Admissions & Records Specialist, Senior
13 days ago
Costa Mesa
ON-CAMPUS - in-person position) Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as an Admissions & Records Specialist, Senior under the Student Services Wing, as part of the Enrollment Services department. THE COLLEGE - ___ Orange Coast College's 164-acre campus is located in Costa Mesa, just minutes from Southern California's beautiful beaches, with its main campus in Costa Mesa and a campus in Newport Beach (Waterfront Campus). Orange Coast College (OCC) was founded in 1947 with the mission to serve the educational needs of a diverse local and global community. The College empowers students to achieve their goals by providing high-quality, culturally responsive, and innovative programs and services through pathways leading to degrees, transfers, certificates, foundational skills, workforce development, and lifelong learning. The College promotes student development, learning, and equitable outcomes by fostering a respectful, inclusive, caring, and participatory campus climate of student engagement and academic inquiry. Ideal candidates for this position will share OCC's dedication to transforming lives through education, with a strong commitment to serving a diverse and vibrant student population. We currently enroll 18,121 students, the majority of whom are from racially minoritized populations: 39% of OCC's students are Latinx, 2% are African-American, 23% are Asian, less than 1% are Native American, 28% are White, and 6% are multiracial. As a designated Hispanic-Serving Institution (HSI) and an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI), Orange Coast College reflects the dynamic diversity in the region. Orange Coast College (OCC) engages in a wide range of collaborative efforts to foster a culture of educational excellence and inclusivity. With a commitment to providing high-quality academic programs and student-centered support services, OCC creates an environment where all students can thrive. As a diverse and globally-minded institution, the college takes pride in initiatives that empower student communities by promoting cultural synergy across departments, including the Office of Student Equity, the Global Engagement Center, and the Multicultural Center. OCC is a recognized leader in preparing students for transfer to four-year institutions and holds the prestigious designations of both a Hispanic-Serving Institution (HSI) and an Asian American, Native American, and Pacific Islander Serving Institution (AANAPISI). The college also boasts state-of-the-art facilities and is the first community college in Southern California to offer on-campus residential housing with over 300 apartment units, further enhancing the student experience. Orange Coast College Employee-Student Demographic Information Direct Link: ___ THE DEPARTMENT: ___ The Enrollment Center at OCC oversees several functions related to admissions, registration, records, transcript evaluation, graduation, faculty services, veterans services, and the Answer Center (main switchboard). We serve incoming (new and returning), former, and current students throughout their time at OCC and beyond. The Admissions and Records Specialist Senior (Evaluator) serves as a subject matter expert within the Evaluation and Graduation Office and plays a key role in ensuring students' academic records are accurate, complete, and aligned with college, district, and state regulations (including Title 5 and California Education Code). Their work supports graduation, transfer, and program completion. Core responsibilities include reviewing transcripts from other institutions, as well as test scores, to determine prerequisite requirements, course equivalencies, and applying transfer coursework towards local degrees, certificates, and general education patterns. The A&R Specialist Senior is also responsible for reviewing academic records to confirm completion of all graduation requirements to confer degrees and certificates. This position works closely with counselors, the Transfer Center, and the college articulation officer. Evaluators ensure that every student's academic progress is properly documented and that all degree, certificate, and transfer requirements are accurately assessed. Their work upholds academic integrity, supports student success, and ensures compliance with state and institutional standards. ABOUT THE DISTRICT The Coast Community College District is a multi-college district that includes ___, ___, and ___. The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services. Coastline, Golden West, and Orange Coast colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs. Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. The Coast Community College District values diversity, equity, inclusion, access, and anti-racism by creating a culture of inclusive excellence that uplifts employees and students through an environment that is equitable, diverse, inclusive, and accessible. COMMITMENT TO EQUITY & IMPACT The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. Orange Coast College is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on building an inclusive culture and atmosphere of belonging. * * * Ideal candidates for this position will share OCC's commitment to transforming lives through education, with a strong commitment to serving a diverse and vibrant student and employee population. Summary Performs specialized transcript evaluations, providing counselors, academic advisors, and students with accurate and current information pertaining to the use of articulated coursework completed at other institutions of higher learning. Prepares, evaluates, and forwards articulated lower division coursework satisfying general education requirements, including transfer courses taken at other colleges. Performs student graduation checks and evaluates transcripts for acceptability for various college degree and certificate program requirements. Provides direct support to faculty and administrators in the maintenance of institutional attendance accounting and grade records. Ensures student residency has been determined and established; updates all permanent records to reflect current status. Performs the full range of duties associated with certification and processing of student applications for Veterans Administration educational benefits. Distinguishing Career Features The Admissions and Records Specialist, Senior is a specialized position in an Admissions and Records career path. Admissions and Records Technician is the first level position concentrating primarily on customer transactions and fulfilling requests. Advancement to Specialist requires two years as a Technician, and a demonstrated ability to maintain complete student records that include grades, residency determinations, transfer/degree/certificate status, and run processes that calculate student status/academic progress. The Specialist Senior requires at least three years as a Specialist, and recognition as the primary or lead resource in transcript and graduation evaluations, Faculty Services, Admissions, and