Description Advise and assist students through college admission and graduation processes to achieve degree/certificate completion. Implement and administer best practices, processes, and procedures in the receipt, review, and determination of eligibility for general college admission, as well as all limited entry programs. Implement and administer best practices, processes, and procedures to evaluate petitions for graduation, articulate course equivalencies, and provide final determination regarding program completion for degrees and certificates. Serve as Designated School Official (DSO) for the College with the Department of Homeland Security (DHS) in compliance with government regulations.
ESSENTIAL JOB FUNCTIONS: Admissions & Evaluations
Inform and advise potential, current, and transferring students regarding admission/registration/graduation policies and processes along with course articulation, degree/certificate requirements, and eligibility criteria.
Recommend program completion options and coursework to meet students' graduation needs.
Create, update, and maintain the Datatel/Colleague transfer articulation database.
Ensure confidentiality of student information from admissions documents, transcripts, graduation petitions, and all other academic records, while remaining in accordance with relevant privacy laws, including the Family Educational Rights and Privacy Act (FERPA).
Research and authenticate external college, high school, and military transcripts, Advanced Placement (AP), College Level Examination Program (CLEP), and Dantes Subject Standardized Tests (DSSTs) into College coursework for use in course prerequisites and academic program degree requirements. Articulate external courses and tests into College's Datatel/Colleague system, creating standards for re-use and posting to students' academic records.
Program academic degree requirements within Datatel/Colleague Student Software, utilizing Degree Audit programming syntax to ensure students' coursework evaluates properly.
Inform and instruct students on how to survey results of transfer credit articulations and monitor educational progress using the College portal.
Serve as information resource in response to inquiries from students, academic advisors, college personnel, external advisors and evaluators, and other community entities regarding admissions, evaluations, course articulations and equivalencies, college programs, graduation requirements, accreditation, and college policies.
Act as liaison with Financial Aid office and Veteran's Education Benefits office by completing admission applications, course-by-course articulations, degree/certificate awarding, Academic Competitiveness Grant evaluations, and program code maintenance in compliance with College's financial aid and veteran's requirements and policies.
Develop, edit, and proof all admission applications according to eligibility requirements established by Federal (DHS), state (OCNE), college division (Health Sciences), and Degree Partnership Program (DPP).
Utilize institutional reporting systems such as Microsoft Reporting Services to gather operational data relating to activities, programs, degrees, petitions, and graduation statistics, and provide institutional information to college administration, college divisions, and government agencies.
Accept and post petitions for graduation to student records for degrees and certificates. Create graduation records and provide preliminary evaluation.
Serve as liaison with Department Chairs and Deans to recommend and determine appropriate course substitutions and waivers.
Audit students' completed coursework, providing the final and official verification to certify degree completion for all college programs.
Advise and consult with students regarding external and internal coursework, placement scores, substitutions/waivers, and program requirements to ensure degree or certificate completion is achieved.
Generate graduate and petitioner information and forward to College Publications for production of commencement programs.
Limited Entry Programs (International Student and Degree Partnership Program)
Determine eligibility of admission criteria and evaluate student transcripts for course pre-requisite completion and equivalency.
Perform Satisfactory Academic Progress (SAP) for limited entry programs, verifying completion of required coursework and program requirements each term.
Communicate accurately with appropriate department personnel regarding student progress.
Work with departments to develop and maintain limited entry applications and their criteria to ensure the highest level of programmatic integrity.
Prepare and issue official government documents required to obtain student F-1 Visas.
Interpret and administer Department of Homeland Security regulations. Review DHS certification and assure that the College remains in compliance.
Other Essential Duties
Work with Registrar to create, update, and maintain team procedures, data entry procedures, college resource manuals, forms, applications, and term timelines.
Complete accurate scanning and archiving of admission and graduation documents, including transfer credit evaluations and articulations, limited entry/special admit application packets, graduation petition documents, and official transcripts.
Participate in and provide current information for student advising sessions and limited entry program orientations.
Work with Department Chairs and Deans to remain updated on program and degree requirements, and to ensure departmental adherence to institutional guidelines, and that institutional policy follows state guidelines.
