ADMISSIONS / RECORDS SPECIALIST II

Location : Santa Ana, CA

Job Type : Full-Time, 40 hours / week; 12 months / year

Job Number : CL25-01183

Division : SAC Enrollment and Support Services Division

Department : Admissions and Records

Opening Date : 05 / 23 / 2025

Closing Date : 6 / 16 / 2025 5 : 00 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : California School Employees Association 579

Start Date : Contingent upon the Board of Trustee's approval.

Site : Santa Ana College

2024 CSEA Annual Salary : Grade 8 : $53,883.09 - $68,877.12

Work Schedule : Monday - Thursday, 9 : 00 am - 6 : 00 pm and Friday, 8 : 00 am - 5 : 00 pm

Number of Positions : Two (2) full-time positions.

POSITION DETAILS

About Rancho Santiago Community College District

is one of the most established districts in the state and has been in operation for nearly 50 years. Located in the heart of Orange County, it is one of the largest of California's 72 community college districts, based on the number of credit and non-credit students. RSCCD encompasses 25 percent of Orange County's total area and serves a population of more than 700,000 residents in the communities of Anaheim Hills, Orange, Santa Ana, Villa Park, and portions of Anaheim, Costa Mesa, Irvine, Fountain Valley, Garden Grove, Tustin, and Yorba Linda. The district includes Santiago Canyon College and Santa Ana College, as well as the Centennial and Orange Continuing Education Centers, the Digital Media Center, the Joint Powers Fire Training Center, the Orange County Sheriff's Regional Training Academy, the College and Workforce Preparation Center, and the District Operations Center. RSCCD's three (3) auxiliary Foundations are actively involved in supporting both community and campus programs.

RSCCD's student population is a direct reflection of the diverse communities in the surrounding neighborhoods. As a whole, the district has the honor of serving approximately 55,537 students : 51% Hispanic / Latinx, 20% White, 9% Asian & Filipino, and 2% are African American. RSCCD is a proud Hispanic Serving Institution (HSI) and serves predominately historically underrepresented students. There is a commitment to foster student centered values among our employees to provide equitable student learning, academic excellence, and workforce development. By delivering high-quality educational programs and student support services, the district ensures that students have the appropriate resources to achieve their goals.

At RSCCD, our mission is to integrate diversity, equity, inclusion, accessibility, and justice into all aspects of student academics and employee relations. Thus, creating transformational experiences that prepares students and employees to engage in the world with a renewed sense-of-self. Through this commitment, Rancho Santiago Community College District strives to cultivate a learning environment that prioritizes respect, to ensure that RSCCD stakeholders feel valued and supported throughout their academic and professional careers.

About the Position

The ideal candidate will demonstrate cultural competency in serving diverse community college populations, including faculty, management, and students from varied ethnic, racial, cultural, and socioeconomic backgrounds. This includes those with differing abilities, AB 540 students, DACA recipients, Foreign Residents, VACA participants, and Continuing Education students. They will support RSCCD's mission to promote self-awareness, knowledge, and communication skills, enabling all members of the college community to participate creatively and confidently in an ever-changing world.

Candidates will contribute to an inclusive and collaborative workplace culture that supports the diverse needs of faculty, management, staff, and students. They will effectively provide services and support to individuals with differing academic preparation levels and unique learning or workplace needs, ensuring equitable access and opportunities for success. Candidates should demonstrate cultural competency, sensitivity, equity-mindedness, and a commitment to anti-racism in all interactions and contributions. Through their role, they will empower students to achieve their educational and career goals while promoting a positive and inclusive environment where faculty and management can thrive, fostering creativity, confidence, and lifelong learning throughout the college community.

Class Summary

Under general supervision, performs a variety of technical duties related to student records, evaluation of transcripts, admissions, registration, fee collection, and public contact; performs related duties as required.

