Los Angeles Community College District

Plans, schedules, and supervises the specialized clerical and technical work of an admissions and records office and performs the more complex technical assignments.

Plans, schedules, and supervises the day-to-day work of the clerical unit in the admissions and records office which performs a wide variety of functions related to student registration, class enrollment, attendance, grading, transfers, and graduation.

Selects, trains, and supervises assigned admissions and records staff.

Interprets and applies District policies, rules and regulations, and operational procedures concerning admissions and records matters.

Answers inquiries and investigates and resolves the more complex problems related to registration, enrollment, fee assessments, attendance, residency and graduation requirements, and other related areas.

Reviews and supervises the processing of documents and petitions for grade changes, withdrawals, transfers, graduation, academic and progress renewals, etc.

Assists in developing and coordinating procedures with other offices such as the business office, financial aid, counseling, and other student services programs.

Assists in developing and revising procedures to audit, update, reconstruct, and maintain records.

Coordinates any off-campus admissions and registration.

Utilizes standard office software applications to compile data and prepare reports and correspondence concerning student admissions and records matters.

Utilizes specialized computer application programs used for applications, electronic transcripts, and degree audits.

Attends and participates in seminars, conferences, workshops, and other meetings pertaining to admissions and records.

Performs related duties as assigned.

A Senior Admissions and Records Office Supervisor supervises the day-to-day clerical and technical operations of a college admissions and records office and resolves the most complex and difficult technical problems of the office.

A Registrar plans, directs, and administers the operations of a college admissions and records office and develops and implements policies, rules, and operational procedures related to student admissions, enrollment, registration, student academic records, transfers, graduation, and other functions of admissions and records services.

An Admissions and Records Office Supervisor supervises and participates in the technical and clerical work in a college admissions and records office on the day shift at a smaller college or the evening shift at a larger college.

General supervision is received from the Registrar or an academic supervisor, in the absence of a Registrar. Immediate supervision is exercised over assigned technical and clerical admissions and records staff.

Knowledge of:

Policies, rules, regulations, and procedures relating to enrollment, registration, grading, transfer and graduation of students from college programs and specially funded programs

Customer service techniques for public contact in person, on the telephone, and in written communication

Principles, practices and procedures of office management

Principles of training and supervision

Research techniques and sources of reference material and information pertaining to admissions

Report and business correspondence formats

Organization and management of records

Capabilities of computer applications, systems, and hardware used in the the operations of an admission and records office

Ability to:

Plan, assign, and supervise the work of assigned staff

Understand, interpret and apply the rules and procedures governing registration, enrollment, transfers, and graduation

Assess situations correctly and take effective action

Gather, compile, and interpret statistical data

Meet schedules and time lines

Evaluate work methods and performances

Prepare comprehensive reports and correspondence

Communicate effectively orally and in writing

Give clear and concise instructions

Work confidentially with discretion

Maintain high levels of customer service and satisfaction

Establish and maintain effective relationships with a diverse pool of administrators, staff, students, and the public

Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement

Provide training in admissions and records policies and procedures

Effectively utilize computer equipment and software in the performance of duties

Travel to off-site events and meetings

Learn specialized computer applications

A. An associate degree or its equivalent from a recognized college or university preferably with coursework in business administration, human relations, and computer applications and office technologies (COAT) AND three years of full-time, paid experience in a college or university admissions office which must have included determining eligibility for enrollment, course credit, and/or graduation and residency. One year of the required experience must have been in a supervisory capacity.

OR

B. A bachelor’s degree from a recognized college or university, preferably with a major in business administration, public administration, or a related field AND two years of full-time, paid experience in a college or university admissions office which must have included determining eligibility for enrollment, course credit, and/or graduation and residency. One year of the required experience must have been in a supervisory capacity.

Special:

A valid Class “C” California driver's license is required.

Travel to locations throughout the District is required.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.