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Position Number: CLA21-381

College of the Canyons
Santa Clarita Community College District

announces an employment opportunity for

Student Services Coordinator IV (Admissions & Records)

A Full-Time Classified Represented Position

Review Date: August 11, 2021

This position is a high priority for our District for the 2021-2022 year and is contingent upon continue available district, grant and state funding.

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Student Services Coordinator IV (Admissions & Records) in the Student Services division.   

Who We Are

The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, “Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses.” These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences — fostering healthy inclusion through inquiry, shared dialogue and reflection to ensure that we promote a sense of community, collegiality and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success. 

The College and the District

College of the Canyons is part of the Santa Clarita Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 32,000 students each academic year. College of the Canyons has a diverse student population that reflects our focus on enhancing the educational attainment and economic well-being of the community we proudly serve. Detailed information about our student population, including data related to student success, can be found on the College of Canyons Office of Institutional Research, Planning and Institutional Effectiveness (IRPIE) website. Additionally, College of the Canyons, was recently honored as a 2021 Bellwether College Consortium award winner, was honored in 2018 and 2019 with the Champion of Higher Education award, was ranked #1 in Los Angeles County during 2019 as the best two-year college for adult learners, and is rated #1 in Los Angeles County for completion rates by college-prepared students. It is distinguished as one of the top transfer institutions in Los Angeles County. 

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.

"BIG PICTURE" RESPONSIBILITY:

Reporting to and under the supervision of the Associate Dean, Admissions, Records, and Veterans Services, this position overseas the day-to-day operation of Admissions & Records, performing a wide variety of complex, specialized, and responsible administrative/clerical office support functions.  Develops, recommends, coordinates, and implements techniques and practices to improve the operation of the office, with a special emphasis on the registration function, ensuring optimum performance and service to students. Maintains state-of-art practices to keep abreast of current trends and practices in the field. Performs other related duties as assigned.

Canyons Hall

ESSENTIAL DUTIES:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  1. Coordinates the day-to-day operations of Admissions & Records.
  2. Directs routine activities of the Admissions & Records Office in the absence of the Associate Dean.
  3. Serves as office coordinator and administrative aide to the Associate Dean.
  4. Serves as a resource and liaison between the Associate Dean and administrative staff, academic and classified staff, students, representatives of community agencies, and/or the general public regarding Admissions & Records office policies, operational procedures, and practices.
  5. Processes Late Add Petitions, Prerequisite Drops, and other petitions as needed, including data entry, coordinating with students and faculty, and notifying external departments as necessary. Processes student refunds (rebilling) generated by granted Student Business Office Refund Petitions.
  6. Responds to subpoenas and other requests for student records in a timely manner, including determining valid authorization for release, coordinating collection of records from outside department, and preparation of documents in accordance with request.
  7. Maintains efficient office functions such as ordering office supplies, preparing and processing purchase requisitions, travel and fiscal related forms; composes and/or types correspondence; reviews reports and proofs documents for accuracy, completeness and conformance to applicable rules and regulations. Provides timely and accurate administrative/organizational support to the department. Provides all clerical support for the Admissions & Records Office.
  8. Effectively interfaces in difficult situations, assessing problems, and suggesting potential solutions to prevent problems from escalating beyond the office.
  9. Coordinates and maintains all items related to the registration cycle, including updates to registration information in the catalog, schedule of classes, and the website. Maintains and updates current major codes for use by A & R and other departments, as well as online application system.
  10. Interprets and implements policies, regulations, and operational procedures pertaining to this service area to faculty, staff, students, and the public.
  11. Maintains administrative software to ensure compliance with all State and Federal regulations and reporting requirements. Assists the Associate Dean in maintaining relationships with third party vendors for updates to products.
  12. Performs routine administrative tasks including maintaining calendars, schedules and appointments, transcribing, picking-up and distributing mail, processing purchase requisitions, receiving and storing supplies and materials, maintaining office inventory and printed materials, answering and redirecting inquires, and maintaining files and records. Designs, prepares, and updates office calendars, bulletins, and forms.
  13. Arranges for meetings, conferences, travel and accommodations. Processes travel advances, requests for reimbursements, and other travel related documents in a timely and accurate manner.
  14. Develops, maintains, and coordinates assigned areas’ annual budgets. Monitors all budget activities, ensuring expenditures are classified properly and do not exceed the established budget. Makes deposits, processes budget transfers, salary account code changes, and other financial related items.
  15. Submits requests, provides work direction, trains, schedules, coordinates, and assists with the evaluation of performance and functions of college assistant and short-term employee positions.
  16. Maintains a tracking system for hours worked and payroll related expenditures of all college assistant and short term positions. To ensure accuracy, reviews timesheets for timely submittal to Dean or other management staff for signature and further processing. Prepares and maintains assigned payroll related reports, spreadsheets, and other documents in compliance with district policy.
  17. Compiles data for and composes reports independently. Performs data input for all relevant department functions, including information that may be of a privileged or sensitive nature. Performs other computer-input tasks relative to the operation of the department.
  18. Reconciles error reports for both internal use and outside agencies such as the National Student Clearinghouse and coordinates the resolution of enrollment errors generated for use by the Financial Aid office.
  19. Updates the Admissions & Records Office webpages on the College of the Canyons website.
  20. Interfaces with the JST transcript ordering system to download military transcripts.
  21. Reconciles errors generated by online application system (CCCApply) and prevents fraudulent and B-Visa applications from being downloaded.
  22. Researches, maintains, and compiles various records and reports of office operations, personnel, and equipment as instructed. Assists in the preparation and submission of college, State, and Federal mandated reports and documents. Manages the flow, storage, and imaging of department documents.
  23. Initiates and answers telephone calls. Screens and directs calls and visitors to appropriate personnel. Provides information and assistance as appropriate.
  24. Trains new staff on software, policies, procedures, student services, and in basic use of office equipment such as typewriters, personal computers, copier, fax machine, shredder, and document imager.
  25. Attends professional meetings/conferences to enhance professional development and increase the operational effectiveness of the office.
  26. Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Experience:

