Substitute Admissions and Records Specialist

Salary: $28.30 Hourly
Location : San Bernardino Valley College and/or Crafton Hills College, CA
Job Type: Substitute
Job Number: 2426-00023
Department: Various Departments
Opening Date: 07/02/2025
Closing Date: Continuous
Work Schedule: Various hours depending on department needs*
Work Days/Year: Various days depending on department needs*
Mission Statement: SBCCD positively impacts the lives and careers of our students, the well-being of their families, and the prosperity of our community through excellence in educational and training opportunities.

Job Description
This posting is to create a pool of qualified applicants for the current and/or upcoming academic year. While the department may not be actively recruiting at this time, applicants who meet all minimum qualifications and have submitted complete application materials will be contacted if a substitute position becomes available.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job; however, any additional duties will be reasonably related to this class.
SUMMARY DESCRIPTION

Performs duties of a specialized nature within Admissions and Records; performs the full scope of tasks involved in the conduct of student admission and registration activities, and in the preparation and maintenance of student records
DISTINGUISHING CHARACTERISTICS

The Admissions and Records Specialist is distinguished from the Admissions and Records Technician in that the Admissions and Records Specialist assumes the responsibility for the more complex duties such as Student-Athlete certification and registration. Incumbents within this classification may also assist with the work of lower level admissions and records support staff.
SUPERVISION RECEIVED AND EXERCISED

Receives limited direction from appropriate supervisor; refers only unusual decisions to supervisor. May provide technical and functional direction to assigned student workers.
REPRESENTATIVE DUTIES

The following duties are typical for this classification.

1. Assists students in the completion of various forms and documents providing information regarding admissions and registration procedures, and courses offered; may advise students of admission and graduation requirements; may provide information in regard to social security, unemployment, and welfare benefits.
2. Provides general and specific information regarding a wide variety of admissions and records policies and procedures to students, staff, faculty and the public in writing, over the telephone or at the counter; distributes forms, petitions, transcript requests and other forms as required.
3. Coordinates and/or participates in all student admission and registration activities; determines residency status according to established guidelines; assembles material and equipment utilized at the registration station.
4. Calculates tuition and other fees according to established guidelines; receives payments; reconciles cash and maintains related records.
5. Types lists, cards, addresses, labels, and standard forms; prepares or types correspondence or reports; proofreads and/or corrects material for completeness and accuracy.
6. Receives, examines, and processes transcript requests from students, outside colleges and other agencies; provides updated change in status on transcripts as appropriate; calculates fees and receives monies for payment of transcripts.
7. Processes student and instructor-initiated requests for grade changes, audits, credit/no credit requests, incompletes, and prerequisite clearances.
8. Initiates and maintains student records; collects and verifies student statistical data for the preparation of state reports and statistical reports.
9. Assists in the design and operation of automated admissions, records and registration systems.
10. Assists in organizing attendance accounting records including opening day rosters, census rosters, final grade rosters and academic probation and dismissal lists; distributes information and instructions for their completion and return; assures proper filing and maintenance of attendance records and reports.
11. Researches and locates previous student archives; provides accurate records of transcripts with applicable certifications and related documentation.
12. Assists student-athletes in the completion of related forms; ensures adherence with applicable deadlines.
13. Reviews student files for previous athletic participation, transfer information, and student-athlete information; verifies student-athlete eligibility for California residency for enrollment purposes as needed based on information provided on student-athlete forms.
14. Prepares, maintains and verifies a variety of files and records related to student-athlete eligibility; prepares and submits a variety of required documentation to internal and external auditors for verification of compliance with all athletic eligibility rules and regulations.
15. Maintains current knowledge of laws, policies and procedures related to assigned area; develops procedures and implement changes as needed.
16. May attend events on or off campus as assigned to assist students with application and registration activities.
17. Performs other duties related to the primary job duties.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
CORE COMPETENCIES:

Analyzing and Interpreting Data

• Apply sorting, coding and categorizing rules
• Analyze data
• Read reports
• Draw meaning and conclusions from quantitative and/or qualitative data