Maintain efficiencies by participating in state and national conferences to develop and maintain a broad knowledge base relevant to college programs, policies, services, and personnel.
Serve on college committees that determine college policy, curriculum/catalog content, instructional standards and procedures, and general/limited entry program admissions policies and procedures.
Implement new functionality within College's Datatel/Colleague Student Software system relevant to admissions and degree audit areas. Test new system operations, enhancements, and updates while understanding interrelation with curriculum management, reporting, and other system areas.
Work with Registrar to create, implement and/or revise departmental policies and procedures.
Follow all safety rules and procedures for work areas.
Perform other duties as assigned.
Qualifications The education and/or work experience sections of your online application form must demonstrate that you meet all of the following Minimum Qualifications. The information on the cover letter/resume will not substitute for the completed application.
MINIMUM/MANDATORY EDUCATION AND EXPERIENCE REQUIREMENTS: Advanced knowledge of general office procedures, word processing, spreadsheet, and integrated database systems and email. Broad knowledge of higher education systems, practices, and guidelines pertaining to admissions and degree awarding procedures, course-by-course equivalencies, articulation of credits, and transfer practices. Strong interpersonal skills with ability to communicate verbally and in writing, with individuals and groups while maintaining proper English language grammar. Equivalent to a Bachelors Degree, plus two years related experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.
SPECIAL REQUIREMENTS/LICENSES: Valid Driver's License.
DESIRABLE REQUIREMENTS: Knowledge of FERPA guidelines, familiar with Department of Homeland Security regulations, and familiar with higher education admission and evaluation processes.
Other Job Elements The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
PHYSICAL DEMANDS OF POSITION: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 15 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORKING CONDITIONS: Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.
SUPERVISORY RESPONSIBILITIES: Supervision of others is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel, and may assign work to student workers.
SUPERVISION RECEIVED: Works under the general supervision of the Registrar.
Additional Information Clackamas Community College is a diverse community that provides equal opportunity in employment, activities, and its programs.It is the policy of the Clackamas Community College and its Board that there will be no discrimination or harassment in any educations programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws.
The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with rights or privileges granted under anti-discrimination laws.
Persons having questions about equal opportunity and nondiscrimination should contact the dean of Human Resources for Clackamas Community College in Barlow Hall at the Oregon City campus, 503-594-3300. Please note the following areas of responsibility, should you need relevant resources or information: Section 504 Coordinator, Disability Coordinator, Oregon City campus, 503-594-3181; Title II Coordinator, Associate Dean, Oregon City campus, 503-594-3392; Title IX Coordinator, Dean, Human Resources, Oregon City campus, 503-594-3300.
ADDITIONAL POSTING INSTRUCTIONS: To apply for this position, you must submit:
Completed online application
Cover Letter explaining your interest in the position and describing how you meet the minimum and special qualifications and requirements of the position
Current Resume or Curriculum Vitae
Letters of Recommendation
Completed responses to the Supplemental Questions
Upon hire, candidate will be required to provide official transcripts for degrees earned, if applicable.
SUPPLEMENTAL INFORMATION: CCC only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.
For assistance with this, please email firstname.lastname@example.org. For technical assistance with your application, please call (855) 524-5627.
Please note: This is initially a self-screening system. We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.
Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.
Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in the handbook or association agreement (as applicable) to assess education and experience. For this reason, please be sure to include everything in your application that you want the college to consider towards placement.
Clackamas Community College participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.
The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Clackamas.
REASONABLE ACCOMMODATION STATEMENT: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Clackamas Community College are expected to perform tasks as assigned by Clackamas Community College supervisory/management personnel regardless of job title or routine job duties.
VETERAN'S PREFERENCE STATEMENT: Applicants are eligible to use Veteran's Preference when applying with Clackamas Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.
MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) - OR - Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
Clackamas Community College is a values-driven organization serving over 35,000 students (over 8000 FTE). Recognized for its committed, supportive faculty and staff, CCC offers classes and services at three active campuses – the Oregon City campus, the Harmony Community Campus in North Clackamas, and the Wilsonville campus. Our district also includes extension sites located in the towns of Canby and Molalla, where CCC offers English as a Second Language, GED in Spanish, computer science and a variety of community education classes.