Job Title Assistant Registrar, San Elijo
Type of Assignment Classified/Staff
Assignment Category Regular Position
Position Details One regular, exempt, full-time position, 40 hours per week, 12 months per year, on the San Elijo campus. The anticipated work schedule will be Monday – Friday, 8:00 am – 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.
IMPORTANT: MiraCosta College requires that all employees be fully vaccinated against COVID-19 in order to promote a safe and healthful workplace for employees and to promote the health and safety of our campus community. Unvaccinated employees are at greater risk of contracting and spreading COVID-19 within the workplace and to the college community that depends on college programs and services. As of August 23, 2021, all employees must submit proof of vaccination or request and receive approval for a medical or religious exemption prior to their start date. For more information, please visit https://www.miracosta.edu/covid/covid-vaccination-requirements.html">https://www.miracosta.edu/covid/covid-vaccination-requirements.html
Salary Range 29
Compensation Starting at $6,772.08 per month (range 29, step 1) on the 2021-2022 classified salary schedule.
Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.
Benefits A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).
Position Term in Months 12
Application Procedure In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number. Applications will be accepted until the position is filled.
1. Application on which you list all relevant experience.
2. A current resume or curriculum vitae summarizing your educational background and experience.
3. A cover letter addressed to the "Screening and Interview Committee" specifically describing how your experience aligns with the Essential Duties, Other Duties, and Desirable Qualifications.
4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.
If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=6">https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=6. Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.
The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.
Offer of employment to the person selected for this position is contingent upon 1) proof of being fully vaccinated* for COVID-19 or requesting and receiving approval for a medical or religious exemption; 2) successful completion of a pre-placement physical exam at district expense; 3) submission of a current tuberculosis test clearance; 4) proof of eligibility to work in the United States; 5) fingerprint clearance; and 6) approval by the Board of Trustees.
Retired STRS members are not eligible for this position.
Basic Function Under direction, supervise and coordinate day-to-day admissions and records operations at the San Elijo Campus (SEC), organize and monitor workflow and communications in the office; work with Bursar to establish and maintain proper business processes; supervise and evaluate the performance of assigned Admissions & Records personnel; act as Registrar in the absence of the incumbent; responsible to the Dean, SEC for site-specific issues; and perform related duties as assigned.
Distinguishing Characteristics The Assistant Registrar is distinguished from the Director of Admissions and Records/Registrar in that the former is primarily focused on the requirements of the San Elijo campus, while the latter is responsible for Admissions and Records and Registrar functions for the District as a whole.
Essential Duties & Responsibilities 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. Plan, assign, schedule, supervise and evaluate the work of assigned staff; with staff, develop, implement and monitor operational plans to achieve assigned unit objectives; provide input to the annual budget; make purchases and other expenditures in accordance with district procedures and monitor performance against the annual budget; assist the Director of Admissions and Records/Registrar and participate in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepare and maintain a variety of records and reports.
2. Perform complex technical duties involved in evaluating student records and transcripts from other colleges and universities for completion of degree requirements and general education requirements for admission; analyze transcripts and interpret course descriptions for courses and units completed; determine level, content, unit value and grading system; determine student eligibility for graduation; verify completion of requirements; prepare graduation lists for each semester; compute statistical graduation data; print diplomas and certificates.
3. Interview and participate in selecting new unit staff; supervise and evaluate staff performance; establish performance requirements and personal development targets; regularly monitor performance and provide training, coaching and mentoring for performance improvement, in accordance with district human resources policies and labor contract agreements.
4. Provide day-to-day leadership and work with staff to ensure a high-performance, service-oriented work environment that supports achieving district and division mission, objectives and service standards; enforce the maintenance of safe working conditions and ensure safe work practices are followed by staff.
5. Provide technical assistance, quality assurance and information to students and staff regarding admissions, registration, attendance, records and enrollment fees; review and determine residency status of applications; register and enroll students; assist in resolving student complaints and make program changes as appropriate.
6. Oversee the collection of college fees and refund processing; maintain, balance and secure the cash fund during on-campus registration; collect fees and prepare receipts for money collected.
7. Prepare and transmit correspondence for students, verifying student status and other information; respond to requests from other educational institutions and agencies involving the verification of student status and records.
