Admissions and Records Technician

Admissions and Records Technician

Ventura County Community College District

Salary: $55,428.00 - $76,608.00 Annually

Job Type: Classified

Job Number: 2023-02907c

Location: Districtwide (Ventura County CA), CA

Department: Districtwide

Closing: 3/7/2024 11:59 PM Pacific

Description

WHAT YOU'LL DO:

Under the direction of the Registrar, perform a broad spectrum of complex technical and compliance-driven duties pertaining to admissions, registration, record maintenance, transcripts, student record evaluations, residency determinations, Veteran's Administration, athletic eligibility certification, and other Admissions and Records functions using a variety of methods and automated systems.

There is currently one full-time (12 months/year, 40 hours/week) vacancy located at Ventura College.

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, temporary and regular vacancies for the duration of the list, not to exceed one year.

WHERE YOU'LL WORK

Established in 1925, Ventura College was one of the first community colleges in California and currently has an enrollment of 14,500 students. Located approximately 60 miles north of Los Angeles and 30 miles south of Santa Barbara, the 112-acre campus is set in the rolling hills of Ventura - so close to the ocean that there is a clear view of the Channel Islands from several spots on campus.

More information can be found on the https://www.venturacollege.edu/.

WHO WE ARE

The Ventura County Community College District (VCCCD) is a public community college district serving residents through Ventura County. VCCCD's three colleges - Moorpark College, Oxnard College, and Ventura College - offer programs for transfer to four-year colleges and universities; career technical training, basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement.

The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promotes academic excellence and creates an inclusive educational and work environment for its employees, contractors, students, and the community it serves. With the understanding that a diverse community fosters multi-cultural awareness, promotes mutual understanding and respect, and provides role models for all students, VCCCD is committed to recruiting and employing a diverse and qualified group of administrators, faculty, and staff members who are dedicated to the success of all college students.

The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

SALARY PLACEMENTNew Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule.

Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary.

New and current employees may be eligible for advanced step placement as outlined in https://www.vcccd.edu/sites/default/files/media/pdf_document/2021/PC%20Rules%20for%20Classified%20Handbook%20Final%2003.18.2021.pdf https://get.adobe.com/reader/.

Representative Duties

Review, interpret, and maintain student educational records in compliance with the Family Educational Rights and Privacy Act (FERPA), District policies, and other relative federal, State, and local regulatory requirements. E

Review and process a variety of student petitions including reinstatement, late enrollment, section/level change, and credit-by-exam petitions. E

Review admissions applications for residency determinations, citizenship and visa status, and other potential issues; review and process student residency reclassification and changes in citizenship; inform students about the tuition and fees associated with their residency status as necessary. E

Evaluate and process student petitions for associate degrees, certificates of achievement, and completion of transfer general education requirements; post degree and certificate awards; order or print and distribute diplomas and certificates. E

Compute statistical data for graduation and transfer; verify completion of final semester courses; verify and certify cumulative grade point average (GPA). E

Evaluate external transcripts, catalogs, and other sources of information to assess the level, content area, and value of courses completed; determine the transfer value of units or credits completed at outside institutions; enter course-to-course articulations into a fully integrated computer-based student information system. E

Evaluate and process grade corrections and grade change petitions to permanent records; post student activities and honors to permanent records. E

Determine and certify eligibility of students for Veteran's Administration educational benefits; maintain appropriate files and documentation as required for audit purposes; process Veteran's Administration debt letters and repayments in collaboration with bursar's office staff. E

Determine and certify eligibility for student participation in intercollegiate athletics in compliance with District policies and procedures; monitor eligibility throughout the season of participation for each sport. E

Provide day-to-day training, guidance, and work direction to staff and student workers on a wide variety of admissions and records projects and functions. E

Receive and process transcript requests, including sending official transcripts in electronic and hard copy format; research and resolve discrepancies in transcript content; collect fees as necessary during bursar office closures. E

