Admissions/Records Assistant I (TEMP Assignment)

Location: Diablo Valley College
Salary: $17.06 per hour

Position Definition

To perform a variety of routine clerical duties in the areas of student registration and admissions and records.

Distinguishing Characteristics

• Admissions/Records Assistant I – Positions assigned to this classification are generally task-focused and consistent on a day-to-day basis. Employees may be required to provide general and specific information at a student service counter, as well as perform general clerical duties.
• Admissions/Records Assistant II – Positions assigned to this classification are distinguished 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 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 help train and coordinate admissions/records personnel. Employees serve as an assistant to the Director of Admissions/Records and provide ongoing technical and functional lead supervision to the office staff.

Responsibilities

• Registers students into classes by accurately entering student and class information into the Enterprise Resource Planning (ERP) System.
• Provides routine information to students, faculty, and other departments regarding registration and admission procedures and other general information.
• Receives admissions and enrollment forms; reviews for accuracy; processes applications.
• Assists students in filling out forms; collects and records fees; monitors and processes incoming requests; assists students resolving transcript issues; sends transcripts to students and colleges.
• Assists students with and processes online registrations, drops, and additions; collects and accounts for money; issues receipts; closes out and balances cash drawer.
• Prepares and runs basic reports.
• Performs transactions to correct student academic records.
• Collects, records, and logs subpoenas directed to the Custodian of Records.
• Responds to requests from other educational institutions and agencies involving the verification of student status and records.
• Updates and maintains a variety of data for completeness and accuracy.
• Prepares routine correspondence and departmental materials; opens, processes, and distributes incoming mail; maintains office supply inventory; establishes and maintains administrative files and records.
• Answers phones, acting as the first point of contact, providing information on admissions, registration, and student records.
• Performs related duties as assigned.

Requirements

• One (1) year of experience performing general clerical duties in a similar work environment, ideally involving student/public contact and/or admissions and records.
• Possession of a high school diploma/GED or the equivalent.

Knowledge & Skills

• Basic business practices.
• Methods of cash handling and cash reconciliation.
• Effective oral and written communication.
• Modern office procedures, practices, and technology/equipment.
• Modern software applications (e.g., Microsoft Office Suite).
• Recordkeeping principles and procedures.
• Basic mathematics.
• Operate and enter data into a computer accurately.
• Learn to operate and enter data into an Enterprise Resource Planning (ERP) System accurately and quickly.
• Learn state and federal regulations, and District policies and procedures.
• Serve students, staff, and colleagues in a helpful and professional manner.
• Adapt to changing circumstances and multi-task.
• Make mathematical calculations accurately.
• Keyboard with accuracy.
• Understand and carry out both oral and written instructions.
• 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.

Desirable Qualifications

• Ability to work with complex software systems for inputting and monitoring student records.
• Establish and maintain cooperative work relationships with others.