Job Description

Job Number

Position Title

Position Type

Percentage Employee

Number of Months Assignment

Starting Date

Current Work Schedule

Salary Range

Salary

FLSA

Location

Department

Open Date

Closing Date

Open Until Filled

About Rio Hondo College

Basic Function

Representative Duties

• Provides moderately complex to advanced technical and specialized assistance and information to students regarding admissions, registration, residency, records, enrollment, fees, and other areas of student services. E
• Receives and responds to a variety of inquiries related to the admissions and enrollment requirements and processes from internal staff, students, educational institutions, and the public; provides information and advises internal staff on college admissions and enrollment processes and requirements exercising independent judgement and specialized knowledge; assists other staff in student advisement related to A&R functions, as needed. E
• Interacts with students, staff, external agencies, educational institutions, organizations, and the public, to provide information, interpret and enforce admissions and records policies and procedures. E
• Researches, interprets, and resolves various problems, issues, and concerns including but not limited to admissions, enrollment, residency, student status, and fees. E
• Reviews and audits manual and online forms and applications, and online student accounts in accordance with A&R procedures; audits completed forms and documents for accuracy, completeness, and compliance; identifies errors or issues of concern; provides guidance to A&R Technician I staff in error resolution(s). E
• Enters and extracts data from a variety of databases including Student Information Systems (SIS), District Enterprise Resource Planning (ERP) System, and student clearinghouse database; audits and ensures accuracy of student information and data; identifies and researches discrepancies or errors in data entry or extraction. E
• Receives and verifies authenticity of residency documents; identifies residency issues related to student admissions including but not limited to challenges, exemptions, and evaluation of student circumstances. E
• Receives, processes, and audits late registration and enrollment changes; verifies posting of student drops, enrollment changes, and enrollment fees collected, refunded, or owed. E
• Receives, verifies, and processes various requests form students, external agencies, organizations, and employers related to student enrollment verification, current or past status, and transcripts; responds to and completes transcript or other requests related to outgoing or transferring students. E
• Coordinates with faculty and students to verify class enrollment status. E
• Collaborates with faculty and staff related to student attendance, grades, and class deadlines; provides timelines to ensure submission of attendance and grades are completed by faculty and department or instructional staff in a timely manner. E
• Audits and verifies the entry and records related to manual pass, non-pass, and letter grades into student records; performs overrides of credit by exam submitted by students and faculty; audits data entry of grade status to ensure accuracy. E
• Work with external agencies and background investigators related to student records; receives and verifies requested information against official documented requests. E
• Reviews and evaluates official transcripts in collaboration with other A&R staff; ensures transcripts received from other educational institutions are compliant with the District’s transfer policy; assists with transcript evaluations for general education certifications and degree petitions; assists with student eligibility for general education certification to the California State University (CSU) and Intersegmental General Education Transfer Curriculum (IGETC), University of California (UC) systems. E
• Evaluates and verifies graduation petitions for Associate of Arts and Science degrees, general education, and certificate petitions. E
• Reviews, processes, analyzes, and determines the status of applications and forms; verifies records for changes in enrollment, transcripts, records, and other information needed to determine status of applications and forms; refers application issues, concerns, and/or problems to supervisor for assistance and resolution; notifies students to request additional information as needed. E
