MIRACOSTA COLLEGE
CLASS TITLE:
ADMISSIONS AND RECORDS SPECIALIST
BASIC FUNCTION:
Under the direction of the Director of Admissions and Records, perform complex and technical
duties involved in the analysis and evaluation of student records and transcripts for graduation,
transfer and certification; organize and supervise the enrollment of students into college credit
courses; provide work direction and guidance to assigned personnel.
REPRESENTATIVE DUTIES:
1.
Perform complex and technical duties involved in the evaluation of student records and
transcripts for completion of degree requirements and completion of general education
requirements for admission to other colleges and universities. Analyze transcripts and
interpret course descriptions for courses and units completed; determine level, content,
unit value and grading system; utilize catalogs, various means of communication and
appropriate reference materials. Determine students' eligibility for graduation; verify
completion of requirements; prepare graduation lists for each semester by name, degree
and major; compute statistical graduation data; order diplomas and certificates. (E)
2.
Assist in the coordination of the enrollment process at the Oceanside campus; interview,
select, train and schedule temporary registration and student workers. (E)
3.
Provide technical assistance and guidance to students, staff, counselors, faculty and
administrators in the interpretation and clarification of enrollment, graduation, academic
transfer policies, requirements and procedures; advise counselors as requested in
analyzing student records. Interpret for students and staff the evaluation process as it
relates to Financial Aid, Veterans programs and scholarships. (E)
4.
Assist the Director of Admissions and Records in planning, developing and implementing
departmental operations and procedures; recommend changes in enrollment
procedures.
5.
Accept, review and process application forms, review and determine residency status of
applications using state residency regulations; notify students of need for additional
information or documentation. Provide technical assistance and guidance to other
department staff members in determining residency status for new and continuing
students for tuition purposes.
6.
Work with Articulation Officer and instructional staff on articulation; monitor policy on
transfer credits and refer needed modifications.
7.
Supervise the Admissions and Records functions in the absence of Registrar as
assigned and serve daily as lead. Oversee the enrollment of students into college
courses; serve as on-site supervisor; train regular, part-time and student staff; resolve
questions and problems and provide technical assistance as necessary. (E)
8.
Assist in the development and maintenance of the Degree Audit system by developing
course equivalency grids and inputting transfer course equivalencies. Assist in the
troubleshooting and testing of the system.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09
ADMISSIONS AND RECORDS SPECIALIST
2
9.
Assist in determining data processing needs for Admissions and Records; provide
technical guidance concerning admissions and records computer programs and
procedures; enter a variety of data into the computer to update student information;
compile information, generate reports and create computer files as needed.
10.
Prepare and maintain a variety of records, reports and files. Collect, compile, verify and
record information for the preparation of reports.
11.
Prepare and transmit correspondence for students, verifying student status, transfer and
graduation requirements and other information; respond to requests from other
educational institutions and agencies involving the verification of student status and
records. (E)
12.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, policies and objectives.
Community college courses, curriculum, graduation and transfer requirements.
Community college credit evaluation policies and procedures.
Modern office practices, procedures and equipment.
Recordkeeping techniques.
Regulations governing community college enrollment procedures.
State colleges and universities and general education requirements.
Electronic data processing applications and equipment.
Basic math.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in
a variety of procedural situations.
Understand and follow oral and written directions.
Operate a variety of office equipment, including computer and appropriate software.
Perform complex and technical duties involved in the analysis and evaluation of student records
and transcripts for graduation, transfer and certification.
Organize and supervise the enrollment of students into college credit courses.
Interpret and explain rules, regulations, procedures, policies and catalogs regarding student
registration, transcript evaluation, graduation, degree and transfer requirements.
Perform difficult and technical records evaluation duties.
Coordinate, schedule and oversee the work of registration personnel.
Coordinate evaluation activities with other staff members and departments.
Type statistical information and business correspondence accurately.
Maintain confidential and complex records and files.
Make arithmetic calculations quickly and accurately.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and timelines.
Prioritize, plan and organize work.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09
ADMISSIONS AND RECORDS SPECIALIST
3
Train and provide work direction to others.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience equivalent to Associate in Arts degree and two years of directly
related work experience.
LICENSES AND OTHER REQUIREMENTS:
Valid California Driver’s License
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Admissions and Records Assistants, temporary registration staff and student workers.
CONTACTS:
Coworkers, faculty, other department heads, state and community colleges, universities, high
schools, Immigration and Naturalization, Chancellor's Office, and vendors.
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 a computer on a
regular basis for short to extended periods of time, repetitive use of computer keyboard, mouse
or other control devices; ability to travel to locations on and off campus as needed to conduct
district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving appropriate 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 to work effectively under
pressure with minimal direction or supervision on a multiplicity of duties and responsibilities
concurrently while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily busy office environment; subject to frequent to constant contacts and interruptions by
phone and in person; intermittent exposure to impatient, angry and/or verbally aggressive
individuals; may be required to work at any district location during day and/or evening hours on
an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09