Academic Records Analyst (Two Positions)

Posting Details

Position Information Position Title Academic Records Analyst (Two Positions) Department Evaluations and Records Location San Marcos Full or Part Time Full-Time Category Classified Hours per week 40 Number of Months 12 month Work Schedule Monday Thursday, 8 : 00 5 : 00 ;

Friday, 7 : 30 4 : 00 Grade 24 Salary / Wage $5, Salary / Wage Frequency Monthly Benefits In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

• Insurance fully paid for employees and their eligible dependents : four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up / monthly contribution)
• Vacation, sick leave and 25 paid holidays
• $80,000 employee term life / accident insurance policy (additional buy up options available)
• Employee long-term care insurance
• Employee Assistance Plan (EAP) Free counseling, financial, legal, personal and professional development resources
• Additional buy up options available for other voluntary insurance benefits
• Enrollment in CalPERS (California Public Employees Retirement System)
• The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually. Primary Function Researches, analyzes and evaluates incoming transcripts and other academic records for equivalency and course transfer credit using independent judgment and the application of complex and specialized academic rules and regula tions;

validates courses, units and grades; and determines student advanced standing and completion of graduation and transfer requirements.

Minimum Qualifications To be eligible for this position, you must meet and provide evidence of the following minimum qualifications :

• Experience : Two years of progressively responsible experience performing academic records duties.
• Education : Equivalent to an associate degree from an accredited college or university with coursework in recordkeeping, statistics, business administration or a related field.

NOTE :

• For work experience, a year is defined as equivalent to 40 hours per week for 12 months.
• Transcripts must be included to receive credit for education and / or to substitute education in lieu of experience ( Bachelor’s degree 4 years of experience). .
• Only coursework completed at, and degrees awarded by, accredited institutions recognized by the Department of Education will be considered as satisfying the minimum qualifications.

Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to equivalency and a course by course analysis) by an appropriate credentials evaluation service.

For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at , or the Association of International Credential Evaluators, Inc. (AICE) website at .

Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution.

Our student body is rich in its diversity. .

Palomar College is committed to diversity, equity, inclusion, access and antiracism. We are dedicated to empowering students to succeed and are guided by our core values;

some of which are the following :

• Access We make education possible for everyone.
• Diversity, Equity, and Inclusion We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.

All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff. Preferred Qualifications

• Records analysis, computer proficiency and experience in a college office environment
• Evaluations work experience in a California Community College
• Transfer credit evaluation experience or complex records analysis experience
• Work experience using a degree audit system to determine student progress towards degree

Licenses and / or Certificates N / A Supervision Received and Exercised Supervision Received From : Manager, Admissions, Records and Evaluations Duties and Responsibilities Essential Functions : Essential responsibilities and duties may include, but are not limited to, the following :

• 1. Evaluates incoming academic transcripts and records to determine equivalency, degree or program completion and transferability of course credits;
• analyzes course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules and other reference materials;
• follows up with other institutions to resolve questions and issues; verifies the institution’s accreditation status; converts quarter units to semester units;
• applies course repetition and limitation policies where applicable; identifies, recommends and initiates potential degree and prerequisite substitutions for faculty review;

utilizes transfer credit, academic advising and workflow processes to run degree audits, post transfer equivalencies, and initiates transfer credit database updates.

• 2. Documents evaluation decisions and recommendations; provides explanations of complex rules and regulations to students in the event of denial of credit transfers;
• advises students of any options available to them, including grade adjustments, academic renewal, course substitutions and changes in major;

discusses issues with the relevant department chair / director.

• 3. Evaluates student academic records to determine student advanced standing following established procedures, in consultation with the Articulation Officer and department chairs / directors;
• makes determinations on completion of Palomar College graduation and University of California / California State University transfer requirements;

validates units and grades for other purposes including veterans benefits, active duty evaluations and financial aid student academic progress requirements.

