Admissions/Records Assistant, Senior


Posting Number: 0001787


Location: Contra Costa College


Salary: $4,286 – $5,220 per month (see special instructions for step placement)


Position Definition:


To perform complex work in the areas of student registration, evaluation and admissions and records.


Distinguishing Characteristics:

Admissions/Records Assistant I – Positions assigned to classification are generally task focused and consistent on a day-to-day basis. Employees in this position may be required to provide general and specific information at a student service counter, as well as to perform general clerical duties.


Admissions/Records Assistant II – Positions assigned to this classification are distinguished from that of Admissions/Records Assistant I by specialization in an area such as the interpretation or application of federal or District regulations.


Admissions/Records Assistant, Senior – Positions assigned to this classification perform the more difficult admissions/records tasks and provide technical or functional supervision and assistance to less experienced personnel.


Admissions/Records Assistant, Lead – Positions in this classification will help train and coordinate admissions/records personnel. Employees in this position serve as an assistant to the Director of Admissions/Records and provides on-going technical and functional lead supervision to the office staff.


Examples of Duties/Essential Functions:

Duties may include, but are not limited to, the following:

Evaluates student records to determine degree and certificate awards.

Performs data entry regarding student schedule changes; collects fees and issues receipts, accounts for fees received.

Responds to requests for information regarding admissions and records; receives transcript requests and processes.

Interprets, advises, and assists counselors and students in evaluation of proposer courses needed for graduation and certificated program requirements.

Evaluates and researches incoming college transcripts; equivalencies for degrees and transfer requirements; prepares evaluation worksheets; uploads into imaging system and notifies students of the outcome.

Generates late add codes for faculty to retrieve online; accesses system to print and distribute census rosters throughout the semester and produce duplicate copies as necessary.

Receives admissions applications for a variety of programs and apprenticeships; checks for accuracy and residency requirements; inputs into electronic system; selects applicants based upon established department policy and sends acceptance and denial letters.

Receives admissions applications from International students; checks for accuracy and completion; evaluates documents and selects applicants based upon established department policy; issues Certificate of Eligibility when appropriate; issues denial letters.

Receives money from students and others for payment of tuition and fees.

Balances cash on hand against receipts, checks balances and reconciles cash sessions.

Answers phones, acting as the first point of contact providing information on admissions, registration and student records.

Evaluates student eligibility for Veteran Affairs Education Services; acts as a liaison between students and Veterans Administration; compiles, maintains and monitors documentation and records.

Maintains admissions and records website by updating published information as required.

Evaluates student records for certification in general education requirements for transfer to California State University and University of California.

Enters academic notations on student records; posts credit by examining classes and grades

Certifies students for athletic eligibility in intercollegiate sports.

Supervises and trains student assistants; may assist in selecting student assistants.

Performs related duties as assigned.


Minimum Qualifications:




Three (3) years of experience performing clerical and/or technical duties in a college admissions and records office.


Possession of a high school diploma/GED or the equivalent.


Knowledge Of:

District and state regulations, policies and procedures regarding college admissions and records.

Enterprise Resource Planning (ERP) Systems.

Current business practices relevant to the Department of Admissions and Records.

Modern office procedures, practices and technology/equipment.

Modern software applications (e.g. Microsoft Office Suite, etc.).

Record keeping principles and procedures.

Basic mathematics.


Skill To:


Skill/Ability to:

Train and direct others in Admissions and Records policies and procedures.

Work independently and as part of a team.

Interpret and communicate District policies and procedures to students and faculty.

Communicate effectively, both orally and in writing.

Make appropriate decisions regarding the acceptance and placement of college coursework.

Work on complex software systems for inputting and monitoring student records.

Adapt to changing circumstances, multi-task, work under pressure and handle challenging situations.

Serve students, staff and colleagues in a helpful and professional manner.

Keyboard with accuracy.

Establish and maintain cooperative work relationships with those contacted in the performance of required duties.

Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.


Ability To:



Desirable Qualifications:

· Demonstrated commitment to supporting a diverse student population and the local community the college serves.· Demonstrated experience working within a social/racial justice, equity-minded framework and implementation of these concepts in direct services to students.· Commitment to and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, politics, philosophy, disability, and religious background of all students, faculty and staff· Experience in a fast-paced, high-volume working environment.· Demonstrated experience working in admissions and/or student matriculation processes (i.e. admissions, concurrent enrollment, dual enrollment, new student orientation and onboarding, residency for tuition purposes, etc.)· Experience in project management, data analysis, and metrics.· Demonstrated experience in working collaboratively with multiple units/departments and stakeholders, including the public.· Experience with implementing effective use of technology including student information systems, software applications, and databases to enhance workflow and improve efficiency of services· Organizational skills that enable performance of duties in a timely fashion with attention to detail· Effective oral and written communication skills


Special Instructions:

Note: New employees will be placed at the first step which is $4,286 per month, second step $4,502 per month or third step at $4,730 per month (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $5,220 per month is reached on the salary schedule.


Contra Costa College serves about 10,000 students, credit and non-credit, who pursue transfer preparation, career education and foundational skills. The College’s student population reflects its surrounding diverse communities. Serving predominantly African American/Black and Latino/a/x students, Contra Costa College is situated in a socioeconomically diverse, resilient, and culturally vibrant community. As a proud Hispanic Serving Institution (HSI), we seek candidates who embrace our community, student population, and central work: strengthening West County by meeting our students where they are and helping them get where and who they want to be.


We seek a colleague who operates with a growth mindset, a strengths-based and student-centered approach, and an unflinching commitment to equity, especially concerning the elimination of barriers to college access, success, and completion. The ideal candidate will be eager to help construct and maintain a culture of continuous improvement in instructional effectiveness, student service, leadership, and social and racial justice.


The A&R Senior Assistant will:

· Help train and coordinate admissions/records student workers and day-to-day operations· Provide on-going technical and functional supervision to the office staff.· Perform technical work, including registration set-up and coding and auditing materials for input in Colleague.· Provide information to students, faculty and others regarding enrollment processes, grades, class schedules and department policies and procedures.· Maintain program requirements, certificates, and transfer evaluations in college degree audit system.· Develops and maintains the degree audit system and rules.· Coordinate maintenance of CCCApply (admissions applications), online forms in Dynamic Forms (including residency, prerequisites, student data changes, other academic and enrollment forms).· Maintain admissions and records website by updating published information as required.· Assist in the creation of admissions and records procedures with other lead and senior admissions and records assistants and managers that are consistent with college, District and state regulations.· Oversee reconstruction of student records


Job Close Date: 1/10/2023


Open Until Filled: No


To apply, visit https://apptrkr.com/3705133


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About Contra Costa Community College District