Representative Duties

Evaluates incoming transcripts to determine transferable units; course equivalency, unit value, grading system of courses at previous colleges for prerequisites, transfer (IGETC & CSU) certification and degree requirements; interprets and assists counselors and students with course equivalence; processes grade changes, G.P.A. and grades, maintains transcripts; utilizes a variety of computer programs to implement and update record changes; prepares outgoing transcripts and maintains accounts receivable and records indicating where transcripts have been sent; prepares and transmits student records to district offices; research and prepare responses to civil and state subpoenas and logs subpoenas received; screens instructor grades for accuracy and completeness for data entry; processes variable unit changes, class transfers, and add / drops; adjusts student fees; corrects lists, including academic renewal, cumulative audit, attendance, applications, student ID, graduation lists and grades; maintains instructor books; creates, collects, maintains, and files instructor grade books and posts grade changes; assists with admissions, determination of residency, editing of applications, matriculation, registers students, processes add / drops, determines fee waivers and fee credit eligibility; answers questions concerning catalog and class schedule information; refers students to special programs; interprets and explains rules and regulations to students, staff and faculty; directs student workers assisting in work-related functions; operates office machinery including typewriter, fax machine, PC; utilizes mainframe software for a variety of PC programs for admissions, records, and imaging system; researches admissions and records problems; performs other duties as assigned.

Organizational Relationships

This position reports to designated Administrator / Supervisor.

QUALIFICATIONS

Combination of training and / or experience equivalent to a high school diploma and two years of responsible records experience, preferably in admissions records maintenance, including business math, good judgment and interpretation of regulations.

Knowledge and Abilities

Knowledge of : rules, regulations, procedures, and policies of the college, and relevant county, state and federal regulations; English usage, mathematics, public relations and use of modern office equipment.

Ability to : perform work involving judgment, accuracy, and confidentiality; establish and maintain effective relationships with others; understand, interpret, and explain district policies and procedures regarding admissions, registration and evaluations; make arithmetic calculations; perform typing and keyboarding tasks accurately; utilize related PC programs; communicate clearly and concisely, orally and in writing.

Additional Qualifications

Candidate must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, and ethnic backgrounds of community college students, staff, and the community.

APPLICATION PROCESS

To ensure full consideration, all applicants must submit a complete Rancho Santiago Community College District online application that includes the items listed below by the position's closing date. Recruitment will review all applications for completeness, and only complete application packets will be forwarded to the screening committee for further review.

A Complete Application Packet Must Include the Following :

• RSCCD Online Application
• Resume - details all relevant education, training, and other work experience

Application Screening

Job announcements will include screening criteria to be used during screening and interviews. This may include, but is not limited to :

Based on the information presented in the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and an oral interview.

Meeting the position's minimum requirements does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements and are deemed the most competitive in the applicant pool.

Interview

Applicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors :

A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure the correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants.

Disability Accommodations

Individuals who require reasonable accommodations in the Application or Interviewing Process in accordance with ADA should notify the Recruitment Office in the Human Resources Division at least two days prior to the closing date, by calling (714) 480-7455.

Conditions of Employment

The selected candidate is required to complete the following before employment as part of the onboarding process :

EEO STATEMENT

The Rancho Santiago Community College District (RSCCD) is committed to the concept and principles of staff diversity and equal employment opportunity by prohibiting discrimination based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics. Applications from all persons interested in the position are encouraged.

Full-Time Classified Benefits

Permanent employees who work 20 or more hours per week. For a detailed Benefits summary, click

Group Term Life Insurance

1 X Annual Salary

Optional Voluntary Plans

Hyatt Legal Plans

Additional Voluntary Plan

MetLife, Auto, Home, and Pet Insurance

Tax Sheltered Annuities

Leaves

Vacation Leave - Days are earned per

Sick Leave - Twelve (12) days of absence for illness or injury with full pay for a fiscal year of service.

Jury Duty

Bereavement Leave

Personal Necessity Leave

Maternity Leave

Military Leave

Family Leave

Parental Leave

Participation in School Activities of Children Leave

Holiday Leave

For the complete list of paid holidays per fiscal year, click :

Part-Time Classified Benefits

Permanent employees who work 19 or less hours per week.

Pension -

Prorated Holiday Leave

For the complete list of paid holidays per fiscal year, click

Short-term / Substitute Benefits

Non-permanent temporary employees.

Pension -