Recruitment Type:Open (Internal and External applicants)
Special Instructions to Applicants
NOTE: New employees will be placed at the first step which is $4,266 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $5,198 per month is reached on the salary schedule.
Position TitleAdmissions/Records Assistant, Lead
LocationSan Ramon Campus
# of Openings1
Salary$4,266/ month (See special instructions for salary placement guidelines)
Overtime StatusNon-Exempt (eligible)
If temporary, employment duration:n/a
# of Hours Scheduled Per Week40
Work Schedule By Day and Work Hours
Monday – Thursday 8:00 am – 5:45 pm
Friday – 8:30 am – 1:30 pm
Monday – Thursday
7:45 am – 6:45 pm
Shift Differential %N/A
# of Months12
EEO Job CategoryClerical/Secretarial
DepartmentS1051- SRC Administrative
To provide assistance in the coordination of day-to-day operations of the Admissions and Records Office; to perform complex tasks and provide lead technical and functional supervision; and to implement office policies and procedures.
Admissions/Records Assistant I – Positions assigned to classification are generally task focused and consistent on a day-to-day basis. Employees in this position may be required to provide general and specific information at a student service counter, as well as to perform general clerical duties.
Admissions/Records Assistant II – Positions assigned to this classification are distinguished from that of Admissions/Records Assistant I by specialization in an area such as the interpretation or application of federal or District regulations.
Admissions/Records Assistant, Senior – Positions assigned to this classification perform the more difficult admissions/records tasks and provide technical or functional supervision and assistance to less experienced personnel.
Admissions/Records Assistant, Lead – Positions in this classification will help train and coordinate admissions/records personnel. Employees in this position serve as an assistant to the Director of Admissions/Records and provides on-going technical and functional lead supervision to the office staff.
Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Assists the manager in the coordination of day –to-day office activities.
Performs technical work, including registration set-up and coding and auditing materials for input to the data processing system.
Provides information to students, faculty and others regarding enrollment processes, grades, class schedules and department policies and procedures.
Interprets and provides information on routine policies and procedures pertaining to admissions and records.
Receives money in payment of registration fees; balances cash boxes and verifies receipts; assists in the coordination of student fee collection.
May provide direction, training, guidance and work review to the Admissions and Records staff or other specialized functions.
Coordinates and monitors the work flow of Admissions and Records staff.
Programs requirements for evaluations in the degree audit system.
Maintains certificates and transfer evaluations in college degree audit system.
Develops and maintains the degree audit system and rules.
Administers articulation agreements with accredited colleges and universities.
Maintains admissions and records website by updating published information as required.
Registers students into classes by accurately inputting student and class information into the Enterprise Resource Planning (ERP) System.
Delegates and oversees the checking of athletic eligibility and the processing of Veterans Administration assistance records.
Assists in the creation of admissions and records procedures with other lead admissions and records assistants and managers that are consistent with college, District and state regulations.
Participates in training activities to maintain current knowledge of Admissions and Records regulations and procedures.
Oversees reconstruction of student records and grade changes and maintains the security and integrity of student records.
Resolves complex issues regarding student registration, admission, records maintenance and research.
Performs related duties as assigned.
EXPERIENCE AND TRAINING
Four (4) years of technical experience in a college Admissions and Records office performing admissions and records duties, including one year of experience performing technical and functional supervision.
EDUCATION/LICENSE OR CERTIFICATE
Possession of an Associate degree from an accredited college, or the equivalent.
Minimum Qualification-Knowledge Of
General principles of records management.
Enterprise Resource Planning (ERP) System.
Student educational plans.
College, District and state regulations, policies and procedures.
Data system operations, including program content as it relates to registration and admissions.
Procedures, policies, rules, precedents and regulations regarding college admissions and records.
Current operations and business practices relevant to the department of Admissions and Records.
English usage, grammar, spelling, and vocabulary.
Modern office methods, procedures and equipment.
Modern software applications (e.g. Microsoft Office, etc.).
Principles of training and supervision.
Interpretation and evaluation of student records.
Minimum Qualification-Skill To
Plan, train, direct and prioritize the work of others.
Interpret and apply the rules, regulations, and policies governing registration and admissions work.
Adapt to changing circumstances, multi-task and handle stressful situations.
Communicate effectively, both orally and in writing.
Perform technical duties of admissions and registration.
Keyboard with accuracy.
Work on complex software systems for inputting and monitoring student records.
Prepare and maintain accurate and complete records and reports.
Apply critical thinking skills to make appropriate decisions regarding the acceptance and placement of college coursework.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
Experience evaluating transcripts and equating equivalencies for degree and transfer requirements.
Experience researching Education Code, California Title 5 regulations, and other regulations as they pertain to Admissions and Records policies and procedures.
Demonstrated ability to determine priorities and handle multiple projects and assignments independently as well as part of a team.
Ability to train others in policies, processes and procedures with a strong underlying commitment to the principle of continuous improvement.
Demonstrated ability to troubleshoot complex issues and work collaboratively with faculty, staff, and students in the process.
Interest or experience in participating in unit, campus and/or college committees and/or work groups.
Job Open Date:05/23/2019
Job Close Date:06/13/2019
Open Until FilledYes
It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.
About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.
Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.
As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 52,088 students a year, in 2017-18 fiscal year the demographic make-up of the students was 10% Black/African American; 17% Asian/Pacific Islander; 33% Hispanic/Latino; 29% White/Caucasian; and 11% Other.
The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.
Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.
Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.
Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50.
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to firstname.lastname@example.org. For administrative purposes, requests must be made at the time of application.