Director, Admissions and Records
Job Description
Full job description
Chaffey College
Salary: $11,634.00 Monthly
Job Type: Management-Classified
Job Number: 23-24/00134
Location: Rancho Cucamonga, CA
Department: Enrollment Services and Student Support
Closing: 6/16/2024 11:59 PM Pacific
Position Description
Situated on the ancestral homeland of the Tongva Peoples, Chaffey College is one of the oldest community colleges in California and serves a variety of communities, workforce partners, and students. While other community colleges are often named after their geographic area, Chaffey College is named after local innovator, George Chaffey, who, among other things, implemented street lights in the city of Ontario. Like its namesake, we are known for an innovative culture, dynamic environment, and future-mindedness. We remain closely tied to our community and are seeking leaders who will join us in our quest to provide responsive and supportive programming to engage and improve the communities we serve. The entire campus community aspires to consistently fulfill the vision that Chaffey College "improves lives through education."
Chaffey College celebrates the diverse communities we serve. As a federally recognized Hispanic Serving Institution (HSI) Chaffey's student population includes over 62% identifying as Latinx, 17% White, 8% African-American/Black, 6% Asian, and smaller percentages of Filipino (2.8%), Native American (0.40%), Pacific Islander (0.30%), or decline to state (2.82%). Furthermore, 40% of our students are first-generation college students, and approximately 62% of students are eligible for some form of financial aid. The current student population identifies as 62% female and 36% male with smaller percentages who either decline to state or identify as non-binary. Approximately 5% of Chaffey's students utilize Disabled Programs and Services for support. To support the diverse needs of these populations and their intersections, the College has developed a variety of robust equity-driven efforts in and out of the classroom including the Center for Culture and Social Justice, Panther Care, Turning Point, Success Centers, GPS Centers, and BLOOM training.
Under the direction of the Executive Director, Enrollment Services & Student Support, plan, organize, control and direct the admissions and registration program; develop procedures and policies to increase the effectiveness of the admissions and registration program.
Responsibilities
Plan, organize, control and direct a variety of programs, projects and activities related to the admission, records and registration program.
Upload appropriate policies and procedures for concurrent admission of high school students to the college including appropriate criteria for admission.
Develop, implement and revise procedures to optimize efficient and effective delivery of admission and enrollment services for students. Create a welcoming gateway to college, regardless of location or means of delivery through effective practices, commitment to quality student services and achievement of the mission of the institution.
As the custodian of records, coordinate and develop policies and procedures to protect the confidentiality of student records. Ensure compliance with state and federal laws/regulations and district policies concerning student attendance, admissions, grading, census, withdrawal, and drop processes, student fees, records, credit, student petitions, student privacy and other related matters.
Provide up-to-date procedures for academic and attendance accounting regulations to faculty; ensure collection of faculty data according to prescribed deadlines.
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.
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.
Ensure a reliable process for determination of California residency and eligibility for AB540 fee waivers; provide appropriate avenues by which students flagged as non-resident are able to prove residency where possible, through documentation procedures; maintain residency requirements for students per the CA Education Code and Title 5 regulations; ensure that staff are knowledgeable about residency laws and student resources.
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.
Analyze budget needs and controls, 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 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.
Qualifications
Bachelor of Arts Degree or equivalent combination of education, training or work experience.
Minimum of two (2) years' administration experience, with a least one (1) year of successful full-time administrative experience in college admissions and records.
Demonstrated knowledge of modern office organization methods and procedures.
Principles of effective supervisor, team work and management.
Demonstrated knowledge of modern budgetary and record keeping procedures.
Supervisory experience.
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.
Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment Knowledge of:
Laws, policies and regulations related to community college admissions, records, registration and graduation requirements.
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 and California Education Code. Ability to:
Envision new work strategies utilizing state of the art technology to support and enhance admissions and records 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 applications 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. MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.
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.
Additional Information
SPECIAL CONDITIONS
Positions in this classification may be required to work varied hours according to need.
CONDITIONS OF EMPLOYMENT
This is a 12-month, full-time management position, Level III, Range 25 of the Management Salary Schedule with starting salary of Step A, $11,634/month. Effective date of employment will be as soon as a successful candidate is selected and a mutually agreed upon date is determined Excellent benefits include: health care, dental program, and vision services for employees and eligible dependents; and retirement coverage through the California Public Employees' Retirement System (PERS).
Being able and ready to work onsite at a Chaffey facility or location is an essential function of this job. Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.
