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Admissions and Records Evaluator, Categorical (EXTENDED)
South Orange County Community College District in Irvine, California
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Date Posted 07/18/2019
Admin-Admissions and Enrollment
Salary 127 - Step 1 = $4,641 (salary placement in the salary range will be based upon comparable experience and qualifications) -  
Employment Type Classified Staff
Application Deadline Open until filled

Classification Title

Admissions and Records Evaluator

Job Category:

Classified Staff

Job Open Date:


Initial Screening Date


Position ID:


Job Open ID:


Position Title:

Admissions and Records Evaluator, Categorical (EXTENDED)


10-Irvine Valley College


Administration (IVC-030-000)


12 Months/Year

Salary Schedule Link:

Click here for current Salary Schedules

Pay Basis:


Pay Range:

127 - Step 1 = $4,641 (salary placement in the salary range will be based upon comparable experience and qualifications)

% of Range:


Hours per week:


Work Schedule

M-Th 9-6, Fri 8-5 (Please note, the District will observe an alternative 4/10 work schedule from the week of May 27, 2019 through the week of August 9, 2019, exceptions may apply)

Receives Benefits:


Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Permanent link to posting

Summary Description:

Under direction from assigned supervisory or management staff, performs a variety of advanced level technical duties in support of Admissions and Records program activities including evaluation of transcripts; encodes and maintains degree audit and transfer equivalency systems including related programs, tables, reports, and functions; performs other Admissions & Records Specialist and Senior Admission & Records Specialist duties as assigned; prepares a variety of records and reports; and responds to difficult questions and requests for information from students, staff, and the general public received by phone, e-mail, or in-person.

Distinguishing Characteristics:

This is an advanced journey level class in the Admissions and Records Specialist series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including evaluating transcripts, encoding, and maintaining information in the degree audit and transfer equivalency systems. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility and are required to maintain up to date knowledge of degree audit systems and best practices.

Representative Duties:

Duties may include, but are not limited to the example of duties listed in Job Duties. Please see Job Duties for details.

Knowledge of:

Operations, services, and activities of an Admissions and Records program area.
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the state education code.
District policies and requirements regarding admissions and records, transcript evaluation, transfer of credit units, appeal resolution, and general evaluation and transfer requirements.
Requirements for CSU and IGETC CSU/UC certification requirements.
Computerized data collection, management, manipulation, analysis, and reporting.
Techniques of testing and troubleshooting a data system.
Articulation of course work.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Business letter writing and basic report preparation.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles and techniques used in providing customer service to a diverse population.
Basic mathematical concepts.
Principles of lead supervision and training.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Understand the organization and operation of the assigned Admissions and Records functional area as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Independently perform the most difficult specialized office support, clerical, and technical duties and activities of a general and specialized nature in support of the assigned Admissions and Records functions.
Lead, organize, and review the work of assigned staff.
Understand the transfer articulation process and student academic data in relation to degree audit and transfer equivalency systems.
Analyze system processes and procedures and make recommendations to increase efficiencies.
Write reports and effectively communicate with technical and functional users.
Independently encode, test, and troubleshoot programs in degree audit and transfer equivalency systems.
Effectively write user guides and present content to system users.
Understand and use system tools and encoding languages.
Adapt to changing technologies and learn functionality of new equipment and systems.
Research and evaluate information.
Analyze data and draw sound conclusions.
Analyze problems and identify alternative solutions.
Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within established procedural guidelines.
Develop recommendations for problematic areas and implement and monitor changes.
Respond to requests and inquiries from students, staff, or the general public; effectively present information in person or on the telephone to students, staff, or the public.
Resolve conflicts and deal effectively with difficult people.
Use sound judgment in recognizing scope of authority.
Type or enter data at a speed necessary for successful job performance.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Equivalent to the completion of two years of College level course work in business administration, computer information, or other related field; a Bachelor’s degree or additional related experience is desirable.


Three years of increasingly responsible technical experience related to admissions and records functions that includes two years of increasingly responsible experience related to the admissions functions and that demonstrates technical ability using application software tools to analyze information; experience with web-based applications highly desirable.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Duties and Responsibilities

Provide customer service related to assigned area; address and provide solutions to customer problems and concerns; respond to questions and requests from students and the general public; serve as technical resource; provide information regarding admissions and records procedures and functions.

Duties and Responsibilities

Analyze, translate, encode, review, and maintain all college program and course-specific requirements and policies for degrees, certificates, and certifications in the degree audit and transfer equivalency systems; utilize the full range of functions including audit reports, tables, rules, degree exceptions, source and target articulation and curriculum requirements, course conditions, sub-requirements, course substitutions, waivers, student information, certificates, transfers, and grade criteria; ensure degree audit and transfer equivalency systems are up-to-date and reflect changes.

