Director, Admissions and Records

Mt. San Antonio College

Walnut, Califonia

ID: 7280978 (Ref.No. CM-189-2024)
Posted: September 17, 2024

Job Description

Posting Details

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Posting Details

Posting Number	CM-189-2024
Posting Title	Director, Admissions and Records
Position Title	Director, Admissions and Records
Division	Student Services
Department	Admissions & Records
FTE	100
Term (month/year)	12 months/year
Primary Work Schedule	Mon-Thurs 10:30AM-7PM, Fri 8AM-4:30PM
Shift Differential:	Shift differential eligibility based on the current collective bargaining agreement.
Health & Welfare:	Mt. San Antonio College offers a competitive and excellent benefits package providing medical, dental, and vision benefits to eligible employees and their dependents. Lifetime supplemental medical benefits are also available for eligible retirees. The College contributes an annual premium up to the family coverage amount equivalent to Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees. The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services. Note: The District does not cover Medicare expenses. Please visit the Mt. San Antonio College Benefits Website* for further information. Salary and Health & Welfare Benefits are subject to change based on the Collective Bargaining Agreement.
Annual Salary Step Range	$172,032 - $199,428

Position Recruitment Details

Open Date	09/13/2024
Initial Screening Date	10/07/2024
Open Until Filled	Yes
District Rights	We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.

Application Procedure

Application Requirements	First Review of Applications: Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the above listed Initial Screening Date are assured consideration. Applicants must submit all of the following materials online, unless otherwise noted, at Mt. SAC Employment Website to be considered for this position: 1. A Mt. San Antonio College online application. 2. A cover letter describing how the applicant meets the required education and experience. 3. A detailed résumé that summarizes educational preparation and professional experience for the position. 4. If applicable, all candidates, including current or former employees of the college, are required to show evidence of the awarded/conferred degree from the issuing college/university, and this evidence must be submitted with the online application to demonstrate that the required educational qualifications are met. Unofficial transcripts or a copy of the diploma are acceptable at the time of application. Official transcripts will be requested if an offer of employment is made. 5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.
Special Note to Applicants	To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College Property, will not be returned, and will not be copied. Please visit the Mt. SAC Employment Website to complete and submit your application for this position. A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources telephone #: (909)274-4225. Human Resources e-mail: [email protected]. Do Not include photographs or personal information (e.g. DOB, place of birth, etc.) on your application or supporting documents. Long Distance Travel for Interviews: If you are selected to participate in an interview and attendance will require you to travel in excess of 150 miles from your residence, please contact the Human Resources Technician listed on the interview invitation to discuss accommodation and/or travel reimbursement.
Foreign Transcripts:	Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.
Selection Procedure:	A committee will evaluate applications, considering the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview. Interviews may include a writing sample, committee presentation, and/or performance test. The start date will follow Board approval and live scan clearance receipt.