Residency or Veterans Services. The Specialist Senior also requires a demonstrated ability to perform in any admissions and records functions, including, but not limited to, admissions, registration, residency determination, veteran services, international students, academic progress, student status, permanent records, attendance rosters, and Faculty Services. Essential Duties and Responsibilities Specific duties may vary among departments, divisions, and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned. The Admissions and Records Specialist, Senior serves as a subject matter expert in one or more areas encompassing a portion of these duties; however is fully capable of performing all of the following: • Assists in the selection and functional supervision of temporary, short-term, and student employees. Trains employees on various internal and external technical systems. Monitors other employees' work output and quality of communication., • Interprets college policies and federal and state codes, providing determinations as to whether exceptions are viable and advising on appropriate processes to request feasible exceptions., • Operates with independent judgment while reviewing and processing student and faculty records, as they relate to the assigned area of responsibility., • Ensures that student records are up-to-date. Maintains student records, including updating transcripts, waivers, demographic and vital information, and posting grades and changes., • Interacts with students, managers, faculty, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate., • Answers personal inquiries and telephone calls from students, staff, and the public, and provides technical information and guidance as needed., • Develops and maintains student records and files., • Performs other related duties as assigned that support the objective of the position., • Evaluates graduation petitions for Associate of Arts and Science degrees and certificate petitions. Reviews and verifies treatment of non-traditional credit requests. Determines student eligibility for general education certification to the California State University (CSU) system, Intersegmental General Education Transfer Curriculum (IGETC), and for the University of California (UC) system., • Conducts review of transcripts and enrollment documents to verify that the prerequisite requirements have been met by students. Provides direction to students with any outstanding prerequisites needed to satisfy enrollment requirements., • Reviews and assesses official transcripts from other educational institutions and verifies compliance with transfer policy. Researches and analyzes multiple external sources for course comparability. Reviews high school transcripts and Advanced Placement (AP) scores for appropriate placement and course credit. Determines the equivalency of courses taken at other colleges and institutions., • Verifies course level, content, unit value, and grading system from catalogs or through correspondence with other institutions., • Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities., • Post transferable courses, credits, grades, and GPA to the student's academic record. Post graduation dates and majors, to student's academic record. Prepares and provides graduation lists for publication., • Performs quality control in educational advising by analyzing potential discrepancies or inconsistencies identified while evaluating degree petitions., • Determines student eligibility for general education certification to the CSU, IGETC, and UC systems. May determine student athletic eligibility., • Processes non-traditional credit requests that include advanced placement and course challenges. Evaluates waivers and substitutions., • Serves as a lead and subject matter expert for other Admissions and Records staff supporting admissions, residency, and registration. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one-on-one with students. Assists the director/manager with process flow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks., • Analyzes and evaluates residency documents submitted by students to evidence bona fide residence and authenticity. Assesses complex residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances. Faculty Services, • Serves as a lead and subject matter expert for other Admissions and Records staff supporting Faculty Services and records. Provides ongoing direction and training to counter staff and staff members who may need additional support when working one-on-one with students. Assists the director/manager with process flow, assignment of tasks, and staff work schedules to ensure equal distribution of workload amongst team members and adequate coverage of service desks., • Verifies class enrollment status for students and faculty members., • Ensures that student records are accurately maintained, including permanent records, waivers, registration status, student attendance, instructor drops, and grades, in a lead capacity. Processes grade change petitions, researches discrepancies, and communicates with faculty regarding enrollment changes as needed., • In partnership with academic division offices, research discrepancies and informs instructors of enrollment changes and outstanding records, as needed., • Conducts processes to manage start-of-term and end-of-term procedures, including, but not limited to, creating and distributing add codes, collecting rosters, and posting grades and positive attendance hours. Veteran Services, • Serves as the lead VA School Certifying Official responsible for compliance with all VA regulations outlined in the VA Certifying Official Handbook. Attends regular meetings and conferences to receive updated training and information pertaining to VA regulations, policies, and procedures. Consults with VA officials and other colleges' Certifying Officials for assistance with regulations and procedures for the resolution of complex problems., • Manages VA third-party billing and participation compliance. Responsible for all accounting, including posting payments, reconciliation of accounts, debt management, and processing of refunds to students and third-party contracts. Prepares invoices to thirdparties., • Prepares documents and coordinates the institution's annual application for benefits approval through the California State Approving Agency for Veterans Education (CSAAVE) and multi-year Memorandum of Understanding with the Department of Defense. Knowledge and Skills * The position requires in-depth knowledge of District/college policies, procedures, graduation requirements, residency, veteran's services, permanent records, general education, certification, and course contents. Admissions and Records Specialist, Senior * Requires in-depth knowledge of the procedures and methods involved in the evaluation of student records and transcripts. * Requires a working knowledge of the content, layout, and codes used by colleges in catalogs, course descriptions and course numbering systems. * Requires in-depth knowledge of and skill at using computer-aided student information