• Troubleshoots a variety of moderately complex to difficult A&R issues related to admissions and enrollment including but not limited to manual and online registration and application processes; identifies and resolves issues including but not limited to class errors, waitlists, prerequisite requirements, flagged student applications, and potential fraudulent student enrollment(s); escalates issues to supervisor or administrator if necessary for resolution or direction; may consult and work with Information Technology (IT) for persistent issue resolution. E
• Creates, prepares, and distributes a variety of correspondence and communications to students; verifies student status and other information; responds to requests from other educational institutions and agencies involving the verification of student status and enrollment. E
• Reviews, verifies, updates, and processes residency reclassification requests; ensures appropriate documentation is submitted; determines residency based on current state residency requirements. E
• Registers students, verifies residency status and correct payment of fees; enrolls the student in desired classes; collects and records enrollment and appropriate college fees to student account. E
• Audits student records to ensure accuracy, completeness, and compliance with established procedures; ensures collection of fees owed by students. E
• Assists with transcript ordering processes using manual and online ordering systems; provides copies of transcripts according to approved policies and procedures; receives, scans, and files incoming student transcripts from external educational institutions; verifies and enters student information into student database. E
• Updates and maintains accurate and detailed department and student files, filing systems, and records; ensures confidentiality of files and records, as mandated. E
• Verifies, processes, and audits late registration and enrollment changes; ensures adjustment and recording of fees to student accounts. E
• Receives, counts, and reconciles monies from students; posts collected funds to appropriate accounts and categories; verifies and reconciles revenue categories on cash summary reports to ensure accuracy and compliance. E
• Receives and processes enrollment status, grade point averages, and degree verification requests from students, external institutions, and outside agencies. E
• Reviews, processes, and updates post credit by examination, academic renewal, course repetition, and pass/no pass petitions; processes credit for prior learning. E
• Greets and receives visitors in a variety of communication modalities required to serve students, including but not limited to in-person, telephone, and/or online conference (Zoom) calls; reviews incoming A&R department emails, virtual correspondence, and voicemails; responds to incoming requests for assistance, directs inquiries to the appropriate staff or department, and follows up and communicates with students, staff, and/or the public to provide requested information and assistance. E
• Audits and verifies enrollment reports; identifies, edits, and corrects errors in batch enrollment files prior to submission to federal reporting agencies; serves as a main contact for related questions or correspondence. E
• Collaborates and assists the Outreach Department in enrolling high school students into dual enrollment courses; collects required paperwork and verifies accuracy, completeness, and compliance; processes paperwork, clears students to register for appropriate classes; registers students, when necessary. E
• Audits and reviews pending student applications; resolves discrepancies and errors; releases applications into Student Information Systems (SIS) and/or other proprietary databases. E
• Researches problems and concerns related to A&R functions; resolves program and student record errors; updates database(s), as needed. E
• Collaborates with the Noncredit Department to assist in enrolling students in credit recovery programs, math academy, and other specialized programs. E
• Trains and provides work direction to student assistants, student workers, and short-term, temporary staff; may provide guidance to A&R staff as assigned; cross trains with other A&R Technicians, as directed. E
• Performs a variety of clerical and administrative responsibilities in support of the department’s day-to-day activities and/or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms; opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion of requests; may perform simple repairs or maintenance to standard office equipment. E
• Performs related duties that support the overall objective of the position.

