Admissions and Records Specialist

Monterey Peninsula College; Monterey (CA); On-site; USD 53,000 - 58,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision care

Life insurance

EAP

CalPERS

Job summary

Monterey Peninsula College seeks a detail‑oriented Admissions & Records staff member to support the college's enrollment processes. You will handle applications, residency determinations, registrations, and transcript requests while guiding students, staff, and the public with accurate information.

Under an administrator, you will perform clerical and complex support tasks, maintain confidential records, and participate in outreach activities.

Qualifications

• Two years of college-level coursework in office or records management or related field and two years of responsible office experience involving customer service and records processing.

Responsibilities

• Process student records and transactions for Admissions and Records.
• Assist with admissions, residency determination, registration, and enrollment activities.
• Provide information and guidance on college policies and requirements in person, by phone, and electronically.

Skills

Customer service

Data entry

Records management

FERPA knowledge

Education

Two years college coursework

Two years office experience

Tools

Student Information System

Microsoft Word

Excel

Job description

Monterey Peninsula Community District is committed to achieving educational equity for all students as outlined in the District's Governing Board Goals, Educational Master Plan, Equal Employment Opportunity Plan, and Student Equity Plan. We provide students with a rich and dynamic learning experience that embraces differences - emphasizing collaboration, engaging students in and out of the classroom, and encouraging them to realize their goals and become global citizens and socially responsible leaders. When you join our team at Monterey Peninsula College, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, classified staff, administration, students, and community partners.

Monterey Peninsula College is designated as a Hispanic Serving Institution (HSI) and is an affiliate of the statewide Umoja Community of California Community Colleges. Monterey Peninsula College has a diverse student population that is a reflection of the communities it serves. MPC serves approximately 18,789 students (for the 2023-24 year). MPC's comprehensive curriculum and student services are designed to meet the needs of a diverse student body and include transfer, career and technical education, basic skills, and continuing education offerings. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who are also committed to closing equity gaps.

1. Understand the importance of holding ourselves accountable as educators for closing equity gaps and engaging in equitable practices;
2. Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;
3. Encourage positive race-consciousness and embrace human difference;
4. Reflect on institutional and teaching practices and aim to make them more culturally responsive; and
5. Strategically build buy‑in and participation among colleagues for equity‑related initiatives.

Monterey Peninsula College seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals. All departments strongly encourage collaboration across disciplines to create inclusive, integrated, and interdisciplinary learning experiences. College faculty are expected to be knowledgeable about, and willing to use, different learning and teaching methods appropriate to the students they serve.

Under the direction of the assigned administrator, perform a wide range of complex technical, administrative, and clerical duties in support of the Admissions and Records office and broader student services functions. Responsibilities include processing student records and transactions; assisting with admissions, residency determination, registration, and enrollment activities; and providing guidance on college policies, procedures, and requirements.

Serve as a primary resource for students, staff, administrators, faculty, and the public by delivering accurate information and support in person, phone, and electronic communication. Assist students through all stages of the matriculation process, including outreach, application, orientation, placement, registration, and follow‑up, and participate in on‑ and off‑campus outreach activities as needed.

Essential Functions

1. Perform a wide variety of clerical, administrative support, and technical activities for the Admissions and Records office.
2. Act as a resource for information to students and the public relative to all college Admissions and Records policies, procedures, requirements, and practices. Provide information and assistance in person, over the phone, and via electronic communication to students, staff, and the public. Assist students and the public in understanding and applying the information contained in the college catalog, schedule of classes, and other publications.
3. Assist students with the application submission process, identify and navigate any hurdles. Determine admission and residency status for students. Assist students with requests to change their admission and residency statuses while ensuring compliance with all state and federal regulations.
4. Assist students with the registration process; troubleshoot and problem‑solve registration issues; and register students through batch registration when needed, such as for contracts(ISAs).
5. Receive, review, and process transactions including, but not limited to, all applications, registrations, transcript requests, enrollment verifications, Add/Drop forms, withdrawals, refunds, K‑12 Dual Enrollment Form, Credit by Exam, and student data changes.
6. Provide technical assistance and guidance to students, staff, counselors, faculty, and administrators with the interpretation and clarification of registration, graduation, academic and transfer policies, requirements, and related activities.
7. Process incoming student transcripts through a variety of formats according to policies, procedures, and established practices. Receive and analyze transcripts, review courses and units completed, verify level, content, unit value, and grading system. Determine units to be transferred to college records from external examinations and military experience. Evaluate all incoming college transcripts for official and proper accreditation. Scan incoming official transcripts into the College's imaging system.
8. Fulfill and process official MPC transcript requests using a variety of software, formats, and equipment.
9. Review and certify transcripts and permanent record cards for accuracy, grade changes, repeats, and credits; interpret admissions and records policies, such as course repetition, incompletes, applications, residency, and registration, and apply them in a variety of procedural situations.
10. Evaluate student records including analysis of transcripts from other institutions, foreign and domestic, review Monterey Peninsula College courses for degrees, certificates, and general education certification in accordance with all statutes and college policies regarding awarding appropriate credit; provide assistance and technical information regarding academic records. Contact counseling and other faculty regarding specific equivalency questions or approvals.
11. Maintain confidential files and records requiring the use of discretion; prepare records for imaging; check and file microfilm, microfiche, and all other imaged records.
12. Check and review a variety of data for completion and conformity with established rules and regulations.
13. Account for all monies received for transcript requests, diploma replacement orders, and credit by exam fees.
14. Design and use databases and spreadsheets. Compile and prepare various reports from multiple data sources. Assist in the preparation of FTES records, including class schedules, attendance sheets, and other FTES reports as needed for state and federal reporting and auditing.
15. Participate and collaborate in the Student Learning Outcome Assessment Cycle by discussion, data collection, and report preparation when needed. Participate in the development, evaluation, and review of Service Area Outcomes.
16. Demonstrate an understanding of, sensitivity to, and appreciation for the diverse academic, ethnic, socio‑economic, disability and gender diversity of students and staff attending and working on a community college campus.

