Director, Admissions & Records

Job Type: Leadership

Department: Admissions & Records

Basic Function:

BASIC FUNCTION

Under the direction of the Dean of Enrollment Services, the Director of Admissions and Records (A&R)provides vision, leadership, supervision, and professional development for office staff, and maintains a high degree of contact with College of the Desert stakeholders including faculty, administration, institutional research, technology user groups, students, and a wide variety of committees.

The Director of A&R will plan, organize, and oversee the operations of the Admissions and Records Office, including the admissions and registration of students, maintenance, security and preparation of student records and non-credit registration and requirements. The Director of A&R will recommend, develop, and implement goals and objectives, policies and procedures consistent with the privacy act, state and federal laws and regulations, and District goals and objectives. Additionally, the Director will supervise, train and evaluate assigned staff in providing the highest quality of services in support of student learning and success.

EMPLOYMENT STATUS

Leadership Classified Administrator

Leadership Salary Schedule Row IX

Full Time Position

About College of the Desert

The College of the Desert, Desert Community College District enrolls approximately 15,000 students each academic year with steady enrollment growth each year. College of the Desert embraces diversity in all forms and the right of all people to have access to quality higher education in a safe learning environment. Designated as a Hispanic-Serving Institution (HSI), College of the Desert administers an array of student programs specifically focused on student support and helping students achieve their educational and career goals. As a two-year college, we offer Associates Degree for Transfer, both in Art and Sciences, Associates Degrees, and Certificates across a wide range of disciplines.

College of the Desert is a district that consists of leadership, staff, and faculty who are committed to enhancing our community through supporting the academic success of all of our students including students of color, students with disabilities, students who are first generation to college, veterans, students of all ages, students with diverse socio-economic backgrounds, “dreamers”, and students of diverse sexual orientation and gender expression.

When you join College of the Desert you can expect to be part of a diverse, inclusive, and collaborative community. We provide students with a rich and dynamic learning experience that embraces differences, emphasizes collaboration, and engages students in and out of the classroom. We are committed to ensuring that College of the Desert is a welcoming place for the success of all students.

Interested in learning more about College of the Desert and the Coachella Valley? Visit the links below.

• http://www.collegeofthedesert.edu/fs/hr/career/Pages/Community.aspx

• http://www.collegeofthedesert.edu/fs/hr/career/Pages/College-Information.aspx

Who We Want:

College of the Desert is seeking individuals from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. As such, we prioritize individuals who fully demonstrate their understanding of the community we serve, the benefits of diversity in a professional and educational setting, and values creating a culture that brings people together. A successful candidate will value working in a collegial, collaborative environment that is guided by a commitment to inclusion, student education, and equity. An equity-minded individual is a person who already does or has demonstrated the desire to:

• Understand the importance of holding ourselves accountable as faculty, staff and leadership for closing equity gaps and engaging in equitable practices;

• Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;

• Encourage positive race-consciousness and embrace human difference;

• Reflect on institutional and teaching practices and aim to make them more culturally responsive; and

• Strategically build buy-in and participation among colleagues for equity-related initiatives.

Representative Duties:

REPRESENTATIVE DUTIES

The following duties are representative of the essential functions of the job. 

• Plan, organize, coordinate, and oversee the operations and activities of the Admissions and Records Office related to student enrollment and registration and the maintenance and preparation of student records, including dual and concurrent enrollment and partnerships with California Indian Nations College, high school and school districts of the Coachella Valley, and other formal partnerships with colleges and universities.

• Director of A&R serves student enrollment needs through overseeing the timely scheduling of classes, collection and posting of grades, and confirmation of the completion of graduation requirements; interprets academic policies; and provides guidance and oversight to maintain the professional integrity of the office.

• Ability to research, set-up and configure and enhance new and existing system functionality. Understand data mapping and process flows to deliver efficient solutions to functional areas. Analyze and troubleshoot errors and system defects. Partners with Information Technology to resolve student information system issues related to Colleague systems upgrades, enhancements, and troubleshooting.

• Responds to calls and walk-in inquiries from students, faculty, and staff concerning college policies and procedures relating to records, registration, scheduling, and other community college matters.

• Provide leadership in developing and implementing various modules of the student information system so they are responsive to institutional needs and request. Directs timely reporting to the National Student Clearinghouse.

• Oversee the evaluation and processing of students’ educational records, including enrollment, transcripts, degree and certificate completion, add and drop requests, grade changes, residency, fee waivers, credit for prior learning. Coordinates preparation of graduation audits prior to degree conferral.

• Work collaboratively to maintain a yearly academic calendar and an effective records/registration system. Resolve student issues; coordinate grade collection and posting to student transcripts.

• Produce reports from student information system for internal and external constituencies. Prepare District, regional, state, and federal reports.

• Serve as an advisor to the Dean, other District departments, and educational agencies and institutions regarding the Admissions functions and operations. Coordinate Admissions and Records activities with Enrollment Services (e.g., financial aid), instructional divisions and departments, Fiscal Services, Institutional Research, and Information Technology Offices.

• Disseminate information with regard to programs and services, District policies and procedures, and state and federal laws and regulations in person or on the telephone with students or prospective students to explain or assist in enrollment and registration procedures.

• Meet with students to resolve complex situations or problems, adjudicate student appeals and petitions, and authorize exceptions.

• Implement projects related to improve or create new infrastructure, organization, and business flow of credit and noncredit programs.

• Manage the processing of various forms related to the registration and enrollment process; review forms to assure completeness and compliance to District, state and federal guidelines, policies, regulations and laws. Perform audits of records, identify and resolve issues, research and develop efficient operational procedures.

