Student Services Coordinator I (Admissions & Records)(Ccc)

Description

Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.
The Santa Clarita Community College District/College of the Canyons is seeking a full-time Student Services Coordinator I (Admissions & Records)(Canyon Country Campus) in the Student Services division.


Salary Placement:

Salary placement will be on Range 28 of Classified Represented Salary Schedule B.
** Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,570.00 / $5,913.00/ $6,246.00 per month) of this 20-step salary range.

Probationary period for new Classified employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.
Reporting to and under the supervision of the Associate Dean, Admissions, Records and Veteran Services, with daily oversight from the Dean, Campus Services and Operations, Canyon Country Campus, performs complex and specialized administrative and technical functions relating to of the overall Admissions & Records operations. Duties include, but are not limited to all forms of student communication, developing correspondence, record keeping, monitoring of temporary employee work schedules, compliance with state reporting requirements, problem solving, petition processing, admissions, registration, transcript production, CSU and UC general education certification, residency determination, prerequisite determinations, specific Student Services related projects. Performs other related duties as assigned.

Example of Duties

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. This position must have knowledge and expertise for all Student Services Specialist and Student Services Technician positions within Admissions & Records. Performs essential duties for these positions as necessary.

1. Serves as liaison between the Associate Dean and the public, staff, and other District or campus officials.
2. Assists in the direction of routine activities of the Admissions & Records department in the absence of the Associate Dean.
3. Learns, understands, interprets, and applies district, state and federal regulations, laws, legal mandates, policies, rules, and guidelines to a variety of operational procedures.
4. Oversees communications with students, staff, and community for the Admissions & Records office. This includes, but is not limited to, the incoming phone queue, electronic correspondence, live chat features, incoming and outgoing telephone calls and written correspondence.
5. Provides students with orientation and information on college services. Provides information relevant to student applications and deadlines. Assists students in making program changes and corrections. Informs students of district procedures for course prerequisite challenges, placement waivers, and academic standard petitions. Assists with determination of student matriculation status, and new student orientation, if needed.
6. Performs specialized computer duties; creates and maintains databases, retrieves student data using college administrative system, and prepares reports.
7. Determines and organizes work priorities, performs multiple tasks in a timely fashion with accuracy, self-initiates appropriate tasks and works independently in the absence of supervisor. Performs significant office support responsibilities.
8. Serves as information resource person to staff, administrators, students, faculty, and the public regarding Admissions & records, and athletic eligibility policy, procedure, and practice.
   Provides office support by performing the following:
   • Provides students documentation regarding policy and procedures for athletic eligibility.
   • Uses athletics database for reporting weekly verifications to update faculty and administrators.
   • Researches, maintains, and compiles data for athletic reports.
   • Researches and determines an athlete’s eligibility by using CCCAA bylaws to complete Form 1 and Form 3 entries. Submit Form 1 and Form 3 athletic eligibility prior to established deadlines. Serves as liaison between Admissions & Records and Athletics, and California Community College Athletic Association.
9. Coordinates, produces, and monitors the paper and electronic transmission of academic history to and from other schools and institutions. Works with multiple entities to ensure paper and electronic transcripts can be received by College of the Canyons and sent to various colleges, universities, and other institutions on behalf of our college. This includes using online databases to submit and transmit requests.
10. Processes applications, registration, transcripts, verifications, petitions, and student records; including information that may be of a privileged or sensitive nature. Performs other computer input tasks relative to the operation of the department including input for student registration.
11. Researches, maintains, and compiles data and prepares reports as instructed. Assists in the preparation and submission of college and State mandated reports and documents.
12. Assists with instructor requests for rosters, My Canyons, and grade change forms.
13. Evaluates, investigates, and processes the clean-up of all duplicate student records.
14. Processes student ID cards for registered students.
15. Acts as a resource and liaison between front counter staff and managers within Admissions & Records department.
16. Processes external student transcripts for the purpose of determining prerequisite eligibility.
17. Processes petitions, including database entry, communicating and following up with students and faculty, and posting grades, as required.
18. Processes general education and IGETC certification to various CSU/UC campuses.
19. Responsible for front counter services, including stocking, scheduling, and making sure all materials and staff are available for student body.
20. Serves as clerical support and directs office correspondence as appropriate. Composes and distributes correspondence; answers and redirects inquiries.
21. Types, edits and formats departmental newsletter and other program publications. Assists with departmental marketing and publicity.
22. Assists with processing graduation petitions, degree audits, certificate petition, printing diplomas and certificates, and corresponding with students.
23. Assists staff with verifications of enrollment, attendance, eligibility (including but not limited to athletic eligibility), and certifications.
24. Assists in the coordination of departmental functions, special events, including with other campus departments.
25. Assists with student outreach and recruitment efforts for the College.
26. Assists the Dean with preparation and planning of events at the Canyon Country Campus.
27. Assists management with the establishment of short- and long-range organizational goals, objectives, policies, and operating procedures.
28. Assists in training, scheduling and providing work direction to adult hourly, college assistants, and/or other classified staff.
29. Maintains confidentiality of office and student records and demonstrates excellent customer service skills, attention to detail, and professionalism.
30. Performs other related duties as assigned.

