General Purpose Under general supervision, performs complex technical duties evaluating and analyzing student academic records to determine eligibility for degrees or certificates; prepares certifications for general education transfer requirements; provides technical information and assistance; and performs related duties as assigned.
Essential Duties & Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Provides day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
Evaluates student academic records to determine student advanced standing following established procedures, in consultation with the Articulation Officer; verifies completion of educational requirements for associate degrees, certificates, California State University General Education (GE) breadth requirement certification and Inter-segmental General Education Transfer Curriculum (IGETC) Certification.
Evaluates, researches and interprets transcripts, course descriptions and other documents to determine course equivalencies and course substitutions; evaluates transcripts and other documents for courses and units completed and course level, content and unit value; determines number of units accepted by reviewing catalogs, grading systems and/or by contacting other institutions via telephone, written communication and by utilizing other appropriate reference materials; converts quarter units to semester units where applicable.
Provides technical assistance and information to students, counselors, faculty and staff regarding the interpretation of District policies, procedures and federal/state regulations related to graduation and CSU/UC general education certification; explains basis for evaluation, researches student complaints, resolves problems and makes corrections as needed; assists students in completing various forms and documents.
Provides information and technical assistance to other colleges, universities and institutions outside of the District regarding course transfers, course equivalencies, course content and other evaluation- related requirements.
Audits and reviews military records, advanced placement test scores, College-Level Examination Program (CLEP) test scores, units and grades to determine number of units awarded and for other purposes including veteran benefits, active duty evaluations and financial aid student academic progress requirements; determines athletic eligibility based on established rules and regulations.
Conducts degree audits to ensure students meet all requirements and prepares IGETC and GE certifications; researches and corrects degree audit discrepancies based on established guidelines; assists with grade intake at semester end.
Reviews final grades and verifies completion of final semester courses.
Prepares correspondence to students on graduation and degree requirements, evaluation status, additional required documentation, and other evaluation-related issues; processes applications for graduation and assists with determination of eligibility for graduation based on approved curriculum.
Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track petitions, files, activities and services.
Maintains all student supporting documentation to meet retention and audit requirements; maintains and ensures the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act and established district policies and procedures.
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
Provides backup for other departments or division office administrative support staff.
Reviews course waiver/substitution petition forms and non-traditional education materials for granting college credits.
Assists at graduation ceremonies by preparing graduation lists, diplomas/certificates and reader cards and processes reservations.
Interacts with other departments and with state and federal programs on behalf of the department, program or a student.
Methods, techniques and sources of information used in analyzing and evaluating student records and transcripts.
Practices, techniques and terminology involved in academic structures, transfer of credit and curriculum interpretation in post-secondary educational institutions.
District policies and procedures regarding curricula and instructional programs offered by District colleges and associated degrees and certificates.
District graduation requirements and general education transfer requirements.
Customer service practices and telephone etiquette.
District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
Policies, procedures, goals and objectives of a college admissions and records department.
Research methods and procedures applicable to academic records.
The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student admissions and records.
Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
Safety policies and safe work practices applicable to the assignment.
Basic principles and practices of employee work guidance and direction.
Use and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications. Skills and Abilities to:
Assign and review the work of assigned staff.
Evaluate student academic records in compliance with the California Education Code, Title 5, board policy, administrative regulations and college catalogs.
Provide customer service in person and over the phone, sometimes to confrontational individuals.
Interpret, explain and apply complex legal mandates, regulations, guidelines, policies and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.
Prepare clear and accurate reports, documents, data entries and files at an acceptable speed.
Determine work priorities during peak workload periods, using sound judgment in the application of policies, rules, regulations and standard operating procedures.
Organize and maintain physical and electronic files.
Make mathematical calculations.
Maintain confidentiality of District and student files and records.
Effectively engage and support historicallyminoritizedgroups by addressing issues of equity and improving culturally responsive service-oriented practices.
Communicate effectively, both orally and in writing.
Understand and follow written and oral instructions.
Operate a computer and use standard business software.
Represent the District effectively to students, counselors, faculty and other colleges.
Exercise tact and diplomacy in dealing with sensitive, complex and confidential student situations.
Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND EXPERIENCE An associate degree and at least two years of progressively responsible experience in academic records, counseling, advising or matriculation services in a higher education institution; or an equivalent combination of training and experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS Certain assignments may require a valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms.Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.
WORKING ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions subject to frequent public contact and interruption; and intermittent exposure to individuals acting in a disagreeable fashion,
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
Assessment Process APPLICATION SUBMISSION To move forward in the selection process, you must complete an online application through our web site athttp://www.schooljobs.com/careers/scccd.Please attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.
ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.
When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.
All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.
APPLICATION REVIEW AND ASSESSMENTS The application review process includes an evaluationof training and experience based on given application information and answers to supplemental questionnaire.Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process..
The assessment process will also include an online competency assessment (40% weight) and an oral interview assessment (60% weight).Of those achieving a passing score on the competency assessment, only the 15 highest scoring candidates, plus ties, will be invited to the oral interview assessment. Passing score is 75% out of 100% on each assessment section.
INITIAL ASSESSMENT TENTATIVELY SCHEDULED FOR FRIDAY, APRIL 12, 2019
The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.
ELIGIBILITY LIST Candidates who attain a passing score on each part of the assessment will be placed in rank order on district wide Open-Competitive List.Using the same process, a separate Promotional List will be established and both Lists will be used concurrently.Unless otherwise indicated, the eligibility list will be used to fill current vacancies for at least one year.
PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT.
ACCOMMODATIONS Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.
State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.
State Center Community College District is committed to lifelong learning and success for all students by providing accountable, accessible, innovative and quality educational programs and services that enable productive citizenship in a diverse, global society.