General Purpose Under general direction, plans, organizes, integrates and manages the work of an Admissions & Records department; ensures the accuracy and confidentiality of student records; provides expert professional assistance and guidance to college management on admissions and records; and performs related duties as assigned.
Essential Duties & Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Plans, organizes, directs, controls, integrates and evaluates the work of the Admissions and Records department; with managers and staff, develops, implements and monitors work plans to achieve goals and objectives; contributes to development of and monitors performance against the annual department budget; manages and directs development, implementation and evaluation of plans, work processes, systems and procedures to achieve annual goals, objectives and work standards.
Directs and manages the performance of managers and staff; directs and oversees the selection of managers and staff; establishes performance requirements and personal development targets for direct reports; regularly monitors performance and provides coaching for performance improvement and development; recommends compensation; hears and acts on grievances; subject to concurrence by senior management and Human Resources, approves or takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with Personnel Commission Rules, Board policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
Provides day-to-day leadership and works with staff to ensure a high-performance, service-oriented work environment that supports achievement of the department's and District's mission, objectives and values; promotes workplace diversity, inclusion, cultural competency and a positive work environment.
Provides support to reporting managers and/or administrators regarding disciplinary actions and grievances; approves related decisions.
With other members of senior management, participates in the development and implementation of District strategic plans, goals and objectives; leads and directs department staff in the development and application of new methodologies, technologies and business process improvements to achieve higher efficiency, productivity and customer service in department work processes.
Through subordinate managers, directs, plans and ensures that application, enrollment and transcript evaluation processes are accurate, timely and efficient; oversees the processing of a variety of petitions and resolves complex escalated admissions and records issues; reviews, develops and implements policies, procedures and practices.
Evaluates the impacts of current and proposed changes in laws, reporting regulations and academic policies and procedures and makes recommendations to District administrators and other colleges, departments and divisions; performs, prepares and presents program review and unit review.
Provides expert input on the functionality, development and management of the integrated college admissions and records system, including: records documenting the admission and registration of students; preparation, maintenance and security of student records; evaluation of transcripts, attendance and graduation functions and the proper retention and destruction of student records as required by federal and state regulations.
Oversees and directs the preparation and submission of federal, state and District reports, graduation lists and documentation of student records; conducts studies and special projects as directed; directs attendance accounting procedures and reporting functions.
Oversees and directs the evaluation of student graduation and transfer documents, preparation of diplomas, compilation of honors and probation lists, tracking of evaluation materials and degree audit functions; ensures timely and accurate notification to students regarding graduation status, President's Lists and probationary status.
Oversees and directs specialized procedures of admissions programs, including international students, veterans and the various training academies and noncredit programs; ensures cohort and bulk enrollment processes are implemented fairly, accurately and in a timely manner; ensures residency and certification requirements are met and specialized student records are accurately maintained.
Interprets, applies and ensures compliance with applicable laws, codes and regulations; remains current on applicable legislative decisions and developments.
Makes presentations to the Board of Trustees and to other board-level groups.
Serves on committees and represents the District at local, regional, state and national conferences, meetings, workshops and training seminars.
Participates in shared governance processes and initiatives.
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
Applicable federal, state and local laws, rules and regulations, including the Family Educational Rights and Privacy Act and California Education Code and Administrative Code provisions related to community college admissions, registration, attendance accounting and recordkeeping.
Community college curriculum, organization, operations, policies and objectives.
District student recordkeeping practices, procedures and systems for processing and maintaining student information.
Principles and practices of sound business communication including proper English usage, grammar, spelling and punctuation.
Principles and practices of public administration, including budgeting, purchasing and maintaining public records.
Research methods and analysis techniques.
Principles and practices of effective management and supervision.
Principles and practices of strategic planning.
Basic principles and practices of organizational improvement and culture change.
Principles and practices of strategic planning.
Basic principles and practices of organizational improvement and culture change.
Safety policies and safe work practices applicable to the work being performed.
Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
Skills and Abilities to:
Plan, organize, manage, assign, delegate, review and evaluate the work of a large admissions and records department and its operations.
Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
Analyze and make sound recommendations on complex admissions and records issues.
Organize, set priorities and exercise expert, independent judgment within areas of responsibility.
Develop and implement appropriate procedures and controls and ensure the accuracy and security of student records.
Understand, interpret, explain and apply applicable laws, codes and ordinances.
Work collaboratively with other District directors and managers and provide expert advice and counsel to develop solutions to complex issues.
Represent the District effectively in dealings with students, staff and other colleges.
Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
Make presentations and present proposals and recommendations clearly, logically and persuasively to diverse audiences.
Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
Communicate effectively, both orally and in writing.
Develop and maintain an inclusive work environment that fosters diversity, respect and engagement.
Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND EXPERIENCE Graduation from an accredited college or university with a bachelor's degree in business administration, public administration or a related field and seven years of increasingly responsible experience in a college Admissions and Records office, at least two of which were managing or leading one or more specialty areas of admissions and records; or an equivalent combination of training and experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
When assigned and needed - Must be a U.S. citizen or lawful permanent resident of the United States and obtain and maintain Veteran Affairs School Certifying Official (SCO) certification.
When assigned and needed - Must be a U.S. citizen or lawful permanent resident of the United States and complete Principal Designated School Official (PDSO) training and maintain certification as a condition of employment
PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, students, the public and others encountered in the course of work.
WORKING ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions, and the noise level is usually quiet.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
APPLICATION SUBMISSION To move forward in the selection process, you must complete an online application through our web site athttp://www.schooljobs.com/careers/scccd.Please attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.
ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.
When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.
All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.
APPLICATION REVIEW AND ASSESSMENTS The application review process includes an evaluationof training and experience based on given application information and answers to supplemental questionnaire.Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.
The assessment process will include a competency assessment (40% weight) and an oral interview assessment (60% weight). Passing score is 75% out of 100% on each assessment section. ASSESSMENT TENTATIVELY SCHEDULED FOR FRIDAY, NOVEMBER 15, 2019
The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.
ELIGIBILITY LIST Candidates who attain a passing score on each part of the assessment will be placed in rank order on an Open-Competitive List.Using the same process, a separate Promotional List will be established and both Lists will be used concurrently.Unless otherwise indicated, the eligibility list will be used to fill current vacancies at Fresno City College for at least six months.
PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT.
ACCOMMODATIONS Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.
State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.
State Center Community College District is committed to lifelong learning and success for all students by providing accountable, accessible, innovative and quality educational programs and services that enable productive citizenship in a diverse, global society.