MIRACOSTACOLLEGE
CLASS TITLE:DIRECTOROF ADMISSIONS AND RECORDS/REGISTRAR
BASIC FUNCTION:
Under the direction of the Dean, Admissions, Assessment and Student Aid, plan, organize, coordinate and direct the operations of the Admissions and Records Department including the admission and registration of students, maintenance, securityand preparation of student records, attendance and graduation functions; develop and implement policies and procedures consistent with the privacy act, state and federal laws, and District goals; supervise and evaluate the performance of assigned personnel at the Oceanside and San Elijo Admissions and Records Offices. The position also serves as the lead Registrar for providing services at the Community Learning Center,
REPRESENTATIVE DUTIES:
- Plan, organize, coordinate, and direct the operations and activities of the Admissions and Records Department, including the admission and registration of students, maintenance and preparation of student records, attendance and graduation functions; establish and maintain department time lines and priorities;maintain current knowledge of and modify programs, functions, policies and procedures to assure compliance with established laws, codes,standards, requirements, regulations, policies and procedures; direct the preparation and maintenance of student forms and reports; direct the preparation of documentation for internal/external audits and consult with auditors as needed.[E]
- Plan, develop, coordinate, and supervise the registration of students into classes; direct the distribution, receipt, review and processing of student enrollment applications and related information to and from students; assure proper, timely, smooth and efficient registration processes including processing of both paper and online applications, state residency determinations, appropriate computer coding and processing, online and in-person registration processes;Supervise and train staff and oversee residency determinations per state regulations. [E]
- Provide technical direction to staff and information to students on matters pertaining to the interpretation of Admissions and Records guidelines, policies and reporting regulations; research Title V, the State Education Code, Family Educational Rights and Privacy Act and other laws for interpretation and implementation of admissions and records and student enrollment related policies. Develop, evaluate, revise and implement policies and procedures in accordance with laws, academic policies and college needs. Provide consultation, technical expertise and recommendations to administrators, other college departments and divisions regarding college wide compliance with laws, reporting regulations and academic policies and the impacts of current and proposed policies and procedures. Interact with outside parties including law enforcement agencies, employers and state entities regarding access to student records.[E]
- Manage a complex, integrated college record system; train staff in the use of enrollment, registration and records-related computer applications; direct the research and resolution of student record problems; provide input into college-wide computer decisions and the smooth operation of integrated student databases; serve as a resource on computer projects; review and approve computer and technological changes related to student education records;resolve complex computer student records issues; provide direction to programmers and functional analysts regarding student records data issues;coordinate the computer needs of Admissions and Records with Academic Information Services and other departments. [E]
- Assure that instruction is provided to faculty and other staff regarding procedures for recording and reporting attendance and grades; provide information and guidance to staff regarding interpretation and enforcement of guidelines, policies and legal requirements; direct the distribution and collection of census rosters;assist instructors with enrollment issues. [E]
- Prepare and administer Admissions and Records department budget; analyze and review budgetary and financial data;prepare, document and justify budget requests; control and authorize the purchase of equipment and supplies and expendituresfor hourly staffing for the Oceanside and San Elijo Admissions and Records Offices. [E]
- Prepare memoranda, reports and analyses related to students, enrollment, attendance, graduation and transfer; conduct regular program review, ensure compliance with matriculation regulations; develop student learning outcome processes; direct the preparation and submission of state and federal reports, graduation lists and documentation of student records;conduct studies and special projects as directed. Direct the attendance accounting procedures and reporting functions. [E]
- Adjudicate student appeals regarding residency, privacy act, District policies and procedures and other matters; refer, as necessary, issues to the Committee on Exceptions or appropriate administrator. Provide guidance on college policies and state laws to Committee on Exceptions. [E]
- Direct the evaluation of student graduation and transfer documents, preparation of diplomas, compilation ofhonors and probation lists, tracking of evaluation materials, training documents and degree audit functions; assure timely and appropriate notification to students regarding graduation status, President’s Lists and probationary status; review and advise specialized admissions procedures of other programs, e.g. international and Tech Prep students, and noncredit programs. [E]
- Supervise the maintenance and security of student records; oversee the proper retention and destruction of student records as required by federal and state regulations. Develop, organize and maintain training documents; write office procedures; collect and compile procedural writings from other staff; direct the development of manuals and documents. Advise and consult with community education staff regarding the proper enrollment, documentation,reporting and records retention of non-credit programs. Prepare, revise and regularly review student forms and policies. [E]
- Develop and prepare student enrollment records information for schedules, catalogs, brochures and forms. Review and revise board policy and procedures in regards to student records for approval. Consult with academic deans and support staff regarding cross divisional policies and procedures. Provide guidelines and information to academic groups including department chairs and Academic Policies & Procedures Committee regarding student records and enrollment issues. Confer with administrators, other departments, instructors, employees, students and the public regarding policies and procedures. [E]
- Select, supervise and evaluate regular and part-time staff; ensure staff (including part-timer workers) have current knowledge of required processes and procedures in a constantly changing environment; recommend disciplinary and termination actions as necessary; assure proper training of personnel;interview, hire and assign temporary registration personnel;train and direct the training of temporary staff;review and approve staffing for the San Elijo Admissions and Records Office. [E]
- Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Regulations, policies, Education Code and Administrative Code provisions related to community college admissions, registration, attendance accounting and record keeping.
Community college curriculum, organization, operations, policies and objectives.
Computer processing applications as they apply to Admissions and Records and related student records.
District organization, operations, policies and objectives.
Modern office practices, procedures and equipment.
Oral and written communication skills including correct English usage, grammar, spelling, punctuation and vocabulary.
Business math.
Statistics and report writing.
Principles and practices of supervision and training.
Interpersonal skills using tact, patience and courtesy.
ABILITY TO:
Plan, organize, coordinate and direct the Admissions and Records activities for the College.
Coordinate assigned activities with satellite centers.
Supervise and evaluate the work of others.
Interpret, apply and assure compliance with applicable policies, rules and regulations.
Develop and control budgets.
Communicate effectively both orally and in writing.
Analyze situations accurately and adopt an effective course of action.
Maintain records and prepare complex statistical reports.
Assure proper attendance accounting and reporting for the college.
Establish and maintain cooperative and effective working relationships with others.
Work independently with little direction.
Meet schedules and timelines.
Understand and follow oral and written directions.
Work confidentially with discretion.
Operate a variety of office equipment including a computer terminal.
Operate a vehicle, observing legal and defensive driving practices.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Any combination equivalent to a Bachelor’s Degree and five years of increasingly responsible experience in a college Admissions and Records office involving two or more functional areas of admissions and records.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Admissions and Records Supervisor, Admissions and Records Specialist, Attendance Accounting Specialist, Secretary, Admissions and Records Assistants, Evaluators, temporary Admissions and Records staff, student workers.
CONTACTS:
Staff, students, administrators, other college directors and managers, Chancellor's Office specialists and legal counsel, vendors, state and national educational resources, software consultants, state and federal auditors.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing 25 pounds or less; ability to work at computer, including repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environment. Subject to frequent interruptions by individuals in person or by telephone, intermittent exposure to individuals acting in a disagreeable fashion. May work at any district location or authorized facility during day and/or evening hours with occasional evenings, and/or weekends on an as-needed basis. Occasional local travel may be requested.