Three (3) years full-time administrative/clerical support experience working in community colleges, universities, high schools, related community agencies OR similar work involving programs or activities to assist the public OR comparable experience in a position which includes specialized clerical duties and interaction with the public.

Education: 

Education equivalent to an Associate’s degree (60 semester units) from an accredited college or university is required. Two additional years of related experience in addition to that identified above may be substituted for each year (30 units) of the educational requirement.

DESIRABLE QUALIFICATIONS:

  • Additional college level education.
  • Experience in project management, and office leadership.
  • Experience with Student Services and the Matriculation process.
  • Experience with or knowledge of Admissions & Records policies and procedures.
  • Extensive use of computer applications: Microsoft Office Suite software (Access, Word, Excel, Outlook, and PowerPoint) and administrative software (Datatel, Banner, PeopleSoft, etc).

 

DEMONSTRATED KNOWLEDGE AND ABILITIES:

 

Position requires knowledge of: 

  • Policies, procedures, functions and organization of college Admissions, Registration, Records.
  • State and federal laws, codes and regulations related to admissions, registration, matriculation and records maintenance.
  • Modern automated record-keeping systems.
  • Computer software applications including spreadsheet, database, and word processing programs.
  • Oral and written communication skills.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Community college organization, operations, policies and objectives.
  • Interpersonal skills using tact, patience and courtesy.
  • Policies and objectives of assigned programs and activities.
  • Budget preparation and control.

  

Position requires ability to: 

  • Coordinate, organize and schedule administrative and clerical functions and activities.
  • Learn, interpret, and apply related laws, regulations, guidelines, policies, and procedures. Develop and implement related policies and procedures.
  • Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
  • Prepare clear, complete and concise documents, forms and reports.
  • Apply knowledge of modern office practices and equipment including automated word processing, record management and filing systems.
  • Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
  • Maintain confidentiality related to students and any personnel information.
  • Take responsibility and use professional judgment based on established guidelines and procedures.
  • Work independently in the absence of supervision.
  • Assume responsibility for routine department problems.
  • Type with speed and accuracy using District computer information system, word processing, spreadsheet, database, and other business-related software; make arithmetical calculations in like manner.
  • Communicate effectively both orally and in writing with a variety of people at all organizational levels in an academic environment.
  • Understand and carry out oral and written directions.
  • Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
  • Adapt to changing student and procedural requirements.
  • Demonstrate excellent customer service skills and ability to multi-task in team-oriented environment.
  • Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

 

 

 

SALARY PLACEMENT

Salary placement will be on Range 38 of Classified Represented Salary Schedule B ($5,238.00 - $8,841.00 per month). Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,238.00 / $5,556.00 / $5,874.00 per month) of this 20-step salary range. 

Probationary period for new Classified employees is one year. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval.

DISTRICT CLASSIFIED EMPLOYEE BENEFITS 

Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options.  These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees.  Educational incentive is available to eligible Classified Represented and Confidential employees.  

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

 

PHYSICAL DEMANDS

Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; dexterity of hands and fingers to operate a computer keyboard and related equipment; reaching, bending, twisting/turning, stooping, kneeling, and crawling; handling and working with various materials and objects; frequently exerting 10 to 20 pounds of force to lift, carry, push, pull or otherwise move objects; hearing and speaking to communicate and provide information to others; vision to read printed material and computer monitor; may be exposed to occasional contact with dissatisfied individuals; and travel from site-to-site.

CONDITIONS OF EMPLOYMENT

  • Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening. 
  • Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
  • Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
  • Board of Trustees approval.
  • Official, sealed transcripts are required upon offer of employment.
  • Position is contingent upon funding and is subject to change.