Knowledge and Abilities

• District policies, procedures, rules, and regulations related to the aera of assignment.
• Principles, practices, and techniques of effectively dealing with students, the public, and basic public relations.
• Basic goals and objectives of a college admissions and records office.
• California Education Code and Title V as it relates to the area of assignment.
• Family Educational Rights and Privacy Act (FERPA).
• Guidelines governing community college admissions and student record keeping.
• Registration, residency, and transcript evaluation,
• Major and course articulation and matriculation concepts.
• Federal, state, and local laws, rules and regulations governing student admissions and records.
• Best practices and procedures on use of various office equipment.
• Basic research techniques, methods, and procedures.
• Operation of standard business software and equipment.
• Computer software applications, hardware, and peripherals.
• Record keeping, filing, file sharing, and filing systems methods, techniques, and procedures.
• Telephone, virtual, and email techniques and etiquette.
• Effective communication techniques and interpersonal skills using tact, patience, and courtesy.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Word processing, spreadsheet, and database software.
• Business correspondence, letter and report preparation and writing.
• Receptionist and telephone etiquette and techniques.
• Basic math to calculate, collect, and refund fees.
• Techniques for providing a high level of customer service by effectively dealing with the public, students, and staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint)
  
  

• Independently perform the essential responsibilities of the position.
• Perform any and all admissions and records processes.
• Learn, interpret, and apply regulations, policies, educational codes, and guidelines relate to admissions, registration, and student records.
• Extract, compile, and analyze moderate to complex data to prepare and generate reports, documents, and spreadsheets.
• Remain calm in stressful situations, work under pressure and maintain attention to detail.
• Plan, organize, and prioritize workload to meet schedules and timelines.
• Learn, interpret, and explain rules, regulations, procedures, and policies regarding student admissions, registration, and records maintenance.
• Relate effectively to all students.
• Organize, set priorities, and exercise sound independent judgement within areas of assigned responsibility.
• Learn and apply emerging technologies.
• Interpret, apply, explain, and reach sound decisions in accordance with District policies and federal, state, and local regulations and requirements.
• Treat individuals with respect under all circumstances.
• Communicate and work effectively with diverse populations and special programs.
• Exercise judgment in taking effective actions.
• Perform a variety of specialized administrative duties involved in student registration and admissions and records maintenance.
• Prepare clear, concise, and accurate reports, correspondence, and other written materials.
• Maintain confidentiality of District files and records.
• Compose general and specialized office correspondence.
• Utilize a keyboard to type a variety of documents and correspondence at a sufficient rate to meet production requirements.
• Maintain and prepare records and reports.
• Exercise tact and diplomacy in dealing with sensitive, complex, and confidential personnel issues and employee situations.
• Develop logical solutions, make mathematical calculations accurately and rapidly.
• Operate various office machines including personal computers, computer hardware, peripherals, and standard office equipment.
• Utilize a variety of computer software programs, applications, databases, and Enterprise Resource Planning (ERP) Systems such as Banner.
• Understand and follow verbal and written directions.
• Effectively communicate both verbally and in writing.
• Understand the scope of authority in making independent decisions as appropriate for the scope of the position.
• Analyze situations accurately and adopt an effective course of action.
• Perform responsibilities with confidentiality and discretion.
• Establish, maintain, and work cooperatively with those contacted in the course of work.

Education and Experience

• High school graduate or General Educational Development (GED); AND
• Four (4) years of increasingly responsible experience in an admissions and/or student enrollment function.
• Or, any combination of education and experience which would provide the required qualifications for the position.

Foreign Degrees

Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date. Certification must be attached with copies of transcripts.

License Certificates/Credentials

• Possession of, or ability to obtain, a valid driver license.
• Insurable driving record throughout the course of employment in a position requiring transporting students or using a District or college vehicle.
• May be required to travel for various off-site meetings, trainings, conferences, and or events in support of the overall objective of the position.

Distinguishable Characteristics

Working Conditions

Position Description

Application Procedure

• Rio Hondo College online application (which includes supplemental questions)
• Résumé/Curriculum Vitae
• Complete transcripts of all college/university studies, including degree earned (copies will be accepted). NOTE: Transcripts from multiple colleges/universities may need to be scanned as one document, then uploaded.
• Transcripts must include degree awarded and confer date (please circle conferral date on transcripts). Transcripts without this information and online applications without transcripts will be disqualified.
• PAPER APPLICATIONS AND APPLICATION MATERIALS SENT VIA MAIL, FAX, OR EMAIL WILL NOT BE ACCEPTED.
• NOTE THAT ALL CORRESPONDENCE, INCLUDING INTERVIEW INVITATIONS, WILL BE SENT VIA EMAIL.

Additional Information

• The Immigration Reform and Control Act requires the District obtain documentation from every individual who is employed which verifies identity and authorizes his/her right to work in the United States.
• Successful candidate is responsible for verifying all prior work experience and providing all academic transcripts for purposes of salary placement.
• As a condition of employment, the selected applicant must provide a set of fingerprints (at the applicant’s expense) taken by an official LiveScan agency.
• Provide a Certificate of Tuberculosis Exam for initial employment (The certificate must be renewed every 4 years as a condition of continuing employment).
• For positions requiring a valid California driver’s license, proof of insurability is required.
• All applicants meeting the minimum qualifications may be required to take a test and will be notified of the date and time.
• Applicants who are protected under the Americans with Disabilities Act and require accommodations for completing the application process, testing (if required for position), or the interview, please notify the Human Resources Office.
• A copy of this announcement will be provided in Braille to visually impaired applicants upon request.

Commitment to Diversity

All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.

Cancel RTF Policy

WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION.
THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.

EEO Statement

Rio Hondo College is committed to employing qualified administrators, faculty and staff members who are dedicated to student success. The Board recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates.

*Please mention you saw this ad on AcademicJobs.*

Apply Now