Project Specialist (IVC - A&R

Summary Description

The Project Specialist (Admissions & Records) provides comprehensive administrative, operational, and customer service support for the Admissions and Records department. This role assists students throughout the application and enrollment process, maintains accurate records, and supports key initiatives such as system implementation and fraud mitigation efforts. The position also helps coordinate front desk operations and student worker activities, ensuring efficient service delivery during both regular and peak enrollment periods.

• Enter and maintain accurate data in the IVC Student Inquiry Log and other tracking systems.
• Assist students with the application process, providing guidance and answering questions.
• Scan, copy, and print student documents (e.g., transcripts) to support application processing and verification.
• Assist with reviewing dynamic forms and student requests.
• Assist with the processing and coordination of Middle and High School Dual Enrollment process.
• Assist with fraud mitigation efforts by identifying and escalating suspicious or inconsistent information.
• Assist with scheduling and training Front Desk temporary staff.
• Track hours for student workers, ensuring compliance with departmental expectations.
• Provide general clerical and administrative support to Senior Admissions and Records Specialists during the implementation of the new application system.
• Deliver customer service support during peak enrollment periods, including in‑person counter assistance, phone support and mail processing and response.
• Assist with maintaining organized records and ensure compliance with institutional policies and procedures.

• Student admissions and records processes, preferably in a higher education setting.
• Basic office procedures, recordkeeping, and data entry best practices.
• Customer service principles and practices.
• Confidentiality requirements, including handling sensitive student information.

• Accurately input, review, and maintain data in multiple systems and databases.
• Interpret and apply policies, procedures, and guidelines.
• Communicate effectively, both verbally and in writing, with diverse populations.
• Provide high-quality customer service in a fast‑paced, high‑volume environment.
• Identify discrepancies or potential fraud and escalate appropriately.
• Prioritize tasks, meet deadlines, and manage multiple responsibilities.
• Train, guide, and support temporary staff and student workers.
• Adapt to new systems, technologies, and process changes.

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 is performed primarily in a standard office environment. The role requires frequent use of computers and other office equipment. Physical demands include sitting for extended periods, repetitive hand and finger motions, reaching, bending, and occasional lifting of materials up to 25 pounds.

TBD – Schedule and shift vary and are subject to change in accordance with the department's needs.

Hours per Week:
Up to 25

This is a short‑term, temporary, hourly Non‑Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1st through June 30th).
Short‑term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis. Education Code Section 88003 states “Short‑term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.”

After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District (SOCCCD) as a short‑term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the SOCCCD. The assignment may be shortened or extended at any time, due to…