Admissions & Records Technician at Hartnell Community College
About the Employer
Hartnell College is one of the oldest institutions of higher education in California. Founded in 1920 as Salinas Junior College, the school was renamed Hartnell College in 1948, and the Hartnell Community College District was established the following year. The College is preparing to join with its students, employees, alums and the greater community to celebrate its Centennial, beginning in Fall 2019. Hartnell moved into a new building on its current 54-acre site, at 411 Central Ave. in Salinas in 1936. The Main Campus is located in Monterey County, just a 25-minute drive from the scenic Monterey Peninsula and the Monterey Regional Airport. Its Alisal Campus in east Salinas, opened in 2014, houses its Agricultural Business and Technology Institute, its Sustainable Design and Construction Center, a diesel program, an automotive technology program and its computer science program. Hartnell also holds classes at its education center in King City, opened in 2002, and at numerous off-campus locations in north and south Monterey County. Thanks to a $167 million local bond measure – known as Measure T – approved by district voters in 2016, it is preparing to expand that facility and open new centers in Soledad and Castroville, as well as a new state-of-the-art building for its nursing and allied health programs on the Main Campus. Along with renovation of two classroom buildings and new landscaping, also on the Main Campus, those projects are scheduled for completion by 2021. The College serves the Salinas Valley, a fertile agricultural region some 10 miles wide and 100 miles long, as well as part of southern San Benito County. It draws most of its annual enrollment of 17,000 students from Salinas and the communities of Bradley, Castroville, Chualar, Gonzales, Greenfield, Jolon, King City, Lockwood, Moss Landing, San Ardo, San Lucas and Soledad. Students also come from Monterey Peninsula communities and elsewhere in California’s Central Coast, as well as from other states and countries. All are drawn Hartnell's academic excellence and focus on the success of students in its four-year transfer, nursing and technical programs, as well as a proud tradition in intercollegiate athletics, with 12 men’s and women’s teams.
Job Description / Essential Elements:
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Admissions & Records Technician
Location:
Main Campus
Job Code:
422
# of Openings:
1
Open Until Filled: first application review October 25, 2022
DESCRIPTION
Under the direction of the Dean of Student Affairs, Enrollment Services or other administrator in assigned area, the Admissions and Records Technician performs a variety of technical duties involved in the admissions, registration, and records maintenance functions of the Admissions and Records Office.
REPRESENTATIVE DUTIES
Process admissions applications and register students, using telephone and written communication, and other appropriate reference materials; prepare and maintain student files.
Make residency determinations according to state requirements.
Receive, verify, and coordinate semester grades, credits, and incompletes for computer processing; distribute instructors' grade sheets; receive, process, verify, and post grades to file; post grade corrections to permanent records; post student activities and honors to permanent records.
Assure compliance with district, county, and state laws, rules, regulations, and guidelines related to assigned areas.
Receive and process transcript requests including copying, affixing seals, receiving fees and mailing to appropriate locations; maintain records of transcripts sent utilizing student release of records notification.
Provide technical information and assistance to students, staff, counselors, faculty, and administrators in the interpretation and clarification of registration, graduation, and transfer policies, requirements, and procedures.
Provide technical assistance to students, staff, counselors, faculty and administrators in the use of various software and electronic student systems, including but not limited to PAWS, the college's email system, and the college's course management software system.
Establish schedule for printing and distribution of class rosters and distribute as appropriate; provide updated class lists for instructors as needed.
Keep current on knowledge of regulations and procedures related to student admissions and records, including matriculation, through self-study and communication, and communicate changes in those regulations and procedures to supervisor and other enrollment services staff.
Give courteous and accurate direction to students on how to register, petition for graduation, file various petitions, and finalize registration.
Verify enrollment and graduation of students for outside agencies entitled to receive that information.
Verify, calculate; make changes as needed; monitor attendance accounting procedures to assure accurate data for the college's apportionment funding and statistical reporting.
Collect student fees; prepare receipts as appropriate.
