Admissions and Records Specialist

Santa Barbara City College; Santa Barbara (CA); On-site; USD 66,000 - 76,000; Full time

Job summary

Santa Barbara City College (SBCC) is hiring an Admissions & Records Specialist to provide comprehensive support for admissions, enrollment, and student records. The role requires processing applications, ensuring compliance with state and federal standards, and maintaining accurate FERPA-compliant records.

You will conduct workshops, campus tours, and outreach to local schools, collaborating with Dual Enrollment and other partners.

Qualifications

• Specialized functions, activities, and operations of admissions, enrollment, and registration.
• State, federal and District rules and regulations related to student residency requirements.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and applicable software including word processing, spreadsheets, and email.
• Reporting techniques.
• Financial record-keeping procedures, methods, practices, and terminology.
• Understanding of and sensitivity to diversity
• Research methods and report preparation
• Record-keeping techniques.
• Modern office practices, procedures and equipment; record-keeping techniques.
• Data entry techniques

Responsibilities

• Oversee and provide admission, registration, and enrollment support for a variety of special programs.
• Coordinate the processing and reviewing of admissions applications and other related documents; review for completeness, accuracy, and compliance to state and federal standards.
• Work confidentially with student records; disseminate and verify forms and paperwork related to student petitions and instructor rosters.
• Prepare and conduct workshops and formal presentations for assigned program to local community organizations and schools; conduct on-campus tours for potential students and parents.
• Attend job fairs and events to promote SBCC programs and services; perform clerical duties including answering phones and greeting visitors.
• Collaborate with Dual Enrollment Programs Office; develop partnerships with K-14 schools; review and process dual enrollment forms.
• Input enrollment data into SIS; maintain automated records; generate computerized reports as required.
• Maintain knowledge of laws, policies, and procedures; attend required conferences and training.
• Travel to local high schools and off-campus sites to provide enrollment information.
• Maintain and organize student records, transcripts, and degree verifications.

Job description

A message from Erika Endrijonas, Ph.D., Superintendent/President, Santa Barbara City College

Welcome to Santa Barbara City College (SBCC)! Congratulations on making the next step in your career at a community institution that is anchored in opportunity, access, and education. So much goes into making SBCC a top institution and exceptional individuals like yourself are a part of our vision, mission, and commitment to the success of every student at SBCC.

At SBCC, we are building a culture, active and committed to academic excellence, diversity, equity, inclusion, accessibility, and anti-racism among our faculty, staff, and students. As a community, we believe that diversity comes in many forms. We understand that individuals are multidimensional, shaped by the intersections of a variety of life experiences and factors. We recognize and challenge the inequities that stem from the complex world in which we live and embrace the many facets of people that make up our wonderful college. And as a leader among community colleges we take pride in our ability to solve problems for the benefit of our students and the community.

We seek college employees, like yourself, who will take responsibility for equitable outcomes and successful pathways for our students. And, in return, we make every effort to make this a great place to work. If this appeals to you and you are ready to make the commitment we invite you to join our community and embrace our commitments and values.

Vision Statement

Santa Barbara City College strives to build a socially conscious community where knowledge and respect empower individuals to transform our world.

Mission Statement

Santa Barbara City College welcomes all students. The College provides a diverse learning environment and opportunities for students to enrich their lives, advance their careers, complete certificates, earn associate degrees, and transfer to four-year institutions. The College is committed to fostering an equitable, inclusive, respectful, participatory, and supportive community dedicated to the success of every student.

• Instruction, administrative, and support services are provided by 211 full-time faculty, 433 adjunct faculty, and 309 full-time staff and management.
• Santa Barbara City College currently enrolls approximately 13,611 students, the majority of whom are from racially diverse populations as follows: African American/Black – 2.4%; American Indian/Alaskan Native: 0.3%; Asian/Filipino/Pacific Islander- 5.5%; Hispanic/Latinx – 42.4%; two or more races – 6.1%; Unknown – 2.6%; and White: 40.2%.
• 47% of SBCC’s students are under age 19, 28.2% are between the ages 20 and 24, 16.3% are between the ages of 25 and 39, and 8.5% are 40 or older.
• 35.6% of SBCC’s students attend full time (12 units or more), and 64.4% of SBCC students attend part- time.
• SBCC’s Wellness Hub (The WELL) was the first stand alone health & wellness center among California’s 116 community colleges, and now its model is being adapted statewide via a digital Wellness Companion Hub.
• SBCC secured $34 million in state matching funds to replace the Physical Education Building Replacement Project—an exciting, student-centered development that exemplifies the mission of Measure P: to revitalize and modernize our cherished campus while preserving its excellence for future generations.
• In 2009, SBCC gained the status of Hispanic Serving Institution, which among many other benefits, made the college eligible to apply for federal grants geared toward strengthening institutional capacity and building programs to increase the success of Hispanic and other underrepresented students.

BASIC FUNCTIONS

As directed by the assigned supervisor or administrator, coordinate and perform specialized duties related to admissions, registration, residency, special student applications and maintenance of student records requiring knowledge of State requirements affecting District funding; provide direct support to faculty, staff and community partners on designated assignments.

DISTINGUISHING CHARACTERISTICS

The Admissions & Records Specialist performs a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents. Incumbents work under general supervision. The Senior Admissions & Records Technician oversees office activities during an evening shift. Incumbents work independently in the preparation, distribution, review, verification and processing of student petitions and grade, temporary, permanent, drop and positive attendance rosters.