Position Description

Position Overview
Definition	Under administrative direction, plans, organizes, and coordinates the activities of Admissions and Records, which includes enrollment, registration, records management, evaluating and awarding degrees and certificates, document imaging, storage, and retrieval; supervises the process for incoming transcript processing and evaluation as well as outgoing transcript issuance, enrollment, verifications, and residency determination; coordinates subpoena and records requests processes and procedures; supports management in the collection and vetting of enrollment data related to the Apportionment Attendance Report (CCFS-320) submissions and annual audit processes; supervises assigned staff and functions via a student-centered approach in service of helping students meet their educational goals.
Supervision Received and Exercised	Receives administrative direction from the assigned managerial personnel. Exercises direct and general supervision over assigned staff.
Class Characteristics	This is a management classification in the Admissions and Records functional area that exercises independent judgment on diverse and specialized admissions, records management, application and registration, and other functions. This position has significant accountability and ongoing decision-making responsibility associated with the work. The incumbent organizes and oversees aspects of the day-to-day admissions and records management and processing, including evaluating and awarding degrees and certificates, evaluating transcripts, residency determination, reporting, and record-keeping activities, and is responsible for providing professional-level support to management in a variety of areas. Responsibilities include admissions application processing, registration processing, oversight of both incoming and outgoing transcripts, residency determination, student records, subpoena and warrant requests, document imaging, hiring, and training.
Examples of Essential Functions(Illustrative Only)	Plans, manages, and oversees the operations and activities of the Admissions and Records department, develops training programs, and ensures the maintenance and confidentiality of student records in alignment with Family Educational Rights and Privacy Act (FERPA); recommends improvements and modifications and prepares various reports on operations and activities, including workload and workflow statistics; assists students in resolving admissions, records, registration, and evaluation issues. Develops, plans, and coordinates the registration procedures for the College, including the preparation of registration data; directs and participates in all mandated federal and state reporting of student information and related data including federal and state audits; investigates, troubleshoots, and resolves data issues to assure data integrity. Supports and participates in the development and enhancement of enrollment modules, integrated data management systems, and online applications such as CCC Apply, student portal registration, and student record files; maintains liaison with the Information Technology Department regarding all aspects of admission and records data, work-related reports, and programs and services. Develops and coordinates the admissions, records, and related sections of College publications, including the College catalog, class schedule, student portal, and various other web pages; establish and implement an effective registration appointment calendar and schedule. Fosters a collaborative and student-centered work environment; leads the team in responding to student inquiries and resolving issues related to admissions, registration, and records; and develops communications with students about deadlines, procedures, and requirements. Develops training programs designed to introduce, support, train, and retrain various campus constituents on effective utilization of the various computing systems that support the admissions, registration, and successful enrollment of students; processes in Admissions and Records; and regulations that provide guidance admissions and records processes. Participates in the development and implementation of goals, objectives, policies, and procedures; ensures accuracy and alignment with federal and state laws, education code, and regulatory requirements to maintain, update, and administer policies and procedures; plans, coordinates, and carries out special projects as assigned. Monitors activities of the assigned work unit; determines and recommends staffing needs for assigned activities and projects; prepares cost estimates and staffing requirements with appropriate justifications, as required; maintains a variety of records and prepares routine reports of work performance, including workload and workflow statistics. Oversees and participates in the reviewing and processing of forms, including instructor grade changes, enrollment verifications, general Petitions for Exceptional Action, and residency reclassification requests in accordance with College policies as well as state and federal regulations. Oversees the maintenance, imaging, and storage of student records; oversees the distribution and collection of attendance and grade rosters, where appropriate. Supervises the verification process of various external organizations, courts, legal processes, and other governmental agencies as required. Investigates complaints and sensitive/confrontational issues and recommends corrective actions to resolve issues. Selects, trains, motivates, and directs the assigned department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees on performance issues; implements discipline procedures; responds to staff questions and concerns. Assists with the development and preparation of the departmental budget. Establishes, implements, and fosters an environment of belonging as it relates to diversity, equity, inclusion, social justice, anti-racism, and accessibility (DEISAA). Oversees, leads, and provides quality customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups. Utilizes critical thinking, sound decision-making, and problem-solving skills with tact, confidence, and diplomacy. Implements, enforces, supports, and abides by federal, state, and local policies, and Board Policies and Administrative Procedures. Participates in and supports employee participation on committees, task forces, and special assignments, including, but not limited to, Screening and Selection Committees, mandated trainings, and DEISAA related trainings as required. Prepares and delivers DEISAA-minded presentations related to assigned areas as required. Performs other related duties as assigned consistent with the scope of the position.

Qualifications

Knowledge of	Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. General regulations, laws, and policies pertaining to admissions, registration, and student records activities. Electronic data processing and records management systems, including, but not limited to, imaging systems, degree audits, and online forms processing. Budgetary methods and procedures. Modern office practices, methods, and computer equipment and applications related to the scope of responsibility. Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Techniques for effectively representing the College in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. Techniques for providing a high level of customer service by effectively interacting with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic levels and ethnic groups.
Skills and Abilities	Implement, advocate for, and communicate the College’s vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. Oversee and address gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in recruitment and retention of faculty, management, and staff. Exercise critical thinking and sound decision-making through observing, analyzing, inferring, communicating, and problem-solving in challenging situations with, ethics, tact, confidence, and diplomacy. Develop and implement resources and strategies towards the goal of being diverse, equitable, inclusive, socially just, anti-racist, and accessible in academic and work environments. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations. Communicate effectively through various modalities. Learn and apply emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner. Read, analyze, and apply complex written materials. Understand and carry out oral and written instructions. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures; understand scope of authority in making independent decisions. Establish, maintain, and foster positive and effective working relationships with those contracted in the course of work.
Education and Experience	Master’s degree from a regionally or nationally accredited four-year college or university with major coursework in business, education, public administration, or a closely related field and; Four (4) full-time equivalent years of increasingly responsible experience related to admissions, records, and enrollment management at an institute of higher education, including at least two (2) years of supervisory or oversight experience.
Pay Grade Eligibility	N/A
Desirable Qualifications	Ability to speak, read, and write one or more of the following languages (Cantonese, Korean, Mandarin, Spanish, or Vietnamese). Proven track record of implementing or overseeing programs or policies relating to diversity, equity, inclusion, anti-racism, and accessibility, preferably in institutions serving minoritized populations such as Hispanic Serving Institution (HSI), and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI); or Proven track record of participating in programs relating to diversity, equity, inclusion, anti-racism, and accessibility, preferably in institutions serving minoritized populations such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (ANNAPISI).
Licenses and Certificates	Possession of, or ability to obtain, a valid California driver’s license by time of appointment.
Equivalencies

Working Environment

Working Conditions

Environmental Elements	Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff, students, and/or the public in interpreting and enforcing departmental policies and procedures. There are sometimes long periods of standing and sitting.
Physical Demands	Must be able to work in a standard office setting and use standard office equipment, including technological devices; to communicate with individuals at various College and meeting sites; the ability to understand and comprehend written and electronic materials; and the ability to receive, review, and respond to communications in person, before groups, and over and through various media. This is primarily a sedentary office classification although movement between work areas may be required. Positions in this classification occasionally may need to physically reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Environmental Elements

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff, students, and/or the public in interpreting and enforcing departmental policies and procedures. There are sometimes long periods of standing and sitting.

