Senior Admissions and Records Specialist, Evaluator

  • Ohlone College
  • Fremont, CA, USA
  • May 11, 2022
Full time Admissions/Retention/Enrollment Mgmt.

Job Description


Senior Admissions and Records Specialist, Evaluator

Position Description

Ideal Candidate Statement The ideal candidate for this position will have:
• Strong work ethic and ability to prioritize multiple tasks and follow through in a timely manner;
• Solid knowledge and understanding of reviewing and evaluating transcripts for proper accreditation and awarding of degrees and certificates;
• Experience working with and interpreting degree audit;
• Proficiency with Colleague, MS Office suite as well as ability to learn software and database programs;
• Excellent listening, strong written and verbal communication skills;
• A strong student-focus, and an ability to enthusiastically and effectively assist students individually and in groups;
• Ability to prioritize in a fast-paced office setting;
• Ability to interpret and research appropriate inquiries concerning student records and grades;
• Ability to communicate and access information through the internet and social media;
• Ability to work closely and collaborate with high school administrators and staff as well as college administrators, faculty and staff;
• Awareness of on-campus and community resources;
• Comfort working within student database;
• Ability to interpret and transfer course work over from outside colleges;
• Comfortable setting timelines and working individually to complete tasks by set deadlines;
• Comfortable communicating and working within a team atmosphere.

• Ohlone prides itself as a Learning College with the motto of "A World of Cultures United in Learning" and we are looking for staff who embrace diversity in serving students of varied backgrounds and learning styles, highly ethical, trustworthy, credible, loyal and is respectful of diverse views and opinions;

• The college has a firm commitment to environmental sustainability and looks to all employees to support this important goal.
Job Description Summary This is a 12 month, 100% Classified position

Under the direction of the Administrator, provide specialized support to the Administrator and lower-level admissions and records positions, when needed regarding the evaluation of transcripts for comparability for acceptance and admissions, accreditation, academic equivalencies, graduation requirements and assigned special projects. The Senior Admissions and Records, Evaluator is a senior-level class in the class of Admissions and Records.
Essential Duties ESSENTIAL DUTIES:
1. Receive and analyze transcripts from other institutions;
2. Review courses and units completed, verify level, contents, unit value and grading system;
3. Learn and interpret Admissions and Records policies, such as course repetition, incompletes, applications, residency and registration, and apply them in a variety of procedural situations;
4. Evaluate all college transcripts for proper accreditation;
5. Review coursework for academic equivalencies using various resources including paper and on-line college catalogs, course descriptions/syllabi, correspondence with the institutions involved, articulation agreements, and other appropriate reference materials;
6. Evaluate academic equivalencies and post credit earned from other institutions to Ohlone College;
7. Determine units to be transferred to college records from external examinations and military experience;
8. Contact counseling and other faculty regarding specific equivalency questions or approvals;
9. Provide course status information to all admitted transfer students; Assign approved college course substitutions and curricular exceptions, based on District policy standards; Assign approved college course substitutions and curricular exceptions, based on District policy standards;
10. Communicate with and provide relevant student information to potential transfer institutions;
11. Process all general education certifications for CSU's and UC's and communicate relevant information with universities;
12. Complete the CSU e-verify lists to ensure student transferability is updated and reported;
13. Provide students with information on units completed, transcript requests, grade point average and admissions and registration requirements and fees;
14. Provide information and assistance, in person, over the phone, and via the Internet to students, staff and the public related to college functions and District policies, requirements and procedures;
15. Provide technical assistance and guidance to students, staff, counselors, faculty and administrators in the interpretation and clarification of graduation, academic and transfer policies, requirements and procedures;
16. Assist with the setup and planning of yearly graduation ceremony;
17. Prepare and distribute all awarded Certificates;
18. Prepare and format all degree orders to ensure students receive diplomas in a timely manner;
19. Work with transcript vendors to release transcripts being held for the posting of a degree;
20. Review and process all academic renewal petitions, ensure records are accurate;
21. Process repeat petitions submitted for students who repeat the course at an outside college;
22. Assist with registration procedures and related activities;
23. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the College's students, faculty, staff, and community.
24. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
25. Communicate with personnel and outside agencies to exchange information and resolve issues or concerns;
26. Attend a variety of meetings as assigned;
27. Perform other related duties as assigned.
Knowledge Skills and Abilities KNOWLEDGE OF:
1. California Education Code, FERPA and Board Policy;
2. Graduation requirements;
3. Accreditation standards;
4. Course articulation;
5. Web Advisor;
6. Immigration and Residency laws;
7. Enrollment and registration processes;
8. Correct usage of written and oral communication;
9. Student database systems.