APPLICATION PROCESS
Chaffey College utilizes an online electronic application system. Our application can be accessed at https://www.schooljobs.com/careers/chaffey . The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:
Please do not include any additional documents; only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.
Cover Letter
Resume
Copy of Transcripts (Transcripts must indicate degree earned/conferred photocopies or computer printouts are acceptable. Transcripts of all degrees applicable to meeting the minimum qualifications for this position must be included. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. International transcripts must be transcribed and evaluated in English by a bona fide evaluation service. Official sealed transcripts will be required upon hire.)
Educational requirements must be met on or before the closing date. Completed application and related materials must be submitted no later than the application deadline indicated at the top of this announcement. Failure to submit all required application materials may result in the applicant not being considered for the position.
Submission of application and related materials is the applicant's responsibility. The District reserves the right to re-advertise 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 Office of Human Resources of any change of address and/or phone number. 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 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 your application or contact the Office of Human Resources. Travel costs related to an interview will be borne by the applicant.
About the College
The College
Established in 1883, Chaffey College is one of California's first colleges. Nestled in the foothills of the San Gabriel Mountains, Chaffey's Rancho Cucamonga, Fontana and Chino campus locations serve students from throughout the Inland Empire. A fully accredited two-year institution by the Western Association of Schools and Colleges, Chaffey College offers associate degrees and vocational and transfer programs in a wide variety of subjects. Most recently named one of the Top 10 community colleges in the nation by the Aspen Institute; Chaffey College remains committed to its mission of improving the lives of its students, faculty, and staff through education.
District
Serving throughout the diverse Inland Empire, Chaffey College provides services to the cities of Chino, Chino Hills, Fontana, Montclair, Ontario, Rancho Cucamonga, and Upland, reaching a population of more than 830,000. The District also recruits from some of the area's top high schools, accepting students from four surrounding districts; Chaffey Joint Union High School, Chino Unified School District, Fontana Unified School District, and the Upland Unified School District.
Curricula
Whether the goal is to transfer to a four-year institution or enter the workforce better prepared, Chaffey College provides its students with the opportunity to take a variety of applicable courses. From taking lower division and general education classes to learning career-technical skills, the college provides its students with the tools needed to succeed during their time at Chaffey and beyond.
To apply, please visit https://www.schooljobs.com/careers/chaffey/jobs/4518668/director-admissions-and-records
Salary: $11,634.00 Monthly
Job Type: Management-Classified
Job Number: 23-24/00134
Location: Rancho Cucamonga, CA
Department: Enrollment Services and Student Support
Closing: 6/16/2024 11:59 PM Pacific
Position Description
Situated on the ancestral homeland of the Tongva Peoples, Chaffey College is one of the oldest community colleges in California and serves a variety of communities, workforce partners, and students. While other community colleges are often named after their geographic area, Chaffey College is named after local innovator, George Chaffey, who, among other things, implemented street lights in the city of Ontario. Like its namesake, we are known for an innovative culture, dynamic environment, and future-mindedness. We remain closely tied to our community and are seeking leaders who will join us in our quest to provide responsive and supportive programming to engage and improve the communities we serve. The entire campus community aspires to consistently fulfill the vision that Chaffey College "improves lives through education."
Chaffey College celebrates the diverse communities we serve. As a federally recognized Hispanic Serving Institution (HSI) Chaffey's student population includes over 62% identifying as Latinx, 17% White, 8% African-American/Black, 6% Asian, and smaller percentages of Filipino (2.8%), Native American (0.40%), Pacific Islander (0.30%), or decline to state (2.82%). Furthermore, 40% of our students are first-generation college students, and approximately 62% of students are eligible for some form of financial aid. The current student population identifies as 62% female and 36% male with smaller percentages who either decline to state or identify as non-binary. Approximately 5% of Chaffey's students utilize Disabled Programs and Services for support. To support the diverse needs of these populations and their intersections, the College has developed a variety of robust equity-driven efforts in and out of the classroom including the Center for Culture and Social Justice, Panther Care, Turning Point, Success Centers, GPS Centers, and BLOOM training.
Under the direction of the Executive Director, Enrollment Services & Student Support, plan, organize, control and direct the admissions and registration program; develop procedures and policies to increase the effectiveness of the admissions and registration program.
Responsibilities
Plan, organize, control and direct a variety of programs, projects and activities related to the admission, records and registration program.
Upload appropriate policies and procedures for concurrent admission of high school students to the college including appropriate criteria for admission.
