Senior Admissions & Records Office Supervisor

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.

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

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

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

Coordinates any off-campus admissions and registration.

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

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.

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.

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.

An Assistant Registrar coordinates the evening shift operations of a college admissions and records office and assists in developing and implementing policies, rules, and operational procedures for the processing of student admissions, 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, Assistant Registrar or an academic administrator. Immediate supervision is exercised over assigned admissions and records staff.

Knowledge of:

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 training and supervision

Capabilities of computer applications, systems, and hardware common to the operations of an admission and records office

Research methods

Recordkeeping and data collection systems

Organization and management of records

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

Effectively utilize computer equipment and software in the performance of duties

Gather, compile, and analyze statistical data

Prepare comprehensive reports in written, graphic, and tabular form

Give clear and concise instructions

Analyze situations correctly and take effective action

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

Learn specialized computer applications

A. An associate’s degree or its equivalent from a recognized college or university preferably with coursework in business management, office management, human relations, and computer applications AND three 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. Graduation from high school or its equivalent AND four 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.

College-level courses in supervision, office management, human relations, and computer applications are desirable.

Special:

A valid Class “C” California driver's license may be required for some positions. Travel to locations throughout the District may be required for some positions.

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• At least 15 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

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.