Address
Form of workPosition Details
Position Information
Opportunity Type
CLASSIFIED EMPLOYMENT OPPORTUNITY
Position Title
ADMISSIONS AND RECORDS ASSISTANT
Posting Number
S2332
Close/First Review Date
05/21/2023
Department
Admissions and Records
Work Location
San Jose City College
Position Status
Full Time
Salary Range
$51,857 - $63,297 Annual Salary (Range 62: Classified Salary Schedule Fiscal Year 2022-2023). Starting placement is generally at Step 1.
Benefits Summary
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
Position Description
POSITION SUMMARY
The Admissions and Records Assistant reports to the Director of Admissions and Records at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.
POSITION PURPOSE
Under the direction of assigned administrator, participate in the admission, registration and record-keeping functions of the college Admissions and Records office.
DUTIES AND RESPONSIBILITIES
1. Provide information and assistance to students regarding admission, registration and courses; assist students and faculty with completing various forms and documents; receive and confirm completion of a variety of forms including adding and dropping classes, withdrawing, fee refunds and change of grade or status.
2. Receive phone calls and respond to inquiries for general information; refer callers to other resources or offices as appropriate; communicate with instructors and other departments to assist with problems, procedures and general information.
3. Implement the District's matriculation policy by determining which portions of the program each new applicant requires; determine through verbal and written responses if the applicant requires testing, orientation, counseling or all facets of the program.
4. Receive and process admission applications; determine residency status of students; register and enroll students into classes using the on-line interactive computer system; collect appropriate fees; input admission information into the Student Master file.
5. Process transcript request forms; send letters to students that have a hold on their records; maintain related records.
6. Collect and balance money received from registration, tuition and other fees as required; prepare cash balance forms; maintain, close out and balance cash register, process refunds.
7. Prepare, post and maintain accurate and current files of individual student records and supporting materials that include grades, courses and other data regarding student performance and personal information.
8. Process incoming requests for past and current attendance information and academic standing.
9. Maintain and update folders for current and former students; purge inactive student folders.
10. Prepare letters, student attendance verifications, notices and other correspondence as needed.
11. Operate a variety of standard office equipment including a computer.
12. Troubleshoot the registration system using computer terminals and printers; train students to use the on-line registration terminals.
13. Provide support for special programs and off-campus registration.
14. Perform other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Correct English usage, grammar, spelling, punctuation and vocabulary.
2. Modern office methods, procedures and equipment.
3. Operation of a computer terminal and data entry techniques.
4. Interpersonal skills using tact, patience and courtesy.
5. Telephone techniques and etiquette.
6. Record-keeping techniques.
7. Basic mathematics.
Skills and Ability to:
1. Perform clerical duties such as filing, typing, duplicating and maintaining routine records.
2. Work confidentially with discretion.
3. Establish and maintain cooperative and effective working relationships with others.
4. Learn to apply and explain policies, procedures and regulations regarding college admission, registration and student records.
5. Answer telephones and greet the public courteously.
6. Assemble, organize and prepare data for records and reports.
7. Operate office machines including a computer and applicable software.
8. Meet schedules and time lines.
9. Adapt to changing circumstances and deal with stressful situations.
10. Type at a rate of speed necessary for effective job performance.
11. Complete work with many interruptions.
12. Understand and work within scope of authority.
13. Understand and follow oral and written instructions.
Required Qualifications
EDUCATION AND EXPERIENCE
1. Education equivalent to a high school diploma or GED supplemented by specialized clerical courses.
2. One year of general clerical work involving public contact.
District's Diversity Requirements
Desired Qualifications
1. Bilingual abilities, desirable.
Foreign Degree
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Working Environment
WORKING CONDITIONS
Environment:
1. Typical office environment.
2. Constant interruptions
Physical Demands:
1. Dexterity of hands and fingers to operate a computer keyboard and a variety of office equipment.
2. Sitting or standing for extended periods of time.
3. Reaching overhead, above the shoulders and horizontally.
4. Hearing and speaking to exchange information in person or on the telephone.
5. Seeing to read a variety of materials.
6. Bending at the waist, kneeling or crouching.
7. Lifting light objects.
Hazards:
1. Contact with dissatisfied or abusive individuals.
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% - Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
Important Information
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT - (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
Position Information
Opportunity Type
CLASSIFIED EMPLOYMENT OPPORTUNITY
Position Title
ADMISSIONS AND RECORDS ASSISTANT
Posting Number
S2332
Close/First Review Date
05/21/2023
Department
Admissions and Records
Work Location
San Jose City College
Position Status
Full Time
Salary Range
$51,857 - $63,297 Annual Salary (Range 62: Classified Salary Schedule Fiscal Year 2022-2023). Starting placement is generally at Step 1.
