Academic Records Specialist

Overview Monterey Peninsula College is a designated Hispanic Serving Institution (HSI) and an affiliate of the Umoja Community of California Community Colleges. MPC serves approximately 18,789 students (for the 2023-24 year). MPC’s comprehensive curriculum and student services are designed to meet the needs of a diverse student body and include transfer, career and technical education, basic skills, and continuing education offerings. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who are also committed to closing equity gaps. An equity-minded individual is a person who already does or has demonstrated the desire to: understand the importance of holding ourselves accountable as educators for closing equity gaps and engaging in equitable practices; reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility; encourage positive race-consciousness and embrace human difference; reflect on institutional and teaching practices and aim to make them more culturally responsive; and strategically build buy-in and participation among colleagues for equity-related initiatives. Monterey Peninsula College seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals. All departments strongly encourage collaboration across disciplines to create inclusive, integrated, and interdisciplinary learning experiences. College faculty are expected to be knowledgeable about, and willing to use, different learning and teaching methods appropriate to the students they serve. Responsibilities (Essential Functions) Perform a wide variety of clerical, administrative support, and technical activities for the admissions and Records office. Act as a resource for information to students and the public relative to all college Admissions and Records policies, procedures, requirements, and practices. Provide information and assistance in person, over the phone, and via electronic communication to students, staff, and the public. Assist students and the public in understanding and applying the information contained in the college catalog, schedule of classes, and other publications. Assist students with the application submission process, identify and navigate any hurdles. Determine admission and residency status for students. Assist students with requests to change their admission and residency statuses while ensuring compliance with all state and federal regulations. Assist students with the registration process; troubleshoot and problem-solve registration issues; and register students through batch registration when needed, such as for contracts(ISAs). Receive, review, and process transactions including, but not limited to, all applications, registrations, transcript requests, enrollment verifications, Add/Drop forms, withdrawals, refunds, K-12 Dual Enrollment Form, Credit by Exam, and student data changes. Provide technical assistance and guidance to students, staff, counselors, faculty, and administrators with the interpretation and clarification of registration, graduation, academic and transfer policies, requirements, and related activities. Process incoming student transcripts through a variety of formats according to policies, procedures, and established practices. Receive and analyze transcripts, review courses and units completed, verify level, content, unit value, and grading system. Determine units to be transferred to college records from external examinations and military experience. Evaluate all incoming college transcripts for official and proper accreditation. Scan incoming official transcripts into the College's imaging system. Fulfill and process official MPC transcript requests using a variety of software, formats, and equipment. Review and certify transcripts and permanent record cards for accuracy, grade changes, repeats, and credits; interpret admissions and records policies, such as course repetition, incompletes, applications, residency, and registration, and apply them in a variety of procedural situations. Evaluate student records including analysis of transcripts from other institutions, foreign and domestic, review Monterey Peninsula College courses for degrees, certificates, and general education certification in accordance with all statutes and college policies regarding awarding appropriate credit; provide assistance and technical information regarding academic records. Contact counseling and other faculty regarding specific equivalency questions or approvals. Maintain confidential files and records requiring the use of discretion; prepare records for imaging; check and file microfilm, microfiche, and all other imaged records. Check and review a variety of data for completion and conformity with established rules and regulations. Account for all monies received for transcript requests, diploma replacement orders, and credit by exam fees. Design and use databases and spreadsheets. Compile and prepare various reports from multiple data sources. Assist in the preparation of FTES records, including class schedules, attendance sheets, and other FTES reports as needed for state and federal reporting and auditing. Participate and collaborate in the Student Learning Outcome Assessment Cycle by discussion, data collection, and report preparation when needed. Participate in the development, evaluation, and review of Service Area Outcomes. Demonstrate an understanding of, sensitivity to, and appreciation for the diverse academic, ethnic, socio-economic, disability