Admissions Coordinator

Admissions and Records Coordinator

Position Title: Admissions and Records Coordinator

Position Type: Classified Full Time

Percentage Employee: 100%

Number of Months Assignment: 12

Starting Date: As soon as possible

Current Work Schedule: Monday Thursday 10:30am 7:00pm and Friday 8:00am 4:30pm. Days and hours of employment may change depending on District needs.

Salary Range: $7,747.98 $9,914.07 monthly. Successful candidate will start at step 1 except in cases where District deems appropriate.

Location: Main Campus

Department: Admissions and Records (Dept)

About Rio Hondo College: Ro Hondo College welcomes and embraces all students in their educational and career pathways. As a Hispanic-Serving Institution (HSI), our College has a student population of 22,000, of which 18,000 are Latinx students. We were the first college in Los Angeles County to provide two years of free tuition to first-time, full-time college students through our Ro Promise program. We are proud to acknowledge that many of our students have transferred to high ranked institutions such as Harvard, Stanford, USC and UCLA, UC Berkeley, UC Irvine, Cal State LA, Cal State Long Beach, and Whittier College to name a few.

Basic Function: Under the direction of an administrator or manager, coordinates the day-to-day activities in the college Admissions and Records Office; assists the manager in planning and implementing department procedures; trains, coordinates, and participates in the selection process of department staff.

Representative Duties: Serves as institute Athletic Eligibility Clerk and performs a variety of activities related to the assigned scope of responsibility including but not limited to collection and processing of student athletes documentation, determines eligibility; processes student athlete weekly unit check, identifies student athletes who qualify for priority registration, confirms and sustains athlete eligibility status; participates in affiliate organizations in order to maintain knowledge of bylaws, etc. Oversees, coordinates, and maintains communications with Dual Enrollment and Non-credit Adult High School programs; coordinates admissions application and enrollment process. Collects, reviews, and verifies student records to determine California residency; researches residency rules, regulations, policies, and procedures to finalize residency determination. Reviews pending applications, resolves discrepancies and errors, and releases holds in the student information system. Coordinates the day-to-day activities in the college Admissions and Records Office, including the registration process. Assists with planning, scheduling, developing, and implementing department operations and procedures; implements policies and regulations as required. Trains, coordinates, and participates in the selection of office staff; in collaboration with the Director of Admissions may assign work to lower-level classified staff and participate in the evaluation of staff performance. Creates, updates, and maintains department forms and registration documents for data processing utilization. Collects and oversees the collection and maintenance of student related data, including but not limited to grades, positive attendance, and other student records; updates information on a timely basis, ensures data accuracy, completeness, and compliance prior to printing and distribution. Serves as an additional or secondary Designated School Official (DSO); assists and backs up the International Student Program Student Exchange Visitor Information System (SEVIS); updates and maintains international student records, as needed. Partners with Information Technology (IT) staff related to Admissions and Records student information programs and/or database technical issues; may provide possible solutions to assist in problem resolution. Provides information and upholds Admissions & Records policies and procedures to students, employees, the public, and outside agencies. Maintains and adheres to confidentiality of information including but not limited to student records and information shared by administration. Researches, analyzes, and resolves discrepancies when duplicate records are identified; makes appropriate changes to student records. Maintains records, files, file sharing, and filing systems are in compliance with state, federal, and local agencies. Assists in the preparation of reports required by the District; researches, verifies, and ensures data for census reports is accurate; audits, edits, and updates any identified errors prior to submission. Performs limited duties of the Director of Admissions and Records in the Director's absence or as assigned; assists with the development of the departmental staffing needs. Provides information and assistance to District employees and others as appropriate where judgment, knowledge, and interpretation of procedures and regulations related to Admissions and Records are required. 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. Attends meetings and conferences as appropriate to remain current on information and requirements related to Admissions and Records. May assist in coordinating procedures with the Counseling Department to ensure consistency and accuracy of efforts. Performs related duties that support the overall objective of the position.

Knowledge and Abilities: Knowledge of: District and college policies, procedures, rules, and regulations related to the area of assignment. Federal, state, and local laws, codes and regulations and District policies and practices pertinent to the area of responsibility. Procedures and operations of a student Admissions and Records Office. Admissions criteria and graduation requirements involved in a community college. Applicable sections of federal, state, and District rules, regulations, policies, and procedures. California Education Code as it pertains to the assigned area of responsibility. Family Educational Rights and Privacy Act (FERPA). International student admissions in a college setting. Basic technical laws, rules, regulations, and requirements as they relate to international students as set forth by the Department of Homeland Security (DHS) and Student Exchange Visitor Information System (SEVIS). Technical aspects related to the field of specialty. Research techniques. Principles, practices, and techniques of effectively dealing with the public. Modern office methods, techniques, practices, and procedures. Operate a personal computer, computer software programs, applications, and databases; computer hardware and peripheral equipment used in the course of work. Recordkeeping, filing, file sharing, and filing systems methods and techniques. Best practices and procedures on use of various office equipment. Interpersonal skills using tact, patience, and courtesy. Telephone and virtual techniques and etiquette. Effective communication techniques and interpersonal skills using tact, patience, and courtesy. Communicate clearly and concisely, both orally and in writing. Correct English usage, grammar, spelling, punctuation, and vocabulary. Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Ability to: Independently perform the essential responsibilities of the position. Coordinate the day-to-day activities of a college Admissions and Records office. Assist the assigned manager in planning and implementing department procedures. Review problems and/or situations accurately and recommend an effective course of action. Interpret, apply, and explain federal, state, and District rules, regulations, policies, and procedures of the assigned area. Plan, organize, and implement computerized records, files, and filing systems. Work with sensitive student information, maintain confidentiality, and protect student records according to FERPA regulations. Interpret, apply, and explain rules, regulations, policies, and procedures related to college registration, admissions, and graduation. Remain current concerning immigration laws and regulations related to California residency requirements for California Community College enrollment. Analyze situations accurately and adopt an effective course of action. Plan, organize, and prioritize workload to meet schedules and timelines. Train and guide staff, student workers, student assistants, and short-term, temporary staff. Operate a variety of office machines including personal computers, computer hardware, and peripheral equipment; utilize computer software programs, applications, databases, and Enterprise Resource Planning (ERP) Systems such as Banner and Student Information Systems (SIS). Understand and follow verbal and written directions. Communicate effectively both orally and in writing. Update and maintain files, records, filing systems, and reports. Understand scope of authority in making independent decisions. Type at an acceptable rate of speed according to the needs of the department. Establish and maintain cooperative and effective working relationships with others in the course of work.

Education and Experience: Associate Degree with major coursework office management, education, or related discipline; AND Four (4) years of increasingly responsible experience in a college Admissions and Records office; AND One (1) year of experience in a lead role. Or, any combination of education and experience which would provide the required qualifications for the position.

Equivalencies: 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: Desired Qualifications: Bachelor's degree in a related discipline.

Distinguishable Characteristics: The Admissions and Records (A&R) Coordinator is the journey-level classification within the Admissions and Records Coordinator series. The A&R Coordinator coordinates the day-to-day activities of the Admissions and Records Office. The incumbent performs a wide variety of sensitive and confidential responsibilities and assists the assigned