Assistant Director of Admissions & Records

Description

Under the direction of the assigned manager, assist in the overall direct supervision of student services dealing with student admissions, registration, and maintenance of records, coordinate data processing services; provide supervision of staff; and provide support to faculty inquiries. Serve as Assistant Registrar for the District.

ESSENTIAL FUNCTIONS:

• Manage and provide leadership for the daily operations of the Admissions and Records Office, ensuring practices and procedures are compliant with district policies and state and federal regulations.
• Support the interviewing, supervising, training, and evaluation department staff.
• Act on behalf of the Director of Admissions and Records in their absence.
• Serve as Assistant Registrar and assistant custodian of student records.
• Provide managerial oversight of graduation evaluation and transfer certification processes to ensure accuracy, compliance, and consistency with district and state requirements.
• Proactively support faculty, students, and campus partners by addressing inquiries and facilitating solutions related to enrollment, prerequisite issues, evaluations, and policy or procedure questions.
• Collaborate with staff to meet goals set by the Director of Admissions & Records for important milestones.
• Ensure Admissions & Records web content is accurate, current, and compliant with district and regulatory standards.
• Serve as a technical liaison to Information Technology for the Admissions and Records staff and a technical backup for the Director. Assist in troubleshooting system problems and assessing computing needs; make recommendations for program changes.
• Work with Information Technology on pending programming issues and testing.
• Provide oversight of the alignment between approved curriculum and registration processes to ensure prerequisite requirements are accurately maintained and compliant within the Student Information System.
• In coordination with the A&R System Analyst, ensure that the Student Information System is functioning properly and respond immediately to problems; working with Information Technology to resolve issues; ensuring that all beginning of term and end of term processes are accurate and completed in a timely manner, in particular, those that relate to MIS data reporting.
• Participate in developing and monitoring the departmental budget; recommend resource allocations to support operational goals.
• Facilitate ongoing communication and collaboration with counseling services, curriculum articulation, financial accounting, and financial aid to ensure seamless coordination across departments.
• Support the Director in ensuring proper application of policies, codes, rules, and regulations in collaboration with students, faculty, administration, and staff.
• Serve as the assistant compliance officer for FERPA for the district.
• Support the Director in coordinating and responding to audits to ensure compliance with registration, residency, concurrent enrollment, and student accounts.
• Support the Director in the preparation of fiscal reports, studies, surveys and program review.
• Support planning and coordination of registration cycles in partnership with Instruction, Student Services, and Information Technology.
• Support the Director in collecting and maintaining faculty rosters and grades, ensuring timely completion. Provides assistance to faculty as needed, addressing corrections, updates, and related issues.
• Contribute to the development and revision of departmental and institutional policies, procedures, and manuals related to student matriculation processes, academic records, and enrollment compliance.
• Perform related duties and responsibilities as assigned.

Knowledge of:

• State and federal regulations of a comprehensive Admissions and Records program.
• Policies regarding student admissions, registration, records and transcript requirements.
• Pertinent federal, state and local laws, codes and regulations including the California Education Code and California Title 5 requirements and federal requirements for student residence, grading, testing, admissions, records, curriculum, and general education.
• Records retention and management.
• Graduation and transfer requirements for community colleges.
• Principles of supervision, training and office management.
• Computer systems and software applications related to admissions, registration and records.

Ability to:

• Assist in the planning, coordinating and providing day-to-day leadership.
• Lead a team to ensure high performance and a customer service-oriented work environment.
• Communicate effectively both orally and in writing.
• Keep current on program rules, regulations, requirements and restrictions.
• Compile and analyze data.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual…