Admissions & Records Supervisor (Dual Enrollment) Categorically Funded Position
 Santa Barbara City College | |
 United States, California, Santa Barbara | |
 Apr 10, 2025 | |
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Admissions & Records Supervisor (Dual Enrollment) Categorically Funded Position Salary: $89,207.00 - $108,683.00 Annually Job Type: Classified Manager Job Number: 159 Closing: 5/8/2025 11:59 PM Pacific Location: Santa Barbara, CA Department: Dual Enrollment Program Basic Functions As directed by the Director-Admissions & Records, organize and direct Admissions & Records, Dual Enrollment or the Transcript Evaluation Office daily operations and activities including the processing of enrollment forms and applications, maintenance of student records and files, and related student support functions; coordinate communications on campus and off campus, Responsible for writing policies and procedures and implementation of new regulations that pertain to Admissions & Records, Dual Enrollment and the Transcript evaluation Office;.; train and evaluate the performance of assigned personnel. Representative Duties ESSENTIAL DUTIES: Organize and direct operations and activities including the processing of enrollment forms and applications, maintenance of student records and files, and related student support functions; assure related activities comply with established policies and procedures. Coordinate communications, Department personnel and information to meet student and College staff enrollment needs; resolve student application, enrollment, registration and staff issues, conflicts and discrepancies in a proper and timely manner. Train and evaluate the performance of assigned personnel and student workers; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions; assign employee duties and review work for compliance with established requirements and procedures. Supervise the review, verification and processing of student enrollment forms, applications and related documents; coordinate and review documents and activities to assure accuracy and completeness of enrollment paperwork. Organize, direct and participate in establishing and maintenance of student records and files including enrollment and application information; assure proper transferring and purging of student files as needed; coordinate transcript distribution functions to meet student needs. Serve as a technical resource to students, staff and the public concerning student enrollment, admissions and record-keeping functions; respond to inquiries and provide technical information concerning related forms, applications, guidelines, requirements, policies and procedures. Monitor and assess policies and procedures for operational efficiency; participate in the development and implementation of policies and procedures to enhance the operational efficiency of Admissions & Records activities Performs ad hoc queries, monitors workflow of office through monthly accounting of work completed, and generates statistical reports related to trend analysis and summative data for use by area administrators. Develop, coordinate, and participate in a variety of community outreach and recruitment functions that include implementing and conducting recruitment and outreach activities, recruitment visits, and other special events; coordinate, arrange and participate in ongoing school visits and events to recruit students and promote the College. Monitor the attendance, goals of participants; collaborate with students to develop and implement individual goals and strategies; assist students with enhancing a variety of skills related to student success activities; advise students concerning individual progress. Participate in travel and conferences to recruitment fairs to promote SBCC programs and services. Develop programs to decrease gaps in access and success in dual enrollment opportunities. Monitor data to assess interventions. Ensuring student success among economically disadvantaged; Ethnicity; First-Generation; Black or African American, and HSI students. Supervise and participate in the input of enrollment data into an assigned computer system; establish and maintain automated records and files; assure accuracy and completeness of input and output data and related transactions; initiate queries and generate computerized reports. Participate in the development and implementation of Department plans, goals, objectives, projects, calendars and employee schedules; coordinate group, staff and other special enrollments as required. Participate in maintaining the Department website and supervise related enrollment functions; Oversee the end of term processing to be sure instructor grades, positive attendance and No-show processing is complete and we are in compliance. Supervise and participate in the preparation and maintenance of a variety of records, reports and files related to students, academics, attendance, personnel, forms, schedules, catalogs, enrollment, registration and assigned activities. Oversee and participate in the preparation and distribution of enrollment correspondence, calendars and informational materials; develop employee schedules and prepare and process various personnel forms as needed; process special petitions, drop requests and illegal course repetitions. Contact students, other departments and outside agencies to request and verify transcripts, reports and information as needed; verify and compile residency and other student information. Assist in the development and preparation of the annual preliminary budget for Admissions & Records; control and authorize expenditures in accordance with established limitations. Communicate with administrators, personnel and outside