Student Support Specialist - Admissions & Records

Cabrillo-College; Watsonville (CA); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

CalPERS retirement

Employee Assistance Program

Paid holidays

Sick leave

Vacation leave

Job summary

Cabrillo College is seeking a dedicated Student Support Specialist - Admissions & Records to join our Watsonville campus team onsite. You will provide front-line service, verify enrollment forms, assist students with corrections, and help with counseling scheduling and cashiering in a supportive, student-centered environment.

We value diversity and experience with confidential student data, and we offer a comprehensive benefits package, fixed schedule, and opportunities for professional growth

Qualifications

• High school diploma or GED and two years of clerical support experience.
• Bilingual Spanish skills are desirable.
• Ability to work with diverse student populations and maintain confidentiality.

Responsibilities

• Provide front counter customer service and answer questions.
• Process applications, forms, and student records with accuracy.
• Schedule counseling appointments and assist with outreach and campus tours.
• Track and report data using spreadsheets and databases.
• Process payments, reconcile cash drawers, and prepare deposits.
• Assist with trainings, events, and daily office workflows.

Skills

Customer service

Data entry

Front desk support

Cash handling

Bilingual Spanish

Education

High school diploma or GED

Two years clerical experience

Equivalent education/experience

Tools

Spreadsheets

Databases

Word processing

Email

Job description

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population, promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is a Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

This full-time, 12-month-per-year Student Support Specialist - Admissions & Records position works onsite primarily at our Watsonville campus, but may work at other locations as required, performs routine to complex administrative support in an assigned student services center or department; provides front-counter support to students; verifies accuracy of enrollment forms and financial aid forms and assists students in correction/completion; schedules counseling appointments; performs and reconciles cashiering; assists with outreach and campus tours; assists with student employment and career research; creates and maintains department-specific tracking systems, reports, records and files required for work processes; and performs related duties as assigned.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 10,500+ students per term. As of the 2025 Academic Year, 71% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (49%), Multi Ethnic (20%), Asian (1%), Black Non-Hispanic (<1%), Filipino (<1%), American Indian/Alaskan Native(<1%) and Pacific Islander (<1%). In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

COMPENSATION AND BENEFITS

Starting Salary Range: $4,660 to $5,394 per month; plus 5% annual increases up to step 7; maximum initial salary step placement on the classified salary schedule is step 4. Full-time (40 hours per week) assignment, 12 months per year. Monday through Friday, 8:00 a.m. – 5:00 p.m. with evenings and weekends as required.

Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and, as such, contribute 8% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification. Salary is subject to proration based on the beginning date of assignment. Cabrillo is unable to sponsor work visas.

Benefits: Our comprehensive benefits package includes medical, dental, life, short- and long-term, and vision (optional) insurance provided at a share of cost on a pre-tax basis, CalPERS Retirement, and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance

This opportunity is a full-time assignment, months per year.

• Twelve (12) days of vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10)

• Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually

• Nineteen (19) paid holidays annually

• Five percent (5%) Longevity award annually after ten (10) years of service, with increases to fifteen percent (15%) at twenty (20) years

• Professional Growth educational incentive program

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Facilitates the day-to-day operation of Admissions & Records; performs customer service at a front desk, via email, or over the phone; answers questions and explains service processes, procedures, rules and guidelines; screens students and the public for a variety of services; schedules appointments and enrolls students in workshops; assists students in accessing Admissions & Records services.

• Assists students with understanding and completing information and/or forms; reviews admissions and records forms for completion and assists students with electronic submission processes; reviews and scans transcripts and course equivalency information, graduation articulation requirements and transfer information; checks status of fee payments, waivers and financial aid.

• Tracks and inputs student and financial data into appropriate systems; processes various applications, forms and student records; prepares for review and submits statistical records and reports.

• Collects and processes a variety of student fee payments; safeguards student privacy; verifies and issues guest and student one-day parking passes; collects money for student parking permits, parking citations and bus passes; authorizes parking permit refunds; balances and reconciles cash drawers and prepares daily cash reports and deposits; records daily deposits in appropriate systems.

• Enters and retrieves data and prepares periodic and special reports, correspondence and other written materials using a personal computer system and various software such as email, word processing, spreadsheets and databases; performs basic research; develops, tracks, reconciles and reports administrative processes, metrics and documents; creates and maintains electronic and physical filing systems.

As assigned

• Provides information to students, faculty, and the community on processes, policies and procedures; assists students, faculty, staff, and the public on the use of specialized software and the internet for information searches; processes applications, timesheets, background checks and other student documentation.

• Counts, audits and verifies daily receipts from front counter, including check, cash and credit card totals; audits and verifies daily deposits; reviews and verifies financial report totals and identifies, researches and corrects errors, within established policies and procedures.

OTHER DUTIES

• Assists with the training of student aides; monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards.

• May assist with classroom presentations, workshops, outreach events and major events on campus.

• Performs related duties as assigned.

EDUCATION AND EXPERIENCE

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty, and staff AND

• Graduation from high school or GED equivalent, AND two (2) years of clerical support experience, preferably involving frequent public or student contact OR

• An equivalent combination of training and experience

PLEASE NOTE: Additional education may be substituted for the experience on a year-for-year basis up to two (2) years.

DESIRABLE

• Bilingual skills in Spanish

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices, procedures and equipment including knowledge of computers and applicable software programs.

• Customer service practices and telephone etiquette.

• District rules, policies and procedures applicable to Admissions & Records operations.

• Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation.

• Basic bookkeeping and elementary accounting practices and procedures.

• Applicable sections of the California Education Code, Title V, and other applicable laws.

• The Family Educational Rights and Privacy Act and other District, state, and federal laws, rules, regulations, and policies governing student records.

Skills and Abilities to:

• Provide customer service in person and over the phone.

• Comprehend requests for information or assistance, identify appropriate resources, and effectively provide service.

• Review student applications and forms for completeness and accuracy.

• Type accurately at a speed necessary to meet the requirements of the position.

• Track and report statistical information utilizing complex spreadsheets and databases.

• Perform mathematical calculations.

• Interpret, explain, and apply complex legal mandates, regulations, guidelines, policies, and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.

• Exercise tact and diplomacy in dealing with sensitive, complex, and confidential student issues and situations.

• Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.

• Maintain confidentiality of District and student files and records.

• Communicate effectively, both orally and in writing.

• Understand and follow written and oral instructions.

• Establish and maintain effective working relationships.

• Uphold the District's mission, values, and objectives including equity and Guided Pathways.

• Support an inclusive work environment that fosters diversity, respect and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS

• A valid California driver's license or ability to access and use alternative transportation.

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes). Cabrillo is an E-Verify employer.

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at [e-mail].