Los Angeles Community College District

Admissions & Records Office Supervisor (#2560)

$28.34-$35.11 hourly / $4,911.82-$6,084.90 monthly / $58,941.84-$73,018.80 annual


Definition

Plans, schedules, supervises, and participates in the specialized clerical and technical work of an admissions and records office on the day shift at a smaller college or the evening shift at a larger college.

Typical Duties

Plans, schedules, supervises, and participates in 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 and class enrollment, attendance, grading, transfers, and graduation.

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

Interprets District policies, rules and regulations, and operational procedures associated with admissions and records.

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

Assists in the coordination of any off-campus admissions and registration.

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

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 related to admissions and records.

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

Performs related duties as assigned.

Distinguishing Characteristics

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.

 

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.

 

An Admissions and Evaluation Technician applies judgment and specialized knowledge in the evaluation of student records for the purpose of determining eligibility and status of entering students and of students who petition to graduate.  The work is performed with relative independence and requires the ability to explain regulations and procedures to students.

Supervision

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

Class Qualifications

Knowledge of:

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

Practices and procedures of office management

Principles of supervision and training

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

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

Letter, memorandum, and report formats

Recordkeeping procedures

Ability to:

Plan, assign, and supervise the work of assigned staff

Evaluate work methods and performances

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

Establish and maintain effective relationships with administrators, staff, students, and the public

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

Communicate effectively orally and in writing

Keep information confidential

Effectively utilize computer equipment and software in the performance of duties

Assess situations correctly and take effective action

Gather, compile, and interpret statistical data

Meet schedules and time lines

Prepare comprehensive reports and correspondence

Give clear and concise instructions

Travel to off-site events and meetings

Learn specialized computer applications

Entrance Qualifications

Education and Experience:

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 technology (CAOT) AND two years of full-time, paid experience in a college or university admissions office. One year of the required experience must have been in a supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year 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 one year of full-time, paid experience in a supervisory capacity in a college or university admissions office. A successfully completed college-level course in supervision or management may substitute for the required one year in a supervisory capacity.

Special:

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

Travel to locations throughout the District is required.

Reasonable Accommodations

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 his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 


CLASS: 2560; EST: ; REV: 12/18/2019;