Physical Demands

Must be able to work in a standard office setting and use standard office equipment, including technological devices; to communicate with individuals at various College and meeting sites; the ability to understand and comprehend written and electronic materials; and the ability to receive, review, and respond to communications in person, before groups, and over and through various media. This is primarily a sedentary office classification although movement between work areas may be required. Positions in this classification occasionally may need to physically reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mt. SAC Employment Information

Conditions of Employment	The person holding this position is required to be present on Mt. San Antonio College’s campus to perform all essential duties and responsibilities. Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate. Notice to all prospective employees: The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment. As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report. The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.
Mission, Vision, and Equity Statement	Our Mission: The mission of Mt. San Antonio College is to support all students in achieving their educational goals in an environment of academic excellence. Specifically, the College is committed to providing quality education, services, and workforce training so that students become productive members of a diverse, sustainable, global society. The College pledges to prepare students for lifelong learning through the mastery of basic skills, the achievement of associate degrees and certificates, and the completion of career and transfer pathways. The College will carry out this commitment by providing an engaging and supportive teaching and learning environment for students of diverse origins, experiences, needs, abilities, and goals. The College is dedicated to serving our community through improving economic achievement, advancing civic engagement, enhancing personal well-being, promoting critical thinking, and enriching aesthetic and cultural experiences. Our Vision: Mt. San Antonio College strives to be regarded as one of the premier community colleges in the nation. We will be viewed as a leader in community college teaching, programs, and services. As a premier community college, we will provide access to quality educational programs and services, focusing on student success within a climate of integrity and respect. We will earn this reputation by consistently exceeding the expectations of our students, our staff, and our community.
Equal Employment Opportunity Policy	The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.
Demographics	We recruit and retain quality employees who are reflective of our students and the community we serve, in addition to providing all personnel with equity and diversity training.” The District is a proud Chicanx/Latinx, and Hispanic-Serving Institution, Asian American and Native American Pacific Islander-Serving Institution, and Minority Serving Institution, serving over 66,446 students based on the 2022-2023 academic year. The student population is as follows: by Race/Ethnicity – 57.02% Latinx, 9.33% White, 19.36% Asian, 2.82% Filipino, 0.23% Pacific Islander, 3.33% Black/African American, 0.28% American Indian/Alaskan Native, 2.02% two or more races and 5.61% unknown; by Gender– 54.35% Female, 42.91% Male, 0.47% Non-Binary, 2.27% unspecified; and by Age – 46.03% ages 19 or younger, 20.37% ages 20-24, 9.05% ages 25-29, 5.64% ages 30-34, 3.87% ages 35-39, 5.04% ages 40-49, 10% ages 50 and older. The current employee population is as follows: by Race/Ethnicity – 37% Latinx, 29% White, 15% Asian, 6% Black/African American, 1% Middle Eastern or North African, 1% Native Hawaiian or Other Pacific Islander, 2% Two or More Races, 9% unknown; by Gender – 56.47% Female, 42.19% Male, 1.34% Non-Binary; and by Age – 3.94% ages 20-29, 19.46% ages 30-39, 30.21% ages 40-49, 46.39% ages 50 and older.
Conflict of Interest	Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).
Inquiries/Contact	Human Resources 1100 N. Grand Avenue, Walnut, CA 91789-1399 Phone: (909) 274-4225 E-mail: [email protected]

Applicant Documents

Required Documents

Resume/Curriculum Vitae
Cover Letter
Transcripts to Meet Required Qualifications

Optional Documents

Letter of Recommendation 1
Letter of Recommendation 2
Letter of Recommendation 3
Other Document 1

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* What does it mean for you to have a commitment to diversity? How have you demonstrated that commitment? How would you see yourself demonstrating it here?
(Open Ended Question)
* What does \'equity\' mean to you? How would you enact your definition of equity in this position?
(Open Ended Question)
* Incomplete application packets will not be considered. Stating “see resume” on your application will be considered an incomplete response.
- I understand this statement
* Evidence of minimum qualifications must be established in the online application form. Supporting documents such as cover letter, resume, etc. will not be used for the purpose of determining minimum qualifications.
- I understand this statement
* Employees must be California residents on their date of hire and for the duration of their employment with Mt. SAC.
- I understand and agree to abide by this statement
* The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
- I understand this statement
* For an application packet (application, cover letter, resume/curriculum vitae) to be considered complete it must contain your experience implementing or overseeing programs or policies relating to diversity, equity, inclusion, and anti-racism, preferably in a minority serving institution such as Hispanic Serving Institution and Asian American Native American Pacific Islander Serving Institution.
- I understand this statement

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