EQUAL EMPLOYMENT OPPORTUNITY 

Santa Clarita Community College District is an Equal Opportunity Employer.

The Santa Clarita Community College District is committed to employing qualified employees 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.  The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law  or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. 

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.

 

Students

ABOUT THE DISTRICT

Innovative. Collaborative. Entrepreneurial. These characteristics not only define College of the Canyons, they are embodied by the faculty, staff and administrators who make this college unique among the 116 California Community Colleges.

Established in 1969, College of the Canyons is among the fastest-growing colleges in California and the nation. It is widely recognized as a model community college for enhancing student access, success and equity. Its completion rates rank among the highest in the state. The college has established a well-deserved reputation for bolstering economic development and offering innovative career technical education responsive to industry needs.

Guided by visionary leadership, the college serves a 367-square-mile area of northern Los Angeles County that includes the dynamic, growing Santa Clarita Valley. A steady influx of new residents and businesses creates a spirit of possibilities that inspires the college to be flexible, creative and attuned to the community’s evolving needs. The growing diversity of the community is mirrored by the college, which qualifies as a Latino-serving institution.

The college’s influence in the community is best illustrated by the dozens of collaborative partnerships it has forged with local school districts, government entities and service organizations. Examples include the Performing Arts Center’s K-12 Arts Education Outreach initiative, which allows thousands of children to experience the arts each year, and Academy of the Canyons, an early/middle college high school at the Valencia campus that is ranked among the top 10 percent of high schools in the nation.

With campuses in Valencia and Canyon Country, the college offers 92 associate degree programs, including 23 associate degree for transfer (AD-T) options, as well as 71 certificate programs. Classes are offered during traditional fall and spring semesters, as well as shorter, intensive summer and winter sessions. Additional educational opportunities exist at the University Center, whose four-year colleges and universities offer approximately 30 bachelor’s, master’s and doctoral degree programs, as well certificate and credential programs.

Because of the college’s commitment to meeting the needs of the community, local voters have approved two bond measures valued at more than $240 million since 2001. The college also secures substantial funds from the state and millions of dollars in grants each year that allow new, cutting-edge programs to be developed and facilities built to accommodate them.

Given its commitment to growth and innovation, College of the Canyons sets a new standard for what a college can achieve. It is a vital cultural, educational and economic force in the region. Join us to discover unexpected possibilities, the freedom to innovate and an opportunity to shape the future.

APPLICATION AND SELECTION PROCESS:

Applicants are encouraged to complete their applications online at https://www.canyons.edu/administration/humanresources/. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing impaired TTY/TDD Line at (661)362-5178.  Applicants may check the status of their application online and may expect to be notified within approximately 5 weeks following the Review Date as to the status of their application.

All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.  The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

  • Online District CLASSIFIED Application.
  • Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
  • Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
  • Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
  • Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
  • Supplemental Questionnaire. Please answer the following questions as part of your application packet. 
  1. Do you possess education equivalent to an Associate’s degree (60 semester units) or higher from an accredited institution? If yes, list your degree(s) and please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If not, and you are using additional years of work experience in lieu of semester units, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
  2. Please describe your administrative/clerical support experience working in community colleges, universities, high schools, or other related community agencies OR similar work involving programs or activities to assist the public OR comparable experience in a position which includes specialized clerical duties and interaction with the public. Please include employer name(s), your position title(s), dates of employment, full-time or part-time status (% of time or number of hours worked per week), and your roles and responsibilities. Please provide your total years of full-time equivalent experience in this field.
  3. Please describe your experience working with an administrative software program (such as Banner, Colleague, Datatel, or PeopleSoft) or a proprietary system.
  4. Please describe your customer service experience, and the roles you played in serving the public.
  5. Please describe how your previous clerical/administrative work supported your manager or department.
  6. Please describe your experience in project management and office leadership.
  7. What does it mean for you to have a commitment to diversity, equity, and inclusion, and how have you demonstrated that commitment throughout your professional career?
  8. Why do you want to work in this staff position at College of the Canyons? 
  • Letters of reference are optional.

 Please note:

  • Skills evaluation of candidates for interview may be required.
  • Travel and relocation expenses are the responsibility of the applicant.
  • Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview. 
  • “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field.  It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet.  Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed.  Not all unpaid experience may qualify.  Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
  • Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
  • Applicants are encouraged to apply online. If you need assistance with the application process, contact:

Human Resources Office

(661) 362-3427

TTY/TDD (661) 362-5178 or visit our website at

https://www.canyons.edu/administration/humanresources/

 

It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District.  Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in lieu of the official application form.

The College is expecting to conduct initial interviews between the weeks of September 13, 2021 and September 20, 2021 and conduct final interviews between the weeks of September 20, 2021 and September 27, 2021. This is an estimated timeline, and is subject to change.

Position is offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. 

This recruitment may be used for future vacancies.

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