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Supervisor, Admissions & Records
Southwestern Community College in Sylva, North Carolina
 
 
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Date Posted 06/22/2022
Category
Admin-Admissions and Enrollment
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 

Supervisor, Admissions & Records

Posting Number: 0601245
Open Date: 06/12/2022
Position Title: Supervisor, Admissions & Records
Department: Admissions & Records
Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910
Position Type: Classified Administrators
Months of Service: 12 months
FTE: 1.0
Hours Per Week: 40
District Values:
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.
Job Description
https://www.swccd.edu/administration/human-resources/job-descriptions/files/jobdescription_supr_supervisor_admissionsrecords.pdf
Responsibilities:
Under general direction, plans, supervises, and participates in the daily operations and activities of the Admissions and Records Department, including outreach and evaluations; serves as a resource to other District units for effective utilization of the student information system; oversees the development of admissions databases and reports; provides support to student services staff, including the centers and faculty; and performs related work as required.
REPRESENTATIVE DUTIES:
  • Plans, organizes, assigns, supervises, and reviews the work of staff in the Admissions and Records Department; assists in selection and promotion; trains staff in work procedures; provides policy guidance and interpretation to staff; determines staffing needs and recommends staffing levels for assigned activities and projects; sets performance standards and evaluates employees’ performance; coaches employees toward improved performance as needed; recommends and implements disciplinary procedures.
  • Oversees Admissions and Records activities, including processing of student applications, maintaining records, document imaging, verifying residency, and other functions related to the admissions process; supervises the verification and review of forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Monitors activities of the assigned work unit; recommends improvements and modifications in areas such as admissions systems, residency verification, and records operations; collaborates with Information Technology staff to develop and streamline student information system processes and procedures in support of registration, grading, and other activities; prepares various reports on operations and activities, including workload and workflow statistics.
  • Recommends and implements goals, objectives, policies and procedures, and changes to applicable District codes.
  • Oversees effective use of the student information system by Admissions and Records staff and serves as a resource to other District users of the system; maintains the student record system, which includes the student information system, imaging, microfiche, storage and retrieval of active and inactive records, and placement and removal of administrative holds on student records.
  • Provides direction, information, technical assistance, and training to staff at the District’s Higher Education Centers and extension sites to ensure compliance with all state and District regulations and policies as they relate to the admission, enrollment, and records of students.
  • Provides information and technical assistance to faculty, staff, students, and others requiring judgement, knowledge, and interpretation of policies, procedures, and regulations related to assigned activities.
  • Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
  • Performs related duties as assigned.
Knowledge & Abilities:
MUST HAVE KNOWELDGE OF:
  • Principles and practices of employee supervision, including work planning, assignment, review, and evaluation, and the training of staff in work methods and procedures.
  • Student admissions and records rules, processes, and procedures of a college.
  • Applicable federal, state, local, and District laws, regulations, ordinances, policies, and procedures relevant to assigned programs, projects, and operations.
  • Methods and techniques for the development of presentations, business correspondence, research, and reporting, and information distribution.
  • Principles and practices of record keeping.
  • English usage, spelling, vocabulary, grammar, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with students, staff, faculty, vendors, and members of the public, including individuals of diverse academic, socioeconomic, ethnic, religious, and cultural backgrounds, physical ability, and sexual orientation.
MUST HAVE ABILITY TO:
  • Develop and implement goals, objectives, practices, policies, procedures, and work standards for assigned program areas.
  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations.
  • Interpret, apply, explain, and ensure compliance with applicable federal, state, local, and District laws, regulations, ordinances, policies, and procedures.
  • Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
  • Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
  • Maintain accurate databases, records, and files.
  • Effectively manage priorities in complex and diverse operational units.
  • Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
  • Use tact, initiative, prudence, ethics, and independent judgment within general policy, procedural, and legal guidelines.
  • Understand scope of authority in making independent decisions.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education & Experience:
Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to bachelor’s degree from an accredited four-year college or university with major coursework in business, education, public administration, or a closely related field
AND
Four (4) years of increasingly responsible experience related to admissions, records, and enrollment management at an institute of higher education, including some lead or supervisory experience.
Minimum Qualifications (Faculty and Academic Administrator Positions Only)
Working Conditions:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbent must occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbent must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.
Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff, faculty, students, and/or members of the public in interpreting and enforcing departmental and District policies and procedures.
Salary:
Range 25, Steps 1-5, $7,215.00-$8,768.83. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents. This position is a classified exempt position in accordance with the Fair Labor Standard Act and California Education Code Section 88020. The employee holding this position is not eligible for overtime compensation.
Salary Schedule: Administrators' Association
Work Schedule:
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the department.
Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).
Start Date: As soon as the successful candidate is identified and following the subsequent governing board approval.
Screening Deadline:
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, July 15, 2022 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.
Tentative Timeline (Subject to Amendments):
| June 12-July 15, 2022 | Position advertised; District receives applications
| July 15, 2022 | Initial screening deadline for guaranteed consideration.
| July 25-August 5, 2022 | Reviewing of applications.
| August 8—12, 2022 | Search Committee interviews candidates
| August, 2022 | Second level interviews for top candidates
| September, 2022 | Tentative employment start date pending Governing Board approval.
Open Until Filled : Yes
Required Applicant Docs Cont'd Southwestern College Online Application
Equivalency (Academic Faculty Positions Only)
Equivalency (Academic Faculty Positions Only)" section to read as follows, “To teach classes at Southwestern Community College District, an applicant must have completed coursework that meets the California Community College’s Chancellor’s Office Minimum Qualifications for Faculty. In some cases, an applicant who does not possess the exact degree title(s) listed by the State may meet State requirements for equivalency. In this case, the District follows a process to determine equivalency. If this is the case, please complete the Supplemental Equivalency Application, for Academic Employment and upload this form with your online application.
Foreign Degrees:
Foreign degrees require an evaluation for United States equivalency from an agency having membership with the National Association of Credential Evaluation Services, Inc.
Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying.
For your convenience, we have provided the NACES (National Association of Credential Evaluation Services) membership list to assist you in complying with this requirement; click on the Helpful Job Tips link on the navigation bar. You may use any other certified transcript evaluation service at your disposal.
Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.
A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.
It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.
Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.
In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.
Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.
As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.
The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
Notice of Availability of the Annual Security Report – Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/.
If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.
The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.
This information is required by law and is provided by the SWC College Police Department.
Drug and Alcohol Abuse Prevention Plan (DAAPP) – More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)
Selection Procedure:
A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.
INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.
We reserve the right to re-open, re-advertise, delay or cancel filling this position.
If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.
HR Contact Information:
Southwestern Community College
Human Resources (Bldg. 46B-150)
900 Otay Lakes Road
Chula Vista, CA 91910
www.swccd.edu
(619) 482-6395
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