Student Support Specialist - Admissions & Records (LTO)

Cabrillo-College; Watsonville (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

Cabrillo College is seeking a Student Support Specialist – Admissions & Records to support student services on the Watsonville campus. This full-time, 12-month role involves front-counter assistance, enrollment form verification, and coordination of counseling appointments.

It requires strong office skills and a focus on accuracy and student service. Qualified candidates will have at least high school completion and clerical experience, with bilingual Spanish a desirable asset.

Qualifications

• Provide frontline student support at the Admissions & Records office.
• Process applications, forms, and student documentation accurately.
• Maintain confidentiality and handle sensitive information per policy.

Responsibilities

• Provide front-counter support to students and staff.
• Verify enrollment and financial aid forms for accuracy.
• Schedule counseling appointments and manage cashiering tasks.
• Create and maintain department-specific tracking systems and reports.

Skills

Customer service

Communication

Data entry

Spreadsheet analysis

Confidentiality

Time management

Education

High school diploma or GED

Two years clerical experience

Tools

Spreadsheets

Databases

Job description

To qualify for this internal lateral transfer opportunity, you must be a current Classified or Confidential employee of Cabrillo College and meet all of the following eligibility requirements:

• Successful completion of your probationary period
• Placed at Range 36 or higher on the Classified salary schedule or Range II or higher on the Confidential salary schedule
• Meet the qualifications of the lateral transfer opportunity as noted in the “Minimum Qualification” section of this job announcement

Unsure of your salary range? Visit HR’s website to view the salary schedule for Classified or Confidential for this position.

This full-time, 100%, 12 months per year Student Support Specialist - Admissions & Records position that 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.

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.

Starting Salary Range: $4,660 to $6,245 per month,plus 5% annual increases up to step 7.Full-time, 100% assignment (40 hours per week), 12 months per year;Monday through Friday, 8:00 a.m. – 5:00 p.m. with evenings and weekends as required.Position scheduled to begin as soon as possible, pending continued categorical funding and Governing Board ratification. Salary is subject to proration based on beginning date of assignment.

Selection procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview.A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email and by accessing your application profile.

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].