systems. * Requires a working knowledge of applicable policies and procedures, student record keeping and records accountability requirements, California community college curriculum and course evaluation standards, and State and Federal education codes. * Requires sufficient language skills to prepare professional correspondence. * Requires sufficient customer service skills to work productively with staff and students, resolve problems, and explain technical and procedural concepts. * Requires sufficient math skills to compute sums, portions, statistics, and ratios. * VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations and associated practices, processes and procedures. Abilities * Requires the ability to perform the essential responsibilities and functions of the position. * Requires the ability to evaluate student records to determine graduation eligibility and certification of general education requirements. * Requires the ability to explain and interpret rules, regulations, and policies related to the evaluation of student records. * Requires the ability to conduct research, interpret, analyze, and evaluate student academic transcripts and coursework. * Requires the ability to maintain positive working relationships with a diverse population of students, faculty, staff, and external contacts. * Requires the ability to maintain confidentiality of private and/or sensitive information. * Requires the ability to operate standard office equipment and utilize general and specialized software packages/applications for word processing, spreadsheets, and database maintenance. Physical Abilities • The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources., • Essential functions will vary by position., • As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good-faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.Education and Experience, • The position requires an Associate's degree and three years of progressively responsible experience in an admissions/student enrollment function., • Or, any combination of education and experience which would provide the required equivalent qualifications for the position. AND * Evidence of demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students. (California Code of Regulations Title 5 53022; Education Code Section 87360; Coast Community College District EEO Plan) Licenses and Certificates • May require a valid driver license. Working Conditions, • Work is performed indoors where some safety considerations are minimal. Note: To be eligible for employment, you must possess authorization to work in the United States. The District does not sponsor visas or take over any established visa sponsorship. (ON-CAMPUS - in-person position) This is a permanent, general-funded, full-time (40 hours per week), 12-month per year classified position. The normal hours of work will be Monday through Friday from 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends as needed to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents, and life insurance for the employee. Please note that job offers are conditional and are contingent upon the successful completion of a satisfactory comprehensive background check (including Livescan fingerprinting), satisfactory references, and approval or ratification by the District's Board of Trustees or the Chancellor. * Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. * The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910) * The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Pay Philosophy: Through policies, practices, and other benefit programs, Coast Community College District delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur on July 1 of each year for all Educational Administrator employees. The SELECTED CANDIDATE is required to complete the following before employment: * Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment). * Have fingerprints taken by a Live Scan computer at the candidate's expense. (Clearance must be received before the first day of employment) * Present original documents for proof of eligibility to work in the United States. * Participate in a new hire onboarding appointment with an Employment Services Representative. Application Requirements: A complete application includes: * A complete Coast Community College District Online Employment Application. * Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank). * A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your evidence of demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students. (PDF recommended and not to exceed 3 pages). * A Current Resume of professional experience and educational background. (PDF recommended). The deadline to apply is May 15, 2026. Incomplete applications and application materials submitted by U.S. mail will not be considered. You may seek in-person assistance with the online application by making an appointment with human resources. All applications must be submitted online before the deadline to be considered. Apply online at ___ Reasonable Accommodations Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or email . Selection Procedure * All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview. * Applicants wishing to apply for more than one position must submit separate application materials for each desired position. * Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview. * If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense. * During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise or a hands-on practical. * Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs. * The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, several candidates will be recommended to move forward and will be invited for a second-level interview. * The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews. * The campus President will make the final recommendation for employment to the Board of Trustees. * The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment. * Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment. * The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve. Employment Information * To be considered in the initial committee review, all materials requested in this vacancy notice must be received no later than the filing deadline. Submission of all application materials is the responsibility of the applicant. Applicants wishing to apply for more than one position must submit separate application materials for each desired position. * Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment. * The District reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews. The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve. The College does not return materials submitted in the application for a position. EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person 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. TITLE IX NOTICE TO APPLICANTS The ______provides the crime statistics for calendar years 2022, 2023, and 2024, which were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.
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