Demonstrated Knowledge and Abilities:

Position requires ability to:

Learn, interpret, and apply legal mandates, policies, regulations, and guidelines and operational procedures.

Assure compliance with District, State and Federal regulations and laws regarding admissions and records functions, including Title V Administrative Code, Attendance Accounting Manual, California Education Code, and FERPA law.

Apply knowledge of modern office practices and equipment including automated word processing, record management and filing systems, telephone techniques, correspondence development, and report writing.

Demonstrate excellent customer service skills and ability to multi-task in a high stress, team-oriented environment.

Assume responsibility and perform repetitive work, or continuously perform the same work with accuracy and efficiency.

Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.

Provide appropriate information to the students, faculty, staff, and the public in a friendly and professional manner.

Maintain confidentiality when dealing with sensitive and privileged material and information.

Take responsibility and use professional judgment based on established guidelines and procedures.

Type with speed and accuracy; make arithmetical calculations in like manner.

Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.

Communicate effectively orally and in writing.

Understand and carry out oral and written directions.

Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.

Adapt to changing student and procedural requirements.

Show willingness to participate in cross-training activities; ability to learn quickly and retain new information.

Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff, and community.

Qualifications and Minimum Requirements

Minimum Requirements:
Experience:
Two (2) years full-time equivalent experience working in community colleges, universities, high schools, and/or community agencies, or similar work involving programs or activities to assist the public.
Education:
Education equivalent to an Associate’s degree (60 semester units) from an accredited college or university is required. Two additional years of direct experience in addition to that identified above may be substituted for each year (30 semester units) of college.
Desirable Qualifications:

Associate’s degree or higher.

Admissions & Records experience.

Proficient in MS Outlook, Word, Excel, and Access.

Previous experience working with an administrative database.

Physical Characteristics:
Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; stooping, kneeling, crouching, crawling, twisting/turning, bending at the waist, and reaching in awkward positions; frequently exerting 10 to 20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; handling and working with various materials and objects; may be exposed to contact with dissatisfied individuals; and travel from site-to-site.Further Details

District Classified Employee Benefits:

Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability, and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.
RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.
Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
Board of Trustees approval.
Official, sealed transcripts are required upon offer of employment.
APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing-impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 to 5 weeks following the Review Date as to the status of their application.
All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360, 26455 Rockwell Canyon Road, Santa Clarita, CA 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

Online District CLASSIFIED Application.

Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.

Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.

Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.

Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.

Supplemental Questionnaire. Please answer the following questions as part of your application packet.

Do you possess education equivalent to an Associate’s degree (60 semester units) from an accredited college or university? If yes, please provide a legible copy of your college/university transcript in your application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If you do not possess the equivalent of an Associate’s degree and you are using additional years of work experience in lieu of semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.

Please describe your experience working in community colleges, universities, high schools, and/or community agencies, or similar work involving programs or activities to assist the public. Please include employer name(s), position title(s), dates of employment, full-time or part-time status (number of hours worked per week), your roles and responsibilities. Please provide your total years of full-time equivalent experience in this field.

Please describe your experience working with an administrative database (such as Banner, Colleague/Datatel, or PeopleSoft) or a proprietary system.

Please describe your customer service experience, and the roles you have played in serving the public.

Please describe any experience you may have with collegiate transcript transmittal, certifications, and Student Services in the California Community College system.

Please describe your multi-tasking abilities and your approach to working in a fast-paced environment.

Please describe your ability to work successfully in a multicultural, diverse environment.

Why do you want to work at College of the Canyons in this staff position?

Letters of reference are optional.

Please note:

Skills evaluation of candidates for interview may be required.

Travel and relocation expenses are the responsibility of the applicant.

Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.

“Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name, contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.

Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.

Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).

Applicants are encouraged to apply online. If you need assistance with the application process, contact:

Human Resources Office(661) 362-3427TTY/TDD (661) 362-5178 or visit our website atwww.canyons.edu/administration/humanresources
It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied, or considered for other openings. Resumes may not be submitted in lieu of the official application form.
The College is expecting to conduct initial interviews between the weeks of May 6, 2024 and May 13, 2024 and conduct final interviews between the weeks of May 13, 2024 and May 20, 2024. This is an estimated timeline, and is subject to change.
Interviews may be conducted in-person or remotely via Zoom.
** This is an on-campus position. **

Positions are offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled.

This recruitment may be used for future vacancies, including positions on either the Valencia or the Canyon Country Campus.