Develop, implement and revise procedures to optimize efficient and effective delivery of admission and enrollment services for students. Create a welcoming gateway to college, regardless of location or means of delivery through effective practices, commitment to quality student services and achievement of the mission of the institution.
As the custodian of records, coordinate and develop policies and procedures to protect the confidentiality of student records. Ensure compliance with state and federal laws/regulations and district policies concerning student attendance, admissions, grading, census, withdrawal, and drop processes, student fees, records, credit, student petitions, student privacy and other related matters.
Provide up-to-date procedures for academic and attendance accounting regulations to faculty; ensure collection of faculty data according to prescribed deadlines.
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.
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.
Ensure a reliable process for determination of California residency and eligibility for AB540 fee waivers; provide appropriate avenues by which students flagged as non-resident are able to prove residency where possible, through documentation procedures; maintain residency requirements for students per the CA Education Code and Title 5 regulations; ensure that staff are knowledgeable about residency laws and student resources.
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.
Analyze budget needs and controls, 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 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.
Qualifications
Bachelor of Arts Degree or equivalent combination of education, training or work experience.
Minimum of two (2) years' administration experience, with a least one (1) year of successful full-time administrative experience in college admissions and records.
Demonstrated knowledge of modern office organization methods and procedures.
Principles of effective supervisor, team work and management.
Demonstrated knowledge of modern budgetary and record keeping procedures.
Supervisory experience.
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.
Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment Knowledge of:
Laws, policies and regulations related to community college admissions, records, registration and graduation requirements.
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 and California Education Code. Ability to:
Envision new work strategies utilizing state of the art technology to support and enhance admissions and records 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 applications 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. MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.
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.
Additional Information
SPECIAL CONDITIONS
Positions in this classification may be required to work varied hours according to need.
CONDITIONS OF EMPLOYMENT
This is a 12-month, full-time management position, Level III, Range 25 of the Management Salary Schedule with starting salary of Step A, $11,634/month. Effective date of employment will be as soon as a successful candidate is selected and a mutually agreed upon date is determined Excellent benefits include: health care, dental program, and vision services for employees and eligible dependents; and retirement coverage through the California Public Employees' Retirement System (PERS).
Being able and ready to work onsite at a Chaffey facility or location is an essential function of this job. Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.
APPLICATION PROCESS
Chaffey College utilizes an online electronic application system. Our application can be accessed at https://www.schooljobs.com/careers/chaffey . The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:
Please do not include any additional documents; only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.
Cover Letter
Resume
Copy of Transcripts (Transcripts must indicate degree earned/conferred photocopies or computer printouts are acceptable. Transcripts of all degrees applicable to meeting the minimum qualifications for this position must be included. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. International transcripts must be transcribed and evaluated in English by a bona fide evaluation service. Official sealed transcripts will be required upon hire.)
Educational requirements must be met on or before the closing date. Completed application and related materials must be submitted no later than the application deadline indicated at the top of this announcement. Failure to submit all required application materials may result in the applicant not being considered for the position.
Submission of application and related materials is the applicant's responsibility. The District reserves the right to re-advertise 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 Office of Human Resources of any change of address and/or phone number. 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 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 your application or contact the Office of Human Resources. Travel costs related to an interview will be borne by the applicant.
About the College
The College
Established in 1883, Chaffey College is one of California's first colleges. Nestled in the foothills of the San Gabriel Mountains, Chaffey's Rancho Cucamonga, Fontana and Chino campus locations serve students from throughout the Inland Empire. A fully accredited two-year institution by the Western Association of Schools and Colleges, Chaffey College offers associate degrees and vocational and transfer programs in a wide variety of subjects. Most recently named one of the Top 10 community colleges in the nation by the Aspen Institute; Chaffey College remains committed to its mission of improving the lives of its students, faculty, and staff through education.
District
Serving throughout the diverse Inland Empire, Chaffey College provides services to the cities of Chino, Chino Hills, Fontana, Montclair, Ontario, Rancho Cucamonga, and Upland, reaching a population of more than 830,000. The District also recruits from some of the area's top high schools, accepting students from four surrounding districts; Chaffey Joint Union High School, Chino Unified School District, Fontana Unified School District, and the Upland Unified School District.
Curricula
Whether the goal is to transfer to a four-year institution or enter the workforce better prepared, Chaffey College provides its students with the opportunity to take a variety of applicable courses. From taking lower division and general education classes to learning career-technical skills, the college provides its students with the tools needed to succeed during their time at Chaffey and beyond.
To apply, please visit https://www.schooljobs.com/careers/chaffey/jobs/4518668/director-admissions-and-records
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