Other Duties

• Perform other related duties as assigned.
• Participate in committees as assigned.
• Train and monitor the work of part‑time and student employees, where appropriate.

Education and Experience (Minimum Qualifications)

Any combination of education, experience, and training which would indicate possession of the required knowledge, skills, and abilities listed herein. For example, completion of approximately two years of college‑level coursework in office or personnel administration, data processing, records management, or a related field, and two years of responsible office experience involving customer service, processing of records, student services programs, or related field.

Diversity

Demonstrate an understanding of, sensitivity to, and appreciation for the diverse academic, ethnic, socio‑economic, disability and gender diversity of students and staff attending and working on a community college campus.

Knowledge

Knowledge of: general functions, policies, rules and regulations of a community college; current office methods and practices; public and human relations skills; letter and report writing; word processing; mathematical computations, methods of collecting and organizing data and information; software used in admissions and records services including student information systems; word processing, electronic mail, internet skills, database management, and spreadsheet applications; college or university transcript procedures, grading systems and course equivalencies; effective customer service techniques and etiquette; business math including percentages and decimals; correct English grammar, spelling and punctuation.

Abilities

Ability to: Understand and independently carry out oral and written instructions; make independent decisions within scope of responsibility and authority; organize work, set priorities, prioritize tasks, meet critical deadlines and follow up on assignments with a minimum of direction; maintain confidentiality of information; learn and successfully apply Family Education Rights and Privacy Act (FERPA) rules and regulations; apply office policies, procedures, rules and regulations; use good judgment and utilize critical thinking skills; analyze situations carefully and correctly, and adopt an effective course of action sometimes without immediate supervision; communicate effectively in both oral and written form; using tact, patience, and courtesy; use diplomacy, tact, friendliness, poise and discretion in all situations; understand and apply information in the college catalog and schedule of classes; read, interpret, apply and explain rules, regulations, policies and procedures using sound judgment; use appropriate and correct English spelling, grammar and punctuation; perform mathematical calculations with speed and accuracy; learn and use a variety of different electronic applications accurately and proficiently; as required to fulfill the requirements of the job; learn the specialized clerical/technical functions of Admissions & Records services; create and produce correspondence, reports and procedures documentation independently or with brief instruction; use various kinds of office equipment appropriately and efficiently; establish and maintain effective work relationships with those contacted in the performance of required duties; compile and maintain accurate, confidential, complete academic records; gather, compile, and assemble source data; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socioeconomic, disability, and gender diversity of students attending and staff working on a community college campus; perform general clerical skills such as typing, filing, sorting and distributing mail, prepare outgoing correspondence, reroute phone calls and emails to appropriate offices.

PHYSICAL EFFORT / WORK ENVIRONMENT

Sitting and operating computer keyboard to enter data into a computer terminal for extended periods of time, bend, kneel and reach overhead, push and pull, and periodic lifting of lightweight parcels up to 15 pounds. Light to moderate physical effort; occasional standing or walking; indoor work environment.

WORK SCHEDULE

40 hours per week/ 12 months per year, Monday- Friday, 8:00 AM - 5:00 PM

Starting Salary

$4,403 (STEP A) - $4,859 (STEP C) +

BENEFITS

Monterey Peninsula College offers excellent employee benefits, ranging from health, dental, vision, life insurance, employee assistance program (EAP), and long-term disability, and provides sick leave and contributes to the CalPERS retirement plan. Participation in tax-deferred plans is available.

CANDIDATE TRAVEL REIMBURSEMENT

Monterey Peninsula College will provide up to $1,000 travel reimbursement to eligible candidates. A candidate is eligible for travel reimbursement when they have participated in an in‑person interview for first- and/or second-level interviews, and when they live 50 miles or more from the College.

Gerardo Cardenas Hernandez - HR Specialist

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