Duties and Responsibilities

Review, evaluate, and research incoming transfer records and transcripts/documents from other institutions; audit records including to interpret, equate equivalencies, and determine course content for degrees and patterns to ensure compliance with articulation Title 5 specifications; enter data into the college’s degree audit and transfer equivalency systems as needed.

Duties and Responsibilities

Evaluate student academic records for compliance with eligibility for transfer credit to the appropriate CSU and/or UC system including certification requirements that may be fulfilled by completing general education certification pattern or Intersegmental General Education Transfer Curriculum (IGETC) transfer pattern in alignment with articulation agreements.

Duties and Responsibilities

Evaluate student academic records in compliance with District policy and the state education code with respect to Title 5 for students seeking Associate Degrees, Certificates of Achievement, Certificates of Competency, and other degrees/certificates.

Duties and Responsibilities

Review waiver/substitution petition forms for course accuracy and compliance with board policies of curriculum; receive and process petitions for evaluation for –career technical certification; screen applications and send acceptance or denial correspondence.

Duties and Responsibilities

Evaluate nursing applications for entrance into nursing program; ensure compliance with state board mandates, college curriculum, and documentation assessment; coordinate and maintain communications with Board of Registered Nursing regarding updates and changes of policies.

Duties and Responsibilities

Interpret, advise, and assist faculty, administrators, and students in the evaluation of proper courses required for graduation, general education, l career technical certificates, certificate of competency, registered nursing program, occupational skills awards, and other programs offered; provide assistance in other evaluation–related issues including course content, equivalencies, course requirements, and course substitutions.

Duties and Responsibilities

Verify eligibility and credit attained for classes completed by exam or advanced placement.

Duties and Responsibilities

Advise students and faculty of course waivers or substitutions; advise counselors regarding student records; problem solve with counselors as requested in analyzing degree audit records and transfer equivalencies; make appropriate recommendations including plan of corrective action.

Duties and Responsibilities

Work with appropriate constituents, including counselors, students, and faculty, to analyze, interpret, apply, and explain appropriate rules and requirements for program completion and transfer credit as encoded in the degree audit and transfer equivalency systems; implement program specifications using proper syntax to build rules, requirements for programs, certificates and degrees offered by the colleges.

Duties and Responsibilities

Advise faculty, administrators, and counselors from other colleges and universities outside of the District and/or state regarding course transfers and acceptability including course equivalencies and course content requirements; respond to inquiries from four-year colleges regarding evaluation of transfer requirements and articulated courses.

Duties and Responsibilities

Research applicability of courses from private, independent, in-state, and out-of-state colleges and universities to ensure state and local requirements are met; research appropriate transfer courses for CSU GEC, UC IGETC, and CSU IGETC certification from other institutions; research and document the accreditation for colleges/universities.

Duties and Responsibilities

Act as liaison to other departments and staff regarding degree audit and transfer equivalency systems; conduct workshops for users; develop and provide training and documentation to users on proper and efficient degree audit and transfer equivalency systems operations; assist users in resolving online/web data output.

Duties and Responsibilities

Maintain appropriate documentation and records; identify, collect, and assemble source documents from appropriate college offices or units; enter information into appropriate database.

Duties and Responsibilities

Analyze illegal repeat report; recommend student to be dropped from classes.

Duties and Responsibilities

Test degree audit and transfer equivalency encoding for quality control purposes; test control of input and output documents; identify and correct encoding errors in degree audit and transfer equivalency configurations; determine degree audit and transfer equivalency data communication problem sources and resolve them effectively; perform complex degree audit analysis, process mapping, training and documentation for the degree audit program; identify, code, test, troubleshoot and maintain the Degree Audit program; review results with faculty and staff.

Duties and Responsibilities

Compute statistical data; initiate queries and generate reports, lists, and documents; run batch audits as needed.

Duties and Responsibilities

Prepare procedural manuals; update procedural manual with changes made to programs and new office requirements; provide recommendations for changes in operations and procedures.

Duties and Responsibilities

Attend and participate in pertinent college meetings and committees.

Duties and Responsibilities

Maintain awareness of new trends and developments in the field; attend product user conferences and workshops; incorporate new developments as appropriate.

Duties and Responsibilities

Perform a full range of Admissions and Records Specialist and Senior Admissions & Records Specialist duties and responsibilities as required in support of office operations and activities.

Duties and Responsibilities

Interview, recommend the hiring of, train and supervise staff and student assistants.

Duties and Responsibilities

Perform related duties as required.

*Please mention to employers when applying for this job*
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