"Student Services Coordinator V (Admissions & Records)"

Job Details

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Student Services Coordinator V (Admissions & Records) in the Student Services division.

Position Description:

Under the supervision of the Associate Dean, Admissions, Records and Online Services, this position is the technical expert for the Counseling department in the use of Program Evaluation and My Academic Plan and directs the daily operation and staff of the records function for Admissions & Records. Oversees the creation, maintenance, and storage of all computerized and paper student records. Oversees workflow for the degree audit function, the document imaging system, transcript and graduation evaluation, records maintenance, and CSU & UC certification. Assists with transcript and graduation evaluation, and data entry of academic records. Exercises tact and diplomacy in working with students, staff, faculty, administrators, and community members. Performs other related duties as assigned.

Essential Duties:

1. Oversees the creation, maintenance, storage, and destruction of all student records.
2. Oversees workflow of the degree audit function implementation of the degree audit program, the document imaging system, transcript and graduation evaluation, records maintenance and CSU & UC certification.
3. Writes program specifications using proper syntax to build rules, requirements and policies for programs, certificates and degrees offered by the district. Builds pseudo courses and non-course equivalencies for external credits in the student information system and writes program specifications for their appropriate application to degree, certificate and local & transfer pattern general education requirements in the student information system.
4. Performs complex computer software analysis, process mapping, training and documentation for the degree audit program. Identifies, codes, tests, troubleshoots, documents and maintains computer application software and reviews results with specific District faculty and staff.
5. Creates new program requirements in the system for new programs approved by the President’s office. Develops statement of system scope and objectives, software specifications, and policies for programs, certificates and associate degrees (which encompass UC & CSU certifications).
6. Assists District faculty and staff in troubleshooting problems with system software; identifies and resolves difficulties and malfunctions.
7. Identifies and implements changes to degree audit program arising out of decisions made by Academic Senate, Curriculum Committee, and/or other related groups. Reports on project status and progress/timeline as required.
8. Completes assigned projects in a professional and timely manner.
9. Applies knowledge of modern office practices and equipment including expert use of computers for word processing, record management, state and institutional reporting requirements, and filing systems.
10. Oversees the student admissions application process and procedures. Interprets and applies state residency requirements regarding admission and directs creation of student history records and folders.
11. Oversees certification and mailing of College of the Canyons outgoing transcripts.
12. Ensures accuracy of all academic data entered by records function on official transcripts, including course repetition, advanced placement credit, credit by exam, military service credits, and all variations of credit for prior learning.
13. Assists students, faculty and the Student Business Office in navigating the college's Credit for Prior Learning process. Post subsequent and approved credit to students' records.
14. Assists in evaluation of incoming transcripts for transfer and graduation and makes decisions as to transferability and grading conversions. Verifies level, content, unit value and grading system of courses for students who have taken part of their academic work at other accredited colleges. Determines credit to be granted toward meeting specific requirements and consults with appropriate faculty, staff and administrators in problem cases.
15. Reviews students' records to annotate COC coursework which does not qualify for apportionment when students exceed the enrollment maximum.
16. Determines College of the Canyons course equivalencies with university transfer requirements. Reviews existing directly equated transfer courses against the California Course Identification Numbering System for maintenance of integrity and accuracy. Updates the student information system as needed.
17. Conducts research to remain current regarding the application of units to intersegmental articulation agreements. Confirms and evaluates articulation agreements and consults with articulation officer as necessary. Track current and historical Hart High School District 2+2 (aka: "Tech Prep") Articulation credit and award appropriate equivalent COC credit to students' records.
18. Maintains records of transactions, tutorials, and databases concerning academic transcripts for purposes of verification and accountability.
19. Liaison to interpret and ensure compliance of the CalGETC and IGETC Standards, Policies and Procedures, the Guiding Notes for General Education Course Reviewers, and the CCC Chancellor's Office's Program and Course Approval Handbook. Certifies lower division general education transfer requirements including CalGETC, IGETC and CSU general education certification.
20. Coordinates with the Veteran's Affairs Office to obtain supporting documentation regarding Military Withdrawal from specific college coursework, and subsequent interface with the Student Business Office to generate any resulting refund.
21. Evaluates and interprets policies on lower division transfer requirements between College of the Canyons and other institutions of higher education.
22. Interprets and applies appropriate Title 5 requirements.
23. Serves as liaison to four-year colleges’ inquiries regarding the clarification of transfer requirements and articulation.
24. Assists in the determination of “pass along” credits from outside educational institutions.
25. Exercises tact and diplomacy in working with students, staff, faculty, administrators, and community members.
26. Assists students in applying and registering for classes as needed.
27. Other related duties as assigned.

Minimum Requirements:

Experience:

Minimum three years’ experience working in community colleges, universities, high schools, and/or community agencies in a related position required. Possession of an earned Bachelor’s degree will substitute for one year of the required experience. (Experience with software analysis, process mapping, project management is desirable but not required to meet minimum requirements).

Education:

Education equivalent to an Associate’s degree (60 semester units) from an accredited institution is required. (Bachelor’s degree or higher is desirable).

Santa Clarita Community College District is an Equal Opportunity Employer.