Train and provide work direction to student assistants; coordinate and schedule student hours for employment; recruit, test and interview students for employment; review and prepare timesheets for monthly payment.
Provide technical assistance and guidance concerning admissions and records computer programs; enter a variety of data into the computer to update student information; compile information, generate reports and create computer files as needed; operate scanning and other office equipment as assigned.
Process inquiries and international student applications and assess residency.
Assist incoming international students with registration, orientation procedures, and legal requirements of the federal government, including the Department of Homeland Security.
Provide lead direction during registration process as assigned; assure the timely processing of registration documents including the adding and dropping of students.
Prepare and maintain a variety of records, reports, and files related to students and assigned activities; maintain confidentiality of student information.
Perform registration duties for courses throughout the school year both on and off campus.
Perform other office activities including receiving, opening, and distributing mail, ordering and maintaining office supplies, establishing and maintaining filing system, typing and duplicating various materials and composing correspondence.
Assist students at the front counter; disseminate information about admissions procedures and the college; make referrals as appropriate.
Serve on assigned committees.
Perform related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
KNOWLEDGE OF:
Community college courses, curriculum, graduation, and transfer requirements.
Community college credit evaluation policies and procedures.
Regulations governing the community college registration procedures.
Electronic data processing.
Modern office practices, procedures, and equipment.
Record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
District organization, operations, policies, and objectives.
Applicable sections of state Education Code and other relevant laws.
Technical aspects of field of specialty.
Interpersonal skills using tact, patience, and courtesy.
Oral and written communication skills.
ABILITY TO:
Learn Admissions and Records rules, regulations, policies, and procedures
Interact with others using tact, patience, and courtesy.
Interpret and explain rules, regulations, procedures, and policies regarding student registration, transcript evaluation, graduation, degree and transfer requirements.
Access Department of Homeland Security website and program (SEVIS)
Perform difficult and technical records evaluation duties.
Coordinate evaluation activities with other staff members and departments.
Operate a variety of equipment including a computer, scanner and others as assigned.
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 time lines.
Plan and organize work.
Train and provide work direction to others.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
Understand and be sensitive to those of culturally, socioeconomically, and linguistically diverse backgrounds.
Type at an acceptable rate of speed.
EDUCATION AND EXPERIENCE
Any combination equivalent to graduation from high school supplemented by college-level course work AND three years of increasingly responsible experience involving public contact and computer operation.
Bilingual (Eng/Span), desired.
COVID-19 VACCINATION REQUIREMENT
Board Policy 7330 Communicable Diseases-Employees requires that all newly hired and current employees of the Hartnell Community College District be fully vaccinated against COVID-19. All new employees must be fully vaccinated by the first day of employment. An exemption may be requested by individuals who cannot be vaccinated due to medical and/or religious reasons. Employees who receive an exemption will be required to wear a mask or face covering while on District property and/or facilities and will be required to undergo COVID-19 testing twice weekly. For more information about Hartnell CCD's vaccine requirement, please visit the District COVID-19 Information Website.
CONDITIONS OF EMPLOYMENT
Regular, full-time, 40 hours per week, 12 months per year classified position. Weekly Schedule: Monday - Friday 9:00 am-6:00 pm. Must be available to work some evenings and weekends during peak times for the department. Starting salary is $3,576/monthly (Step A). Range 18 on CSEA salary schedule: $3,576/monthly to $4,347/monthly. The district provides health benefits which currently consist of full medical and vision insurance for employee and a high percentage of coverage for eligible dependents. District-paid life, accident, and income protection insurance is provided for the employee only. Must become a member of the public employee retirement system (PERS).
APPLICATION PROCEDURE
The following documents MUST be uploaded as attachments to your online applications:
1) Resume
2) Cover letter
It is the policy of the Hartnell Community College District that no person shall be discriminated against in any employment procedure on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, age, marital status, veteran status, or disability. The College actively seeks applications from candidates who have multi-cultural experience. Contact the Office of Human Resources and Equal Employment Opportunity if you need any special accommodations to complete the application process.
To apply, visit https://apptrkr.com/3571854
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