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Job Title

DIRECTOR, ADMISSIONS & RECORDS

Company

CHAFFEY COLLEGE

Location

Rancho Cucamonga, CA

Job Description

CHAFFEY COLLEGE

Invites applications for:

DIRECTOR, ADMISSIONS & RECORDS

Application deadline: Wednesday, October 27, 2010   4:00 PM

POSITION DESCRIPTION

Under the direction of a dean, plan, organize, control and direct the admissions and registration program; develop procedures and policies to increase the effectiveness of the admissions and registration program.  This is a classified supervisory position.  It requires thorough knowledge of community college admissions/registration programs, including state mandates; knowledge of office organization, personnel management, supervision, public relations and communication skills.

SCOPE OF ASSIGNMENT

Plan, organize, develop, implement and supervise the admission and registration program.  Develop and update procedures and policies to increase the effectiveness of the Admission and registration program.  Assist in the development of policies and procedures as mandated by the California Education Code in accordance with Matriculation mandates.

Responsibilities include, but are not limited to, the following:

  • Plan, organize, control and direct a variety of programs, projects and activities related to the admission, records and registration program. 
  • As the custodian of records, coordinate and develop policies and procedures to protect the confidentiality of student records.
  • Provide technical expertise regarding assigned functions; formulate and develop policies, procedures and forms for use by the Admissions and Records Office. 
  • Develop and implement long and short-term plans and activities; develop the Annual Planning Guide for Admissions and Records. 
  • Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files.
  • Prepare and submit to Educational Services, the Admissions and Registration Program segment of the college catalog and schedule of classes.
  • Interpret and implement federal and state regulations governing admissions and records; maintain current knowledge of regulations; develop and implement policies and procedures to comply with changes in regulations, law and college needs.
  • Employ the shared governance process when introducing new registration initiatives that could impact students, faculty and the community.
  • Act on a variety of student petitions, including entering class late, waiving the drop fee, dropping classes and inter-district releases.
  • Communicate with other administrators, District personnel and others to coordinate activities and programs, resolve issues and conflicts and exchange information; serve as resource for staff, faculty and community regarding admission and registration policies or issues.
  • Implement college policies, including Matriculation components, retention and destruction of educational records, student residency determination, grading, credit by examination, student evaluation of academic records and transcripts, probation and dismissal, issuance of diplomas, confidentiality of student records and others.
  • Assist with the selection of new staff; train, supervise, evaluate the performance of assigned personnel; coordinate and arrange for appropriate training of subordinates; provide technical direction and guidance; counsel and discipline employees as needed; develop work and vacation schedules to assure appropriate staffing levels and workloads.
  • Coordinate the Matriculation activities with Educational Services, instructional divisions and departments, Business Services and Computing Services.
  • Develop and prepare the annual budget for the Admissions and Records Office; analyze and review budgetary and financial data; monitor and authorize expenditures in accordance with established guidelines.
  • Plan, organize and review registration activities on multiple campuses.
  • Coordinate District-wide applicable training at multiple campuses on policies and procedures, system upgrades, general registration and cashiering processes, and to ensure consistency of department services.
  • Coordinate internal and external audits with District’s auditor to ensure 100% compliance with registration, residency, concurrent enrollment, and student accounts.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS 

  • Bachelor of Arts Degree or equivalent combination of education, training or work experience.
  • Two years technical experience in the delivery of an admission and registration program involving frequent public contact.
  • Demonstrated knowledge of modern office organization methods and procedures.
  • Demonstrated knowledge of supervisory principles.
  • Demonstrated knowledge of modern budgetary and record keeping procedures.
  • Demonstrated ability to supervise others.
  • Demonstrated ability to interpret state and college admission and registration regulations.
  • Demonstrated knowledge of community college programs, classes, policies and procedures.
  • Demonstrated knowledge of data processing applications.
  • Demonstrated skills to analyze situations accurately and adopt an effective course of action.
  • Demonstrated ability to communicate effectively both orally and written with a diverse student, staff and community population.
  • Demonstrated ability to establish and maintain effective working relationships.
  • Clear evidence of a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Knowledge of:

  • Laws, policies and regulations related to community college admissions, records, registration and graduation requirements.
  • Micro and mainframe computer applications.
  • Budget preparation and control.
  • Student services programs.
  • Matriculation, counseling and transfer practices.
  • Principles and practices of personnel management training and supervision.
  • Thorough knowledge of the Family Education Rights and Privacy Act regulations.

Ability to:

  • Envision new work strategies utilizing state of the art technology to support and enhance admissions, records, and cashier’s services that will optimize efficiency and production and reduce cost.
  • Devise and implement new and improved registration, enrollment and record-keeping systems.
  • Prepare clear and concise reports.
  • Exercise initiative and independent judgment.
  • Maintain current knowledge of guidelines, regulations, and application procedures for a variety of admissions and records processes and reporting requirements.
  • Develop and implement processes and procedures to support changes in regulations, college policies, and student needs.
  • Communicate effectively both orally and in writing.
  • Interpret and apply rules and regulations.
  • Collect and analyze data.
  • Prepare reports and make recommendations.
  • Supervise, train and evaluate staff and enforce policies and procedures.
  • Establish and maintain cooperative and effective working relationships with others.
  • Support and assist in the implementation of recruitment programs and high school articulation.

