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Grossmont/Cuyamaca Community College District

Admissions And Records Assistant, Senior
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Position Number: 4226600
Location: El Cajon, CA
Position Type: Admissions/Enrollment

Admissions And Records Assistant, Senior

R-01810
San Diego County - Cuyamaca College

Transforming lives through learning isn't just the vision of the Grossmont-Cuyamaca Community College District. It happens every day with our 30,000 students who take the first step in their higher education, become trained for a new career, or learn knowledge that transforms their world perspective.

The Grossmont-Cuyamaca Community College District honors a diverse academic community and fosters equity mindedness across our institutions. As such, the District is committed to eliminating achievement gaps among different student groups by promoting a culture of appreciation for diversity, equity, inclusivity, and social justice, and continuously examining our processes and practices through an equity lens.

The District provides an excellent health and welfare benefits package to its employees. We take care of our employees and have continued to offer medical, dental and vision coverage to eligible employees and their dependents at no charge for any of the plans we offer.

Become a part of this dedicated team in beautiful San Diego County!

Please read the entire job posting before your application is submitted. Important instructions to applicants are at the bottom of the page. Be attentive when applying as many of our positions require multiple attachments.

Please note: each page of the application will save upon clicking next.' Draft applications can be accessed through the candidate home page.

Job Summary
Application Deadline: Tuesday, June 20, 2023 at 11:59 p.m.

NOTE: Application materials that are submitted on the last day of application and are timed out will not be accepted.

Department: Admissions & Records

Months worked out of the Year: 12 months

FTE: 1.0

Work hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

Shift Differential: None

Starting Salary Range:
Range: CL-27: $3,551 (Step A) or $3,755 (Step B)
Based on education and experience

Anticipated Start Date: August 2023

Job Description

SUMMARY:

Under the direction of an assigned supervisor, perform specialized and complex clerical duties related to student academic records and transcripts; prepare and maintain educational records; provide technical information regarding transfer work, academic records, policies and procedures.

ESSENTIAL FUNCTIONS:

Evaluate incoming transcripts to determine unit value and grade points for advanced standing; check for course repetition, academic renewal and other transcript notations; calculate the equivalency of quarter hours to semester units.

Confirm other colleges and universities accreditation in the evaluation of transfer work; verify level, unit value, and grading system from catalog, microfiche, or through correspondence with other institutions.

Perform daily duties involving the document imaging and microfilming of student records as required by Title 5, and prepare and maintain files for imaged and microfilmed records.

Prepare, query, extract, code, update databases, update student records, and compile files (imaged folders and hardcopy folder maintenance ) for student admission; monitor high school college credit students, credit by exam, tech prep, and honor society to assure compliance with policies and regulations.

Provide technical information and assistance to students, counselors, faculty, Financial Aid and others concerning academic records, transfer work accepted, and policies and procedures, to comply with federal regulations and matriculation process.

Assist students with inquiries regarding student status, transfer work, grades and petitions.

Process official incoming transcripts; scan, maintain, and process documents through a work flow using document image technology.

Perform a variety of counter and clerical work requiring general knowledge of admissions and records activities.

Determine academic probation and disqualification status after grade changes; assist students with inquiries regarding student status, transfer work, grades and petitions.

Assist students and other visitors at the counter; provide information concerning applications, program changes. Credit and non-credit courses; and provide a variety of general information.

Prepare and maintain all applicant and student files.

Process and submit electronic files as assigned.

SECONDARY FUNCTIONS:

Maintain a database of college codes for advanced standing file; query the student database to extract data pertaining to student enrollment.

Communicate with Information Systems advising as to changes needed to be made on current programs, and revising existing messages on the application program.

Certify enrollment for students obtaining financial aid, insurance, employment, and deferment of loan payments; process fee waivers according to established guidelines as instructed by the supervisor.

Maintain departmental area(s) in a safe, clean, and orderly condition; assure compliance with established safety procedures and regulations.

Train and provide work direction for part-time employees.

Maintain currency of qualifications for area of assignment.

Assist in a variety of registration activities; provide necessary registration information including web registration information to students, staff, and visitors.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Procedures and methods involved in evaluation of student records and transcripts.
Modern office practices, procedures and equipment including telephone techniques and etiquette.
State laws and district regulations of admissions and records functions and activities.
Correct English usage, grammar, spelling, punctuation and vocabulary.

ABILITY TO:

Perform a variety of specialized and responsible duties related to student academic records.
Evaluate student transcripts and academic records for advanced standing.
Explain and interpret complex academic policies and procedures.
Learn District, state and federal admissions and records laws, regulations, functions and activities (e.g. Title 5).
Communicate effectively both orally and in writing.
Perform specialized clerical work and basic math computations with speed and accuracy.
Operate a personal computer including various software packages to enter and retrieve data using keyboarding skills in an efficient and effective manner consistent with requirements of the position.
Establish and maintain cooperative and effective working relationships with others.
Integrate new technology into recordkeeping system.
Maintain confidentiality.
Plan and organize work; work independently to meet schedules and timelines.
Train and provide work direction to others.

EDUCATION:
Graduation from high school or equivalent.

EXPERIENCE:
Increasingly responsible clerical recordkeeping experience, including admissions and records or related experience.

WORKING CONDITIONS:
Admissions & Records Office environment; some light bending and stooping to retrieve files and other documents; some light lifting at times; subject to constant interruptions and frequent interactions with student, staff, and the public.

Additional Information

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applicants may find it helpful to refer back to the job posting, specifically the special instructions, while applying. Consider saving the job description or opening a new browser window.

*ATTENTION* Application materials with pictures or personal information will render your application incomplete. Please do not include any materials that were not asked for.

Having the following materials prepared and ready to attach BEFORE beginning the application may make the application experience more seamless.

REQUIRED APPLICATION DOCUMENTS (APPLICANTS MUST SUBMIT THE FOLLOWING TWO ITEMS):

A complete and current resume.

A 1 - 2 page cover letter addressing how you meet the qualifications of the position.

*ATTENTION* Please upload .doc, .docx, or PDF files. If you are working on Google Docs or Mac files please be sure to save under .doc or PDF for file to upload correctly.

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Applicants who are protected under the Americans with Disabilities Act and who require accommodations for completing the application process or interviewing should notify the Human Resources Department by emailing D-HR-Jobs@gcccd.edu.

Offers of employment are contingent upon successful fingerprint clearance. A processing fee plus Live Scan fee will be required.

To apply, visit https://gcccd.wd1.myworkdayjobs.com/en-US/gcccdcareers/job/San-Diego-County---Cuyamaca-College/ADMISSIONS-AND-RECORDS-ASSISTANT--SENIOR_R-01810.

The Grossmont-Cuyamaca Community College District, a two-college district in eastern San Diego County, has been providing a high-quality education to the region since Grossmont College opened its doors in 1961 and Cuyamaca College began operating in 1978. The district is tied closely to the suburban and rural communities that it serves, providing a $1 billion economic impact to the region through its payroll, purchasing, and spending by students and alumni.

The district has a strong commitment to diversity and equity with a student population representing a broad variety of backgrounds, ethnicities, socioeconomic levels, cultures and abilities. The district strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.

The colleges offer more than 150 degrees and certificates in a wide range of programs. Both colleges have signature programs that have become well-renowned. Grossmont College is recognized for its top-notch Administration of Justice, Culinary Arts, Nursing and Allied Health and Theatre Arts programs, while Cuyamaca is known for its Automotive Technology, Ornamental Horticulture, Environmental Health and Safety and Water/Wastewater Technology programs.