1. Data Entry using Colleague, Credentials, web advisor;
2. Chancellor's Web Site, Listserv inquiries;
3. Organizational and collaborative skills;
4. Perform a variety of specialized duties in support of student enrollment;
5. Maintain records and files;
6. Interpret, apply and explain rules, regulations, policies and procedures including those pertaining to immigration, enrollment, registration and graduation.

1. Perform a variety of specialized duties in support of student enrollment;
2. Communicate effectively both orally and in writing;
3. Meet schedules and timelines;
4. Self-prioritize work and sets personal deadlines to ensure projects are completed in a timely manner;
5. Work in a fast-paced team-centered work environment;
6. Respectfully interact with diverse groups of people;
7. Handle and review personal and sensitive documents privately and professionally.
Education and Experience OTHER REQUIREMENTS
Any combination equivalent to an Associate's degree and three (3) years of experience in Admissions and Records and a general knowledge of the California Education Code, Immigration and Residency, and Dual Enrollment programs.
Preferred Qualifications MINIMUM QUALIFICATIONS
Any combination equivalent to graduation from high school supplemented by college-level coursework in communications or related field and three years enrollment or registration experience.
Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.
Physical Characteristics PHYSICAL DEMANDS
This position requires physical abilities needed to work in a standard office setting, including but not limited to: standing and/or sitting for prolonged periods; occasional stooping, bending, kneeling, and twisting; occasional lifting, carrying, pushing and/or pulling light and moderate amounts of weight; operating office equipment which may require repeated fine motor skills (e.g.: keyboard use); and the ability to communicate in written and verbal forms. The position requires vision and hearing in normal ranges (with or without correction) sufficient to operate any assigned equipment and the ability to clearly communicate with others in written and verbal forms. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Primarily Office
Salary Range CSEA Salary Schedule Range # 36
Min Salary Range $55,104 Annually
Mid Salary Range $60,768 Annually
Max Salary Range $70,368 Annually
Posting Detail Information

Posting Number S178-14
Number of Vacancies
Desired Start Date
Position End Date (if temporary)
Open Date 05/05/2022
Close Date 06/02/2022
Open Until Filled
Foreign Transcripts Transcripts issued outside the United States 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 with the application and submitted by the filing deadline.

1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees' Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Summer 4/10 schedule (Fridays off)
8. Longevity pay step increase based on your years of service
9. IRS Section 125 Flexible Medical Spending Plan
10. 457(b) Deferred Compensation Plan (employee contributes)
11. 403(b) Tax Shelter Annuity Plan (employee contributes)

Benefits will be prorated for positions less than 100%
Immigration Reform & Control Act of 1986 Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986."
District Statement A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.
EEO Statement Summary The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.

If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.
Conditions of Employment Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis and proof of vaccination from COVID-19. In addition, you will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986." Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.
Supplemental Questions
Required fields are indicated with an asterisk (*).
1 * How did you hear about this employment opportunity?
◦ Public Job Posting
◦ Internal Job Posting
◦ Agency Referral
◦ Advertisement/Publication
◦ Personal Referral
◦ Website
◦ Other
2 * What does it mean to have a commitment to diversity and how would you apply this commitment as you conduct your job responsibilities? (Open Ended Question)
Applicant Documents
Required Documents
1 Resume/Curriculum Vitae (PDF Document Only)
2 Cover Letter (PDF Document Only)
3 List of 3 References

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