Benefits Summary
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
Position Description
POSITION SUMMARY
The Admissions and Records Assistant reports to the Director of Admissions and Records at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.
POSITION PURPOSE
Under the direction of assigned administrator, participate in the admission, registration and record-keeping functions of the college Admissions and Records office.
DUTIES AND RESPONSIBILITIES
1. Provide information and assistance to students regarding admission, registration and courses; assist students and faculty with completing various forms and documents; receive and confirm completion of a variety of forms including adding and dropping classes, withdrawing, fee refunds and change of grade or status.
2. Receive phone calls and respond to inquiries for general information; refer callers to other resources or offices as appropriate; communicate with instructors and other departments to assist with problems, procedures and general information.
3. Implement the District's matriculation policy by determining which portions of the program each new applicant requires; determine through verbal and written responses if the applicant requires testing, orientation, counseling or all facets of the program.
4. Receive and process admission applications; determine residency status of students; register and enroll students into classes using the on-line interactive computer system; collect appropriate fees; input admission information into the Student Master file.
5. Process transcript request forms; send letters to students that have a hold on their records; maintain related records.
6. Collect and balance money received from registration, tuition and other fees as required; prepare cash balance forms; maintain, close out and balance cash register, process refunds.
7. Prepare, post and maintain accurate and current files of individual student records and supporting materials that include grades, courses and other data regarding student performance and personal information.
8. Process incoming requests for past and current attendance information and academic standing.
9. Maintain and update folders for current and former students; purge inactive student folders.
10. Prepare letters, student attendance verifications, notices and other correspondence as needed.
11. Operate a variety of standard office equipment including a computer.
12. Troubleshoot the registration system using computer terminals and printers; train students to use the on-line registration terminals.
13. Provide support for special programs and off-campus registration.
14. Perform other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Correct English usage, grammar, spelling, punctuation and vocabulary.
2. Modern office methods, procedures and equipment.
3. Operation of a computer terminal and data entry techniques.
4. Interpersonal skills using tact, patience and courtesy.
5. Telephone techniques and etiquette.
6. Record-keeping techniques.
7. Basic mathematics.
Skills and Ability to:
1. Perform clerical duties such as filing, typing, duplicating and maintaining routine records.
2. Work confidentially with discretion.
3. Establish and maintain cooperative and effective working relationships with others.
4. Learn to apply and explain policies, procedures and regulations regarding college admission, registration and student records.
5. Answer telephones and greet the public courteously.
6. Assemble, organize and prepare data for records and reports.
7. Operate office machines including a computer and applicable software.
8. Meet schedules and time lines.
9. Adapt to changing circumstances and deal with stressful situations.
10. Type at a rate of speed necessary for effective job performance.
11. Complete work with many interruptions.
12. Understand and work within scope of authority.
13. Understand and follow oral and written instructions.
Required Qualifications
EDUCATION AND EXPERIENCE
1. Education equivalent to a high school diploma or GED supplemented by specialized clerical courses.
2. One year of general clerical work involving public contact.
District's Diversity Requirements
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.
Desired Qualifications
1. Bilingual abilities, desirable.
Foreign Degree
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Working Environment
WORKING CONDITIONS
Environment:
1. Typical office environment.
2. Constant interruptions
Physical Demands:
1. Dexterity of hands and fingers to operate a computer keyboard and a variety of office equipment.
2. Sitting or standing for extended periods of time.
3. Reaching overhead, above the shoulders and horizontally.
4. Hearing and speaking to exchange information in person or on the telephone.
5. Seeing to read a variety of materials.
6. Bending at the waist, kneeling or crouching.
7. Lifting light objects.
Hazards:
1. Contact with dissatisfied or abusive individuals.
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% - Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
Important Information
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT - (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