Provide technical information and assistance to students, staff, administrators, and the general public in the interpretation and clarification of federal, state, and local policies and procedures pertaining to admissions and records. E

Research, retrieve, compile, and arrange for delivery of student records mandated by subpoenas. E

Assist in determining information technology needs for Admissions and Records; provide technical assistance and guidance concerning automated systems utilized by Admissions and Records; serve as liaison with the Information Technology Department by providing input as needed; assist in testing and troubleshooting existing automated systems, system upgrades, updates, and the implementation of new technology. E

Prepare and maintain a variety of records, reports, and files using a variety of modalities, including fully integrated computer-based student information systems, databases, degree audit systems, scanning and image recording systems, and other appropriate tools. E

Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E

Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. E

Perform other duties as assigned.

E = Essential Duties

Minimum Qualifications

An associate degree or equivalent college units (60 semester or 90 quarter units from a recognized college or university) AND one year of general clerical experience that included record-keeping and frequent public contact.

OR

Graduation from high school or its equivalent AND two years of general clerical experience that included record-keeping and frequent public contact.

Supplemental Information

EXAMINATION AND SELECTION PROCESS

This is an examination open to the public and current District employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by the posted deadline date on this bulletin.

The examination process may consist of any of the following components:

A) *Written/Performance Test = Qualifying (pass/fail)B) Technical Interview = 100% weighting on final score*The written/performance examination may consist of any of the following components:

• Attention to Detail

• Reading Comprehension

• Record Locating

• Sentence Clarity

• English Usage

• Math

• Writing

WRITTEN/PERFORMANCE TEST DATE RANGE AND LOCATION Date Range: Friday, March 8, 2024 - Thursday, March 14, 2024

Location: All candidates who meet the minimum qualifications will be emailed a link to the test on Friday, March 8, 2024, and will have until 11:59 pm on Thursday, March 14, 2024, to complete the test. To participate in the written/performance test, you must have access to a computer and a reliable connection to the internet.

The top candidates with the highest passing scores on the written/performance test will be invited to the technical interview.

TECHNICAL INTERVIEW DATE RANGE AND LOCATION

Date Range: Monday, April 1, 2024 - Friday, April 5, 2024

Location: The Technical Interview will be conducted remotely, using Zoom. To participate, you must have access to a computer with a camera, microphone, speakers, and a reliable connection to the internet.

The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email.

SUBMISSION OF APPLICATION

Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

PLEASE BE AWARE THAT ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NO LONGER BE ABLE TO MAKE REVISIONS. If additional versions of your application are submitted, only the most recent will be considered.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Duration of work experience is calculated based off a standard 40-hour full-time work week. Part-time work experience will be prorated based on a 40-hour full-time work week. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience.

ELIGIBILITY LIST

Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.

PROBATIONARY PERIOD

All appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion.

ACCOMMODATIONS

Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodation should document this request in an email to mailto:HRMail@vcccd.edu including an explanation as to the type and extent of accommodation needed to participate in the selection process.

DEGREE INFORMATION

If a degree/coursework is used to meet minimum qualifications, an official copy of your transcripts will be required upon hire. If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. Visit the https://www.chea.org/state-licensed-or-authorized-institutions or the https://ope.ed.gov/dapip/#/home to search for institutions that are recognized as accredited. If you need your transcripts evaluated, please review the https://www.vcccd.edu/sites/default/files/media/pdf_document/2020/AGENCIES%20APPROVED%20FOR%20FOREIGN%20TRANSCRIPT%20EVALUATION.pdf https://get.adobe.com/reader/. If applicable, an official copy of your foreign transcript evaluation will also be required upon hire.

For more information about the recruitment process at VCCCD, including responses to Frequently Asked Questions, please visit our https://www.vcccd.edu/departments/human-resources/employment/classified-non-academic-careers.

To apply, please visit https://apptrkr.com/5047499

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