Job Description

Admissions & Records Office Supervisor

• Plans, schedules, supervises, and participates in the day-to-day work of the clerical unit in the admissions and records office which performs a wide variety of functions related to student registration and class enrollment, attendance, grading, transfers, and graduation.
• Selects, trains, and supervises assigned clerical admissions and records staff.
• Interprets District policies, rules and regulations, and operational procedures associated with admissions and records.
• Answers inquiries and investigates and resolves the non-routine problems related to registration, enrollment, fee assessments, attendance, residency and graduation requirements, and other related areas.
• Assists in the coordination of any off-campus admissions and registration.
• Assists in coordinating procedures with other offices such as the business office, financial aid, counseling, and other student services programs.
• Utilizes standard office software applications to compile data and prepare reports and correspondence concerning student admissions and records matters.
• Utilizes specialized computer application programs used for applications, electronic transcripts, and degree audits.
• Attends and participates in seminars, conferences, workshops, and other meetings related to admissions and records.
• Reviews and supervises the processing of documents and petitions for grade changes, withdrawals, transfers, graduation, academic and progress renewals, etc.
• Performs related duties as assigned.

• An Admissions and Records Office Supervisor supervises and participates in the technical and clerical work in a college admissions and records office on the day shift at a smaller college or the evening shift at a larger college.
• A Senior Admissions and Records Office Supervisor supervises the day-to-day clerical and technical operations of a college admissions and records office and resolves the most complex and difficult technical problems of the office.
• An Admissions and Evaluation Technician applies judgment and specialized knowledge in the evaluation of student records for the purpose of determining eligibility and status of entering students and of students who petition to graduate. The work is performed with relative independence and requires the ability to explain regulations and procedures to students.

• Policies, rules, regulations, and procedures relating to enrollment, registration, grading, transfer, and graduation of students from college programs and specially funded programs
• Practices and procedures of office management
• Principles of supervision and training
• Capabilities of computer applications, systems, and hardware used in the operations of an admissions and records office
• Research techniques and sources of reference material and information pertaining to admissions
• Letter, memorandum, and report formats
• Recordkeeping procedures

• Plan, assign, and supervise the work of assigned staff
• Evaluate work methods and performances
• Understand, interpret, and apply the rules and procedures governing registration, enrollment, transfers, and graduation
• Establish and maintain effective relationships with administrators, staff, students, and the public
• Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement
• Communicate effectively orally and in writing
• Keep information confidential
• Effectively utilize computer equipment and software in the performance of duties
• Assess situations correctly and take effective action
• Gather, compile, and interpret statistical data
• Meet schedules and time lines
• Prepare comprehensive reports and correspondence
• Give clear and concise instructions
• Travel to off-site events and meetings
• Learn specialized computer applications

• A valid Class "C" California driver's license is required.
• Travel to locations throughout the District is required.

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• At least 15 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program