Admissions and Records Specialist

JOB SUMMARY

Orange Coast College (OCC) seeks an equity-minded, classified employee for the position of Admissions & Records Specialist within the Enrollment Services department, Veterans Services division. The role validates federal veteran benefits eligibility, maintains accurate student records, and supports admissions, registration, transcripts, residency, and related services.

• Provide technical information and support on admissions, registration, residency, enrollment status, and fee issues.
• Respond to inquiries from students, faculty, and other departments; interpret guidelines and resolve problems.
• Extract and download data, prepare reports, and audit student and academic data accuracy.
• Interact with students, managers, and staff to facilitate transactions such as petitions, change requests, and exceptional cases.
• Serve as point of contact for student services, collaborating with other district units.
• Compose office correspondence and perform routine clerical services (filing, data entry, mail distribution).
• Scan and process official transcripts, graduation petitions, residency documents, attendance rosters, and related forms.
• Maintain up-to-date knowledge of admissions, registration, and student record policies and procedures.
• Evaluate and correct student biographical and academic records in compliance with educational codes and FERPA.
• Train staff on student information systems and office procedures.
• Assist in representing the college at local, regional, and national events and in external agencies.
• Process application forms, conduct residency reviews, handle late registration and enrollment changes.
• Receive and fulfill transcript requests; verify enrollment status for students and faculty.
• Issue and process instructor records; reconcile registration monies and post payments.
• Manage veteran services: evaluate applications, certify eligibility, process VA paperwork, post payments, and audit refunds.
• Coordinate learning contracts and contracts with external agencies.
• Process grade changes, petitions, and academic renewals.
• Evaluate transcripts for transfer, degree petitions, and academic counseling.
• Provide advising tools, degree audits, and accurate course equivalency information.
• Prepare reports and data for compliance and district needs.
• Perform related duties as assigned, adhering to district policies.

• High school diploma and two years of progressively responsible experience in an admissions/student enrollment function, or equivalent education/experience combination.
• Evidence of sensitivity to diverse academic, socioeconomic, cultural, and disability backgrounds.

• In-depth knowledge of community college admissions, registration, residency, credit transfer, and related regulations.
• Familiarity with college policies for registration, residency, foreign students, disciplinary, and legal processes.
• Basic understanding of U.S. Citizenship and Immigration Services regulations.
• Knowledge of articulation and matriculation concepts.
• Proficiency with office software (word processing, spreadsheet, presentation) and student information systems.
• Strong data entry and report generation skills.
• Excellent written and verbal communication; proper English usage.
• Basic bookkeeping and math skills.
• Customer service skills, phone etiquette, conflict resolution.
• Knowledge of VA regulations and procedures for educational benefits.

• Capable of performing all admissions and records functions independently and collaboratively.
• Ability to learn and apply up-to-date policies and codes.
• Strong analytical, problem‑solving, and prioritization skills.
• Competent with computer operation and office equipment.
• Maintain confidentiality of sensitive information.
• Work under pressure, meet deadlines, and multitask.
• Type at acceptable speed for production requirements.
• Ability to act as cashier and clear banking functions.

• Work performed indoors, with minimal safety considerations.
• Essential functions may vary by position.
• Requires reasonable accommodations for disability as per ADA.

• High school diploma and two years of progressively responsible experience in an admissions/student enrollment function.
• Equivalent education/experience combination acceptable.

• Valid driver’s license may be required.

The Coast Community College District is an equal‑employment‑opportunity employer. We are committed to providing a workplace that is inclusive and diverse. The District does not discriminate unlawfully on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.