Customer Focus

• Attending to the needs and expectations of customer
• Seeks information about the immediate and longer term needs of the customer
• Anticipates what the customer may want or expect in a product or service
• Works across organizational boundaries to meet customer needs **

Reading Comprehension

• Understanding and using written information
• Knows the meaning of printed words; comprehend the literal meaning of text
• Make interpretations, applications, deductions, inferences, extrapolations from written information **

Professional and Technical Expertise

• Applying technical subject matter to the job **
• Knows the rudimentary concepts of performing the essential technical operations

Critical Thinking

• Analytically and logically evaluates information to resolve problems
• Follow guide, SOP or other step by step procedures for locating the source of a problem and fixing it
• May detect ambiguous, incomplete, or conflicting information or instructions**

Attention to Detail

• Focusing on the details of work content
• Shows care and thoroughness in adhering to process and procedures that assure quality
• Applies knowledge and skill in recognizing and evaluating details of work**
• Applies skilled final touches on products

Using Technology

• Working with electronic hardware and software applications
• Using basic features and functions of software and hardware
• Experiments and finds novel uses for standard features and functions **
• Adds, improves, modifies, or develops features and functionality**

Team Work/Involving Others

• Collaborating with others to achieve shared goals
• Engages others for suggestions and ideas

Writing

• Communicating effectively in writing
• Using correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structure
• Logically orders and structures ideas and progression of thought

Adaptability

• Responding positively to change and modifying behavior as the situation requires**
• Accept and adjust to changes and the unfamiliar

Innovation

• Imagining and devising new and better ways of doing things**
• Fix what is broken; find solutions and fixes with resources at hand
• Finds new approaches to performing familiar tasks
• Create and invent new ideas; envision the unexpected, unexplored, untried**

Listening

• Comprehend and verbal instructions and orally presented information
• Recalls or retrieves key points in a conversation
• Listen actively by rephrasing others' input cogently and accurately**

Legal and Regulatory Navigation

• Understanding, interpreting, and ensuring compliance with laws and regulations
• Locates, understands, or provides factual regulator information**
• Works within the bounds and limits of what is permissible

Professional Integrity and Ethics

• Follows a clear-cut set of rules
• Understands practical necessity of rules and ethical guidelines
• Shows consistency in behavior and judgement over a long term and varied situations

Valuing Diversity

• Shows acceptance of individual differences
• Welcomes input and inclusion of others who may be different from oneself
• Shows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discrimination

**Lead, Advanced or Senior Level Positions

Qualifications
Education/Training: Equivalent to the completion of high school.

Experience: Three (3) years of experience in Admissions and Records performing duties comparable to an Admissions and Records Technician with San Bernardino Community College District and that demonstrates a basic knowledge and understanding of the assigned area.

Licenses and Certificates:

• Ability to pass the appropriate annual California Community College Athletic Association (CCCAA) Compliance exam.
• Possession of a valid driver's license.

Physical Demands and Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with extensive public contact.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to occasionally lift, carry, push, and/or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.

Employment Requirements
The person selected for hire will be required to complete the following pre-employment requirements:

• Submit to and successfully pass DOJ live scan/fingerprinting. Cost of live-scan services to be borne by candidate.
• Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement)
• Tuberculosis (TB) risk assessment
• Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see job posting qualifications section for details).

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District's
This position is not eligible for full-time benefits.
01

I hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge. As applicable, I hereby authorize the District and/or designees to contact the references listed to verify the information I have supplied. I hereby release from liability all persons and organizations furnishing such information. I understand that the District reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and/or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.

• Yes
• No

02

Please select the work location preference below (Please note, that the selection below may not be guaranteed):

• Crafton Hills College
• San Bernardino Valley College
• District Office

03

Select the career website you used to find this employment opportunity:

• Sbccd.edu
• HigherEdJobs.com
• EdJoin.org
• CCCregistry.org
• Other

Required Question