8. Assist in the development and maintenance of the Degree Audit system by developing course equivalency grids and inputting transfer course equivalencies; assist in troubleshooting and testing the system.
9. Maintain all student supporting documentation to meet retention and audit requirements; maintain and ensure the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act of 1974 and establish district policies and procedures.
10. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time logs and ensure conformance to work hour restrictions; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with the resolution of payroll issues.
11. Act as Registrar in the absence of the incumbent.
1. Collect, compile, verify and record information for the preparation of reports, including program review and other program analyses for purposes such as accreditation or site-specific needs; in consultation with the Director of Admissions and Records/Registrar, design, modify and update numerous forms.
2. Order and maintain office supplies and consult with the Director of Admissions and Records/ Registrar on budgeting needs for the SEC.
3. Perform related duties as assigned.
1. Community college courses, curriculum, graduation and transfer requirements.
2. Laws, rules, regulations, policies and procedures relating to admissions and records including the Family Educational Rights and Privacy Act of 1974.
3. Principles and practices of effective supervision and training.
4. District human resources policies and labor contract provisions.
5. District practices and procedures for budgeting, purchasing and maintaining public records.
6. Electronic data processing applications and equipment.
7. Modern office practices, procedures and equipment.
8. Written and oral communication skills including correct English usage, grammar, spelling, punctuation and vocabulary.
9. Applicable federal, state and local laws, rules and regulations, including relevant sections of the state education code.
10. Technical aspects of field of specialty.
11. Interpersonal skills using tact, patience and courtesy.
1. Plan, supervise, assign, review and evaluate the work of staff engaged in Admissions and Records.
2. Work independently with little direction.
3. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
4. Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
5. Maintain the confidentiality of department and student records and information.
6. Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.
7. Train, supervise or provide work direction and assess assigned personnel and student workers.
8. Operate a computer and standard business software.
9. Make arithmetic calculations quickly and accurately.
10. Communicate effectively both orally and in writing.
11. Present proposals and recommendations clearly, logically and persuasively.
12. Resolve conflicts and deal effectively with difficult people.
13. Understand and follow oral and written directions.
14. Meet schedules and timelines.
15. Maintain records and prepare reports.
16. Work confidentially with discretion.
17. Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
18. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
19. Establish and maintain effective working relationships with all those encountered in the course of work.
Education & Experience
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
An associate degree or equivalent course work in business or a related field, and four years of experience in college admissions and records, or an equivalent combination of training and experience.
NOTE: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.
1. Previous supervisory experience in a Student Services setting overseeing different levels of positions.
2. Previous experience working with computer systems and applications related to Admissions and Records and Counseling functions such as SARS, PeopleSoft, and web-based software.
3. Demonstrated experience working collaboratively with Student Services and Instructional departments.
Licenses & Other Requirements A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program.
Physical Effort The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to travel to a variety of locations on and off campus as needed to conduct district business.
Emotional Effort Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities
Working Conditions Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; may work at any district location or authorized facility with occasional evenings and/or weekends on an as-needed basis. Occasional local travel may be requested.
Posting Number S_21/22_024_P
Human Resources Contact Information firstname.lastname@example.org">Information email@example.com or 760.795.6854
Open Until Filled Yes
First Screening Date This position is open until filled, but applications received by the first screening date of Monday, November 8, 2021 will receive first consideration.
Direct Link to Posting https://jobs.miracosta.edu/postings/2798 ">https://jobs.miracosta.edu/postings/2798
Required fields are indicated with an asterisk (*).
1 * Are you legally authorized to work in the United States?
2 * MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. We strive to be a model for equity and inclusion, effectively supporting students and employees from diverse socioeconomic and cultural backgrounds who possess a range of abilities, academic preparation, and life experiences. Describe your qualifications and experiences that have prepared you to effectively interact with people who may have a different background than yours (e.g., racial, ethnic, cultural, religious, gender, sexual orientation, socioeconomic, disability, etc.). (Open Ended Question)
Documents Needed to Apply
1 Cover Letter
2 Resume/Curriculum Vitae
3 Transcript 1
1 Formal Agency Evaluation – Non-U.S. Transcripts
2 Transcript 2
3 Transcript 3
Starting at $6,772.08 per month (range 29, step 1) on the 2021-2022 classified salary schedule.
Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.