ESSENTIAL DUTIES

Oversee and provide admission, registration, and enrollment support for a variety of special programs; coordinate the processing and reviewing of admissions applications and other related documents; review for completeness, accuracy, and compliance to state and federal standards; work confidentially with student records. Disseminate and verify a variety of forms, applications and paperwork related to student petitions and instructor rosters; research, compile, assemble and verify related information as needed; review returned rosters for accuracy and completeness; notify students of petition resolutions and implement related recommendations. Prepare and conduct workshops and formal presentations for an assigned program to local community organizations, private and public schools and other recruiting sources as directed; conduct on-campus tours for potential students and parents; attend job and college fairs and other events to promote SBCC programs and services. Perform a variety of clerical duties related to assigned functions; answer telephones; greet and assist students and other visitors; prepare and distribute forms, correspondence and other documents as needed; pick up, sort and distribute mail as required; prepare bulk mailings as assigned. Assist students with completing forms and applications as needed; assist with resolving student application, enrollment and registration issues, conflicts and discrepancies; contact students, other departments and outside agencies to request and verify transcripts and information as needed, goals, progress, information, time sheets and assigned activities; conduct surveys and analyze related data for various program requirements; establish and maintain filing systems. Collaborate with Dual Enrollment Programs Office, develop and maintain partnerships with K-14 schools; review and process all applicable mandatory dual enrollment forms; communicate changes in the policies/procedures; Prepare, process, and transmit enrollment and degree verification request from student’s, other educational institutions and agencies; ensure that proper releases and FERPA laws/regulations are on file. Process all incoming and outgoing official transcripts; work with internal departments or other third party transcript companies to fulfill requests and troubleshoot any related issues. Review incoming admissions applications and troubleshoot issues related to imported data, prior records or duplicate applications; communicate with other departments research and resolve discrepancies. Input enrollment data into an assigned computer system; establish and maintain automated records and files; assure accuracy and completeness of input data; review and resolve fraud related issues; initiate queries and generate computerized reports as required. Confer with students, parents, personnel and the community to exchange information and resolve issues or concerns regarding program activities and student progress; initiate and receive phone calls; respond to inquiries and provide information. Recruit, train and provide work direction as authorized to assigned staff, student workers, peer advisors, consultants or other personnel assigned to the program; coordinate and schedule work hours and complete timesheets as assigned; assign duties and review work for accuracy and completeness. Participate in a variety of other assigned activities such as assisting with registration functions, depositing funds, processing grades, maintaining office supply inventory, verifying athletic eligibility and processing subpoena requests. Collaborate Information Technology Department for related process or document improvement initiatives; participate in testing, feedback, development and implementation of new processes and forms or workflow. Communicate in person, telephone, or email with students, faculty, staff, and the public to explain and assist with fees, student records, enrollment, and registration procedures in accordance with District, state, and federal rules, regulations, policies and procedures. Travel to local high schools, off-campus sites, detention or other restricted access facilities to conduct presentations and provide information and assistance to potential students about enrollment procedures, online registration and other related information. Maintain records as appropriate for student transcripts; including CVCOI transcript requests; National Student Clearinghouse, EAPP reports in accordance with state and District policies and guidelines. Prepare and maintain a variety of records, reports, and files using a variety of modalities, including fully integrated computer-based student information systems, databases, degree audit systems, scanning and image recording systems, and other appropriate tools. Proactively communicate with students regarding deadlines and policies in support of student success and retention goals. Maintain current knowledge of all applicable laws, policies and procedures related to assigned areas; develop new procedures and implement changes as needed; attend and participate in required conferences, meetings, and training as needed in order to learn/enforce new changes and policies.

OTHER DUTIES

Perform related duties as assigned.

Any combination equivalent to: An Associate’s Degree in liberal arts or related field and four (4) years experience working with records in an educational setting.

PREFERRED QUALIFICATIONS

• Experience using Banner or a comparable higher education student information system (SIS).
• Experience developing and maintaining collaborative relationships with internal departments, community organizations, and other external partners.
• Bilingual Spanish preferred.

WORKING HOURS

Monday - Friday 8:00 am - 5:00 pm with some evenings and weekends.

Hours may vary 40 hours per week, 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the College.

SALARY INFORMATION

The current salary schedule range for the Admissions & Records Specialist position is Salary Table 29 Range 30, $66,335.04 - $76,046. Nine step salary range continues to a maximum of $80,835.96

KNOWLEDGE OF

• Specialized functions, activities, and operations of admissions, enrollment, and registration.
• State, federal and District rules and regulations related to student residency requirements.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and applicable software including word processing, spreadsheets, and email.
• Reporting techniques.
• Financial record-keeping procedures, methods, practices, and terminology.
• Understanding of and sensitivity to diversity
• Research methods and report preparation
• Record-keeping techniques.
• Modern office practices, procedures and equipment; record-keeping techniques.
• Data entry techniques

ABILITY TO

• Perform clerical and public contact work in support of the Admissions and Records function.
• Maintain records and prepare reports
• Learn, interpret, and communicate policies, guidelines, regulations, and laws to staff, students, and public and exchange information.
• Prioritize and schedule work.
• Complete data entry and arithmetic computations with speed and accuracy .
• Understand and follow oral and written instructions.
• Meet schedules and timelines.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Operate a variety of office equipment including a computer and assigned software using database management systems, word processing, spreadsheets, and email.
• Work confidently with discretion.

WORKING CONDITIONS

ENVIRONMENT: Office environment. Driving a vehicle to conduct work.

PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person or on the telephone.. Seeing to read a variety of materials. Sitting or standing for extended periods of time. Bending at the waist, kneeling or crouching to file and retrieve materials. Reaching overhead, above the shoulders and horizontally.

GENERAL REQUIREMENTS

• The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
• The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
• Selected candidates must be able to perform essential functions of the position with or without reasonable accommodations.
• Proof of college coursework or degrees indicated will be required of selected candidates.
• All offers of employment are subject to approval by the Board of Trustees.

SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

- EQUAL OPPORTUNITY - TITLE IX EMPLOYER