4. At the close of each term, validates student completion of degree, certificate and transfer requirements; posts degrees, certificates and transfer certifications in PeopleSoft;

prints and mails diplomas and certificates.

5. Maintains a permanent record of transactions regarding academic records for verification and audit; responds to inquiries and provides information to students, staff, faculty, administrators, other institutions and the public on regulations, policies, procedures and guidelines.

6. Stays abreast of updates in District policies and procedures, general education and transfer credit policies, curriculum and articulation updates and current and emerging technologies.

Marginal Functions :

1. Serves as a resource and provides technical information to counselors, staff, faculty, administrators and other institutions.

2. Performs related duties and responsibilities as required. Knowledge, Skills, Abilities Knowledge of :

1. Goals, operations, services and activities of an academic records and evaluation program.

2. Methods, techniques and sources of information used in the analysis and evaluation of student records and transcripts.

3. Standards, requirements, practices, techniques and terminology involved in academic structures, transfer of credit and curriculum interpretation in post-secondary educational institutions.

4. College curriculum and general education transfer requirements.

5. Sections of the California Education Code applicable to assigned responsibilities.

6. The Family Educational Rights and Privacy Act and other state and federal laws, rules, regulations and policies governing student admissions, matriculation and articulation.

7. Operations of a computer and uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications, including enterprise software and imaging systems.

8. Office administration practices and procedures, including filing and record-keeping systems.

9. Research methods and procedures applicable to academic records 10. Business mathematics.

11. Principles and practices of sound business communication; correct English usage, grammar, spelling and punctuation.

12. Concepts, practices and techniques of customer service.

Skill in :

1. Interpreting, explaining and applying complex legal mandates, regulations, guidelines, policies and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.

2. Identifying issues, evaluating alternatives and reaching sound decisions within areas of assigned responsibility.

3. Making arithmetic calculations quickly and accurately.

4. Operating at an advanced level computer, enterprise software, word processing and spreadsheet software and other standard business equipment including imaging systems.

5. Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

6. Preparing clear, concise and accurate records, data entries, reports and other written materials.

7. Communicating clearly and effectively, both orally and in writing.

8. Maintaining the confidentiality of department and student records and information.

9. Using tact, discretion, courtesy and patience in dealing with sensitive and difficult students and situations.

10. Establishing and maintaining effective working relationships with others encountered in the course of work. Working Conditions Environmental Conditions : The employee works under typical office conditions with extensive exposure to computer screens and frequent contact with faculty, students, family members, staff of other departments and the public, some of whom may be upset or angry.

Physical Conditions : Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods;

near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards. Terms of Employment

The person selected for hire will be required to complete the following pre-employment requirements : live scan / fingerprinting, official transcript(s), and TB risk assessment.

Other pre-employment requirements may be required depending on the position ( certifications or licenses; see applicable job posting section for details).

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies : , , , , , , , , and .

• Full-time, 40 hours per week, 12 months per year
• Position is specially-funded and their continuation is dependent upon the availability and / or continuation of funds.

Posting Detail Information Open Date 09 / 25 / 2023 Close Date 10 / 09 / 2023 Open Until Filled No Posting Number P0853P Additional Application Information The hiring committee will determine if interviews will be conducted in person at the College or via Zoom.

Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates.

HR will notify those who are eligible when second-level interviews are scheduled.

Supplemental Questions

Required fields are indicated with an asterisk (*).

What does antiracism mean to you? How would you enact your definition of antiracism in this position at Palomar College?

Open Ended Question)

• How did you hear about this employment opportunity? CalJOBS CCC Registry (Chronicle of Higher Education) Colleague / Friend / Relative CraigsList EdJoin Human Resources at Palomar College Job Fair Other Source Palomar College website San Diego LGBT Job Board (
• If other source, please specify.

Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter
• Resume / CV

Optional Documents

• Supplemental Materials
• Supplemental Materials 2
• Transcript 1
• Transcript 2
• Transcript 3
30+ days ago