• Oversee the data entry and maintenance of the various software and databases, and automated systems used to facilitate the admissions, registration, and processes related to student records. Review and analyze the data to assess and ensure the integrity of the database.

• Coordinate internal and external audits with District’s auditor to ensure compliance with registration, residency, dual and concurrent enrollment, and student accounts.

• Coordinate District-wide applicable training at multiple campuses on policies and procedures and system upgrades related to registration to ensure consistency of department services.

• Recommend, oversee, and manage the operational budget for the Office. Oversee processing of purchase orders and monitor expenditures.

• Select, train, supervise, and evaluate the performance of assigned staff; recommend transfers, reassignments, discipline, terminations, promotions and other personnel actions as appropriate. Provide professional in-house trainings of staff and offer recommendations of external agencies available for professional development. Seek and participate in professional development activities.

• Serve on assigned District committees; represent the District at District, regional and state meetings. Committee can include enrollment management, matriculation, calendar committee, K-14 consortium, and others as assigned by Dean.

• Meet schedules and timelines, organize multiple projects efficiently and effectively and carry out required project details throughout the year.

• Coordinates Commencement in-person or virtual ceremony activities; provide official reports of graduation, assist with the planning and executing of Commencement activities, and direct A&R staff on activities and operations to support Commencement. Plan and execute the pre-graduation event hosted to support the goals of Commencement activities; communicate with graduates on eligibility and event details of attendance, preparation, and expectations.

• Other duties and responsibilities as assigned.

Minimum Qualifications:

EDUCATION and EXPERIENCE

Any combination equivalent to: Bachelor’s degree and at least four (4) years of experience in admissions and records and including the supervision and direction of the work of others, planning large scale events, conducting comprehensive enrollment and graduation reports and implementation of technological systems related to the function of role.

Preferred Qualifications:

Knowledge of:

Knowledge of: Demonstrated progressively responsible experience in a Registrar’s and/or Admissions Office; demonstrated thorough understanding of student records systems. California Community College mission, goals, programs and services; Title 5, Education Code, state and federal laws and regulations and District policies and procedures related to the enrollment and registration of college students; Family Education Rights and Privacy Act (FERPA); Veterans programs and benefits; degree, certificate, and transfer requirements; interpretation, evaluation, and maintenance of student records; basic accounting principles for the development and monitoring of budgets; principles and practices of administration, supervision and training; modern office practices, procedures and equipment; automated record-keeping -systems; operation of a computer and – applications used for registration and maintenance of student records; data mining and report preparation; effective oral and written communication skills; correct English usage, vocabulary, spelling, grammar, and punctuation; and the diverse backgrounds of community college students; interpersonal skills using tact, patience and courtesy.

Ability to:

Ability to: Envision new work strategies utilizing state of the art technology to support and enhance admissions, records, and cashier’s services that will optimize efficiency and production and reduce cost; devise and implement new and improved registration, enrollment, graduation, degree, and record-keeping systems; prepare clear and concise reports; exercise initiative and independent judgment; effectively supervise a complex operation; understand and apply regulations, policies and procedures; train, supervise and evaluate the performance of assigned staff; organize and maintain accurate automated records systems; establish internal controls and procedures that meet audit, state, and federal standards; operate a computer and applications including Microsoft Office Suites and registration and records systems; communicate effectively both orally and in writing to exchange information; analyze data and prepare accurate and concise reports; analyze situations accurately and adopt an effective course of action; collaborate with faculty, staff, administrators; plan, organize, coordinate and administer programs, services, activities and functions of the assigned area; communicate policies, guidelines, regulations and laws to staff, students and public; prioritize and schedule work; meet schedules and time lines; establish and maintain cooperative and effective working relationships with others; work independently, with little to no direction; ability to research, test, develop, and implement practices that are both efficient and effective means of operating; exercise tact and diplomacy in dealing with sensitive or confidential matters ;sit or stand for extended periods of time; bend at the waist, kneel or crouch; lift up to 25 pounds.

Physical Demands:

Working Conditions: WORKING CONDITIONS

Environment: Office environment. Constant interruptions. Driving a vehicle to conduct work as necessary. Requires some evening and weekend responsibility.

Full Time/Part Time: Full Time

Weekly Working Hours: other

Work Schedule & Hours:

Salary Schedule Range: Leadership Salary Schedule IX

Specific Departmental Needs:

Posting Number: 21-080

Number of Vacancies: 1

Desired Start Date:

Interview Date: 10/14/2021

Posting Open Date: 08/27/2021

Posting Close Date: 9/26/2021

Open Until Filled: No

Special Instructions to Applicants:

Special Instructions

REQUIRED ATTACHMENTS: Applications missing any of the required documents listed will not be considered. The following documents are required at the time of application:

• Online Application: Please fill out your online application completely with all requested details.

• Resume or Curriculum Vitae (CV): Must include length of employment (month/year start & end dates) for each employer.

• Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.

• Unofficial Transcripts: Must be from an accredited institution, show name of institution, degree awarded, discipline, and date awarded. Diplomas will not be accepted in lieu of the required transcripts.

IN YOUR APPLICATION

• List of Professional References: Professional References should include at least: 2 supervisors, 2 direct reports, 2 management level colleagues. Include name, title, relationship, and current phone numbers. Applicants from sectors other than education should submit comparable references. Letters of Recommendation will not be accepted in lieu of the List of Professional References in your application.

INTERVIEWS: Interviews are tentatively scheduled for Thursday, October 14, 2021.

To apply, visit https://apptrkr.com/2467103

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