organizations to exchange information, coordinate activities and programs and resolve issues or concerns. Operate a variety of office equipment including a copier, fax machine, computer and assigned software; arrange for computer system modifications, maintenance and repairs as needed; drive a vehicle to conduct work. Monitor inventory levels of forms, applications and other Department supplies; order, receive and maintain adequate inventory levels of supplies. Attend and conduct various meetings as assigned; develop, implement and conduct staff training sessions as directed; attend and participate in various committees as required. OTHER DUTIES: Perform related duties as assigned. Education and Experience Any combination equivalent to: bachelor's degree with major coursework in sociology, social work, psychology or related field and one year experience working with secondary and post-secondary school-aged students in an educational setting and three years of experience involving student admissions, registration or related functions. Understanding of and sensitivity to meeting the needs of the diverse academic, socioeconomic, cultural, disability and ethnic background of the student, community, and employee population. PREFERRED/ DESIRED QUALIFICATIONS
Monday-Friday 8:00 am - 4:30 pm, some evening and weekends as needed Hours may vary, 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the College. SALARY INFORMATION The current salary schedule range for the Admissions & Records Supervisor (Dual Enrollment) is Salary Table 30, Range 142, $89,207-$100,928. Nine step salary range continues to a maximum of $108,683. Initial placement based on experience with annual advancement to the next higher step. * This is a categorically funded position subject to continued funding* Knowledge and Abilities KNOWLEDGE OF: Organization and direction of the Department operations and activities including the processing of enrollment forms and applications, maintenance of student records and files, and related student support functions. Technical practices, procedures and techniques involved in the processing of enrollment forms and applications and related student registration activities. College and State standards and requirements concerning student enrollment and registration. Applicable laws, codes, regulation, policies and procedures. Policies and objectives of assigned programs and activities. Interpersonal skills using tact, patience and courtesy. Operation of a computer and assigned software. Principles and practices of supervision and training. Basic budget preparation and control. Oral and written communication skills. Correct English usage, grammar, spelling, punctuation and vocabulary. Record-keeping and report preparation techniques. Data control procedures and data entry operations. ABILITY TO: Organize and direct Department operations and activities including the processing of enrollment forms and applications. Coordinate communications, Department personnel and information to meet student and College staff enrollment needs. Train and evaluate the performance of assigned personnel. Organize, direct and participate in the establishing and maintenance of student records and files including enrollment and application information. Resolve student application, enrollment, registration and staff issues, conflicts and discrepancies in a proper and timely manner. Interpret, apply and explain applicable laws, codes, regulations, policies and procedures. Participate in the development and implementation of Department plans, goals, objectives, projects, calendars, policies, procedures and employee schedules. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Operate a computer and assigned software. Meet schedules and timelines. Work independently with little direction. Plan and organize work. Supervise and participate in the preparation and maintenance of a variety of records, reports and files. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. ENVIRONMENT: Office environment. Constant interruptions. Driving a vehicle to conduct work. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information. Seeing to read a variety of materials. Sitting or standing for extended periods of time. GENERAL REQUIREMENTS(Upon Offer of Employment):
APPLICATION PROCESS REQUIRED APPLICATION DOCUMENTS: (The following required documents must be submitted electronically via the online application system.)
Additional Instructions: If you experience technical difficulties attaching any of your documents electronically, please contact Human Resources for instructions. If you do not have a scanner, there are commercial facilities available to assist you with this process. All required documents must be submitted with your electronic application by the application deadline or your application will be considered incomplete and will not be considered. Application Procedure: To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via https://www.schooljobs.com/careers/sbccby the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. "See Resume" is not acceptable. If you apply for more than one position, copies of all the required documents must be attached separately for each position. Applications and all documents submitted become the property of SBCC and are retained electronically. Accommodation for Applicants with Disabilities: If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose. Selection Procedure: SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose. - EQUAL OPPORTUNITY - TITLE IX EMPLOYER To apply, visit https://www.schooljobs.com/careers/sbcc/jobs/4897051/admissions-records-supervisor-dual-enrollment-categorically-funded-position jeid-8885d7874e657341aa87e96a36f7c5ad | |