MIRACOSTA COLLEGE
CLASS TITLE:
ENROLLMENT SYSTEMS SPECIALIST
BASIC FUNCTION:
Under the limited supervision of the Vice President, Instructional Services, use broad discretion to
perform a wide variety of difficult and highly complex, technical duties associated with the
production of college schedules communicate, track, and monitor full-time and part-time faculty
work assignments working in close cooperation with Deans and Department Chairs and Payroll;
administer and coordinate the preparation of reports for federal, state and local district reporting
requirements. Model, analyze, test complex software solutions as deployed by internal and
external software solution providers. Serve as the instructional enrollment systems expert.
REPRESENTATIVE DUTIES:
1.
Serve as liaison, exercising wide latitude of judgment, between the Vice President, Deans,
faculty MIS team; Academic Information Services staff, catalog production team;,
Communication Designs Coordinator, Research and Planning Office, Registrar;
Attendance Accounting Specialist, Public Information Officer, and Facilities Specialist.
2.
Coordinate the logistics of the credit class schedule, closely monitoring out-of-the-ordinary
classes such as honors, combined classes, self-paced courses, online classes, short-term
classes, etc. Enforce class size maxima agreements. Make decisions, which involve
students and faculty District-wide. Gather, analyze and input schedule information,
update and monitor semester, course, and instructor databases for accuracy, develop
charts for scheduling of hours; review and coordinate all faculty assignment letters. (E)
3.
Design and develop software procedures and queries, extract, verify, compile and format
data from college databases and other sources for planning, decision-making, evaluation,
and accountability purposes. Analyze data for trends, accuracy, and completeness,
perform statistical analyses and prepare comprehensive reports and check for compliance
with established procedures. (E)
4.
Under the limited direction of the Vice President, Instructional Services, provide support
and coordination for district planning processes by collecting, reporting and utilizing data;
provide recommendations using a high degree of independent judgment. (E)
5.
Negotiate the successful resolution of problems vitally important to the division as a whole,
such as monitoring full-time instructor overloads, and associate faculty hours to ensure
they don't exceed the allowable maximums. (E)
6.
Assist the Vice President in meeting state/federal reporting requirements by assembling
information, verifying accuracy, inputting and/or overseeing the input of information into
the college's mainframe computer.
7.
Organize enrollment and schedule data into convenient formats and perform a variety of
statistical computations. Analyze data for trends and make judgments regarding reliability
and consistency of data. Use spreadsheet and graphics software to produce tables and
graphics for incorporation into reports; learn and use new data analysis software, as
required. (E)
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/29/10
ENROLLMENT SYSTEMS SPECIALIST
2
8.
Analyze, test, and model the results of systems including enrollment management
software and program review software to determine appropriate functionality,
performance, data integrity and third party software interface connections; augment and
make recommendations for system changes and corrections as necessary. (E)
9.
Establish and maintain complex, interrelated filing systems including confidential files;
prepare and maintain logs and manuals. Track WSCH/FTEF, FT/PT ratio for enrollment
analyses; at the request of the deans, provide deans with the analysis of teaching
assignments and cooperate with Human Resources and Payroll to ensure timely, correct
compensation. Validate faculty workload in database for accuracy; coordinate with
Payroll for MIS submittals. (E)
10.
Develop lists of contract faculty, stipends/assigned time, banked/unbanked hours, and
office hours; track and compute department chair stipends and assigned time.
11.
Communicate complex information orally and in writing where judgment plus sound
interpretation of policies and regulations is necessary. Work independently, with minimal
supervision, to achieve assigned analysis tasks.
12.
Identify and evaluate systems, assist developer with integration of systems, assist,
coordinate, design and develop systems including testing and coordination.
13.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, goals, and objectives.
Modern office practices, procedures and equipment.
Computer applications including relational databases
Perform advanced-level functions with district standard software including complex formatting of
documents, and maintain currency.
Techniques of teamwork and positive interpersonal relations.
Applicable sections of State Education Code, Title 5, and other appropriate laws.
Oral and written communication skills including correct English usage, grammar, spelling,
punctuation and vocabulary.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Telephone etiquette.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a
variety of procedural situations.
Analyze state and federal regulations and apply them appropriately.
Analyze situations accurately and adopt an effective course of action.
Keyboard 45 words net per minute from clear copy.
Set schedules and timelines.
Work independently with little direction or supervision.
Understand and follow oral and written directions.
Make calculations quickly and accurately of highly complex mathematical functions.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/29/10
ENROLLMENT SYSTEMS SPECIALIST
3
Establish and maintain cooperative, effective working relationships with others.
Communicate skillfully, both orally and in writing.
Participate in team decision making.
Operate a variety of office equipment including a computer terminal.
Work confidently.
Be a team player.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Equivalent to Bachelor’s degree and three years of closely related work experience.
LICENSES AND OTHER REQUIREMENTS:
N/A
WORK DIRECTION, LEAD, AND SUPERVISORY RESPONSIBILITIES:
Not applicable.
CONTACTS:
Vice Presidents, Deans, Academic Information Services, Human Resources, Payroll, Department
Chairs, instructors, Catalog Specialist, Facilities Scheduler, Research Office, Public Information
Office, Admissions and Records Office, students, general public, Chancellor's Office, and staff at
other community colleges.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; ability to work at computer, including
repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of
locations on and off campus occasionally as-needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and
communications personally, by phone and in writing with a variety of individuals and/or groups of
individuals from diverse backgrounds on a regular on-going basis; ability to concentrate on
detailed tasks for extended periods of time and/or intermittently while attending to other
responsibilities ability to work effectively under pressure on multiple tasks concurrently while
meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environment. Subject to frequent interruptions by individuals in
person or by phone; intermittent exposure to individuals acting in a disagreeable fashion. May
work at any district location or authorized facility during day and/or evening hours with occasional
evenings, and/or weekends on an as-needed basis. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/29/10