and gender diversity of students and staff attending and working on a community college campus. Other Duties Perform other related duties as assigned. Participate in committees as assigned. Train and monitor the work of part-time and student employees, where appropriate. Qualifications Education and Experience (Minimum Qualifications) Any combination of education, experience, and training which would indicate possession of the required knowledge, skills, and abilities listed herein. For example, completion of approximately two years of college-level course work in office or personnel administration, data processing, records management, or a related field, and two years of responsible office experience involving customer service, processing of records, student services programs, or related field. Diversity Demonstrate an understanding of, sensitivity to, and appreciation for the diverse academic, ethnic, socio-economic, disability and gender diversity of students and staff attending and working on a community college campus. Knowledge Knowledge of: general functions, policies, rules and regulations of a community college; current office methods and practices; public and human relations skills; letter and report writing; wordprocessing; mathematical computations, methods of collecting and organizing data and information; software used in admissions and records services including student information systems; word processing, electronic mail, internet skills, database management, and spreadsheet applications; college or university transcript procedures, grading systems and course equivalencies; effective customer service techniques and etiquette; business math including percentages and decimals; correct English grammar, spelling and punctuation. Abilities Ability to: Understand and independently carry out oral and written instructions; make independent decisions within scope of responsibility and authority; organize work, set priorities, prioritize tasks, meet critical deadlines and follow up on assignments with a minimum of direction; maintain confidentiality of information; learn and successfully apply Family Education Rights and Privacy Act (FERPA) rules and regulations; apply office policies, procedures, rules and regulations; use good judgment and utilize critical thinking skills; analyze situations carefully and correctly, and adopt an effective course of action sometimes without immediate supervision; communicate effectively in both oral and written form; using tact, patience, and courtesy; use diplomacy, tact, friendliness, poise and discretion in all situations; understand and apply information in the college catalog and schedule of classes; read, interpret, apply and explain rules, regulations, policies and procedures using sound judgment; use appropriate and correct English spelling, grammar and punctuation; perform mathematical calculations with speed and accuracy; learn and use a variety of different electronic applications accurately and proficiently; as required to fulfill the requirements of the job; learn the specialized clerical/technical functions of Admissions & Records services; create and produce correspondence, reports and procedures documentation independently or with brief instruction; use various kinds of office equipment appropriately and efficiently; establish and maintain effective work relationships with those contacted in the performance of required duties; compile and maintain accurate, confidential, complete academic records; gather, compile, and assemble source data; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability, and gender diversity of students attending and staff working on a community college campus; perform general clerical skills such as typing, filing, sorting and distributing mail, prepare outgoing correspondence, reroute phone calls and emails to appropriate offices. Physical Effort / Work Environment Sitting and operating computer keyboard to enter data into a computer terminal for extended periods of time, bend, kneel and reach overhead, push and pull, and periodic lifting of lightweight parcels up to 15 pounds. Light to moderate physical effort; occasional standing or walking; indoor work environment. Work Schedule / Supplemental Information Term of Assignment : It will depend upon the assignment. Starting Salary $24.19 (STEP A) - $30.93 (STEP C) How to Apply To be considered for review, applicants must submit the following materials online: Completed Online Application; Cover letter (pdf) addressing interests in the position, a maximum of two (2) pages in length; Resume (pdf) A detailed resume that summarizes educational preparation and professional experience for the position Only items listed above will be reviewed by the screening committee. Human Resources does not accept additional materials such as letters of reference, test scores from other institutions, certificates of courses/programs completed, or letters of commendation from schools with your application. Such items, if included, will not be forwarded to the selection committee. If you are a finalist, HR will request any reference information that is required. Monterey Peninsula College reserves the right to close or continue the recruitment at any time. For questions, please contact: Gerardo Cardenas Hernandez - HR Specialist View email address on click.appcast.io To apply, visit Copyright 2025 Jobelephant.com Inc. All rights reserved. #J-18808-Ljbffr