under tax code 125)
• Pre-tax commuting expenses (under IRS code 132)
• Tax-deferred plan participation in the 403(b) and 457 plans
• Credit union membership
• Prepaid legal plan participation
• Additional Life Insurance for yourself, spouse or children

* Kaiser and United Health Care Dental are fully paid by the District. Other plans require employee contribution. Subject to change.

Mission Statement

The Peralta Community College District is a collaborative of colleges advancing social and economic transformation for students and the community through quality education, rooted in equity, social justice, environmental sustainability, and partnerships.

Applicant Documents

Required Documents

1. List of References
2. Resume
3. Transcripts

Optional Documents

1. Other Document
2. Cover Letter
3. Training/Certification Document