DESIRABLE QUALIFICATIONS

  • Master’s Degree.
  • Supervisory/management experience in a California Community College setting. 
  • Familiarity with Datatel’s Colleague Administrative database or similar fourth-generation software.
  • Five (5) years of increasingly responsible experience in admissions and registration including at least three (3) years of experience in a supervisory capacity at the college level.
  • General knowledge and understanding of Veterans Administration certification processes and regulations
  • Bilingual-Spanish preferred.

CONDITIONS OF EMPLOYMENT

This is a 12-month, full-time position.  Level III Range 20 of the Management Personnel Plan, with a starting salary range of Step A, $7,403/month to Step C, $8,173/month.  Progresses over time to $9,951/month.  Effective date of employment will be as soon as a successful candidate is selected and a mutually agreed upon date is determined.

EXCEPTIONAL BENEFITS PACKAGE

Health care, dental program, and vision services for employees and eligible dependents; employee life insurance; vacation; sick leave; and retirement coverage through the California Public Employee Retirement System (PERS).

THE APPLICATION PROCESS

Applications must be filled out completely and in detail and clearly show that the applicant meets the minimum qualifications as set forth in the announcement.  Application package must include:

District Application

(Completion of all sections is required.  Do not mark “See Resume”)

Letter of Application

(State briefly how you meet the qualifications)

Resume

Professional Reference List

(Include names, current addresses, phone numbers, and email addresses)

Copy of Transcripts

(Transcripts must indicate degree earned/conferred.  Official transcripts required upon hire.)

The College does not return materials submitted in application for a position.  Please do not include any additional documents not required in the Application Process section.

Application and information may be obtained from Chaffey College, Department of Human Resources (909) 652-6534 or http://www1.chaffey.edu/humres/adminmain.shtml

Completed application and related materials must be received by Human Resources no later than 4 PM on the date of the application deadline.  Foreign transcripts must be transcribed and evaluated in English by a bonafide evaluation service.  Educational requirements must be met on or before the closing date.  Applications received after the filing deadline will not be accepted for any reason, and failure to submit all required application materials may result in the applicant not being considered for the position.  A postmark is not acceptable for this purpose.

Submission of application and related materials is the applicant’s responsibility.  The District reserves the right to readvertise the position or to delay indefinitely the employment of a person for a position if it is deemed that applicants for the position do not constitute an adequate applicant pool.  Applicants should promptly notify the Department of Human Resources of any change of address and/or phone number.

(OVER)

All application materials are subject to investigation and verification.  False statements will be cause for disqualification or discharge from employment.

THE SELECTION PROCESS

A screening committee will conduct all minimum qualification appraisals as set forth on the announcement and reserves the right to limit the number of interviews granted.  Meeting the minimum qualifications for a position does not assure the applicant an interview.  Applicants selected for an interview will be notified of the time and place of the interview.  Interviews are usually held on the Chaffey College campus and are conducted by an Interview Committee.  Additional interviews may be required.  Reasonable accommodations are provided to persons with disabilities.  Should you feel you have any need for accommodation due to a disability, please indicate this request on the supplemental application form or contact the Department of Human Resources. Travel costs related to an interview will be borne by the applicant.

THE DISTRICT

The College District serves a population of 800,000 in the west end of the vibrant Inland Empire of San Bernardino County, where the communities of Chino, Chino Hills, Fontana, Guasti, Montclair, Mt. Baldy, Ontario, Rancho Cucamonga (Alta Loma, Cucamonga, and Etiwanda) and Upland are located.  Four high school districts are contained in these communities.

THE COLLEGE

Chaffey College, one of the first colleges to be established in California, is a two-year public community college situated in an area of natural and tranquil beauty in Southern California.  The Rancho Cucamonga campus occupies 200 acres of rolling lawns and native foliage in the foothills of the majestic San Gabriel Mountains.  Founded in 1883 as a private college, Chaffey has been a publicly funded college since 1916.  Chaffey courses are offered at the college’s three campuses in Rancho Cucamonga, Chino, and Fontana

CURRICULA

Chaffey College has lower division courses for students who plan to transfer to a four-year college or university, occupational courses for students who wish to gain competence in employable skills, or who wish to improve their skills, and general education courses for all students to provide them with an awareness of the ideas and ideals of our cultural heritage.

Transfer programs meet the lower division requirements of four-year colleges and universities.  Occupational programs are kept current and latest information on occupational requirements is made available to students through interaction with community leaders and advisory committees.

In addition, Success Centers, both on- and off-campus, provide the community with resource centers for the development of basic skills.  At these centers, students can improve their basic skills and secure tutoring and special supplementary materials.

All application materials must be submitted to:

CHAFFEY COLLEGE
Human Resources
5885 Haven Avenue, Rancho Cucamonga, CA  91737-3002

Chaffey Community College District is committed to equal employment opportunity.                  10-11/09M

jeid-432fd67a327e340d584502ddcd7e7363

Position Type

Full-Time

Job Functions

Director

Department/Division

ADMISSIONS & RECORDS

Benefits

Salary Range

Travel Level

Education

Minimum Experience

Professional Designation

Contact Name

Department of Human Resources

Contact Phone

(909) 652-6534

Contact Fax

Contact E-mail Address

Approved

Yes

Approval Date

10/7/2010 12:00 AM
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