Admissions Specialist (Student Services Professional IB)

California State University - East Bay; Hayward (CA); On-site; USD 50,000 - 71,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

CalPERS retirement

Tuition fee waiver

14 paid holidays

Personal holiday

Job summary

Cal State East Bay's Office of Admissions seeks staff to process freshman, transfer, and graduate applications, determine residency, and render admission decisions. You will communicate requirements to applicants and counselors, review transcripts, and support transfer credits per CSU policies.

The role includes participating in Preview Day and Welcome Day events. Responsibilities also include data entry, responding to inquiries, and referring complex cases.

Qualifications

• Experience: Equivalent of one (1) year in professional Student Services work at the entry trainee level.
• Education: Graduation from a four-year college or university in behavioral sciences, public or business administration, or a related field.
• Substitution: graduate education may substitute for required experience on a year-for-year basis.

Responsibilities

• Review applications and supporting documents; evaluate routine applications against admission criteria.
• Determine residency status by applying CSU and campus policies.
• Assist with transfer-credit review and auto-admission processes.
• Communicate admission requirements to applicants and counselors; respond to inquiries.
• Participate in campus events and provide information to prospective students.

Skills

Organization & management

Research & interviewing

Communication

Data analysis

Policy interpretation

Oral & written reporting

Collaboration

Education

Bachelor's degree in behavioral sciences / public or business administration

Job description

The Office of Admissions processes and evaluates applications at the freshman, transfer, and graduate student levels focusing primarily on domestic U.S. residents. The office provides some support for the processing of international applications. The Office works closely with CSUEB staff, faculty, and members of the community-at-large. Admissions staff process applications and related documents, determine residency, render admission decisions, and proactively communicate with students in an accurate, timely and efficient manner.

The position performs professional admissions processing and applicant support activities in accordance with established CSU and campus policies, procedures, and guidelines. Responsibilities include reviewing applications and supporting documentation, evaluating routine applications against established admission criteria, reviewing residency documentation, providing information and guidance to applicants, and assisting with transfer-credit review. The incumbent independently handles routine assignments within established procedures and refers complex, unusual, exception, or policy-interpretation matters to designated higher-level staff or management.

Download Reports, Code Transcripts and Update Computer Systems

• Download daily reports and/or workflow assignments.
• Review transcripts and documents and update coding in PeopleSoft.
• Notify appropriate staff if duplicate records are found.
• Prepare incoming mail/documents for imaging.

Data Entry of Transcripts

• Review transcripts for accuracy and completeness.
• Perform data entry of transcripts proactively and upon requests.

Communicate with Applicants and Process Applications

• Respond to applicant inquiries on the phone through various department email accounts.
• Communicate admission requirements and other pertinent information to high school and college counselors in individual or group settings as needed.
• Participate in campus events including but not limited to Preview Day, Welcome Day, Orientation, and related activities that may be on and off campus.
• Request and review residency documentation and determine residency status by applying established CSU and campus policies, procedures and guidelines; refer complex cases to designated higher-level staff for review and determination.
• Evaluate routine applications and determine admission eligibility by applying established CSU and campus admission criteria, including prescribed GPA calculations and college preparatory requirements; refer applications involving exceptions, unusual circumstances, conflicting information, or interpretation of policy to designated higher-level staff for review and determination.
• Evaluate transfer credit from test scores (Advanced Placement, etc.) and/or accredited colleges in accordance with established CSU and campus guidelines and articulation agreements, referring complex or non-routine cases to designated higher-level staff.
• Provide information and guidance to denied applicants regarding identified deficiencies, established options and reapplication requirements.
• Provide basic information to prospective and current students needed to successfully prepare for admission, apply, or progress as a CSUEB student.
• Identify potential candidates who would benefit by participation in special admission programs.
• Following general CSU and campus policies for the assignment of transfer credit, apply established articulation and transfer credit guidelines to identify requirements satisfied by transfer coursework.

Perform Accurate and Timely Initial Review of Applications

• Compare Assist.org information to self-reported applicant Golden 4 information for courses taken from California community colleges for the purpose of auto-admission.
• Compare TES information to self-reported applicant Golden 4 information for courses taken from non-California community colleges or out of system institutions for the purpose of auto-admission.

Minimum Qualifications

Experience: Equivalent of one (1) year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate level job-related education may be substituted for the required experience.

Education: Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Knowledge and Abilities

• Working knowledge of the methods and problems of organization and program management
• Research and interviewing techniques
• Principles of individual and group behavior
• The ability to rapidly acquire such knowledge of the organization, procedures and activities of the specific campus to which the position is assigned
• Knowledge of basic principles, practices and major trends in the Student Services field to which assigned
• Ability to rapidly acquire a working knowledge of the specific objectives of the campus Student Services program and its relationship to the total campus operation
• Ability to interpret and apply program rules and regulations
• Gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations
• Present clear and concise information orally and in written reports
• Establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations and other private and public agencies

Preferred Skills and Knowledge

• Ability to learn, understand and accurately apply established CSU and CSUEB enrollment policies & procedures, guidelines and admission criteria to assigned work
• Thorough knowledge of office methods, procedures, and practices
• Ability to professionally and effectively interact with prospective and current students, co-workers, and colleagues
• Ability to organize and plan work projects including handling multiple priorities
• Excellent written and verbal communication skills in English including thorough knowledge of grammar, punctuation, and spelling
• Ability and willingness to understand, embrace, and communicate CSUEB marketing messages

Salary and Benefits

Salary Range: $4,482.00 per month to $6,342.00 per month. The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,482.00 per month to $5,412.00 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available on the university website.

Cal State East Bay is not a sponsoring agency for Staff or Management positions and is not an E-Verify employer.

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.