Job Details

Ohlone College
  • Position Number: 2140237
  • Location: Fremont, CA
  • Position Type: Admissions/Enrollment


ENROLLMENT SERVICES SPECIALIST I/II

Ohlone College


Ideal Candidate Statement: ENROLLMENT SERVICES SPECIALIST I:
The ideal candidate for this position will have:
Strong work ethic and ability to prioritize multiple tasks and follow through in a timely manner;
Knowledge and understanding of student development and student services;
Excellent listening, strong written and verbal communication skills;
A strong student-focus, and an ability to enthusiastically and effectively assist students individually and in groups;
Ability to interpret and research appropriate inquiries concerning student records and grades;
Ability to communicate and access information through the internet and social media;
Ability to work closely and collaborate with high school administrators and staff as well as college administrators, faculty and staff;
Comfortable communicating and working within a team atmosphere;
Ability to multitask and complete multiple projects at the same time;
Proficiency in MS Office suite as well as ability to learn software and database programs;
Awareness of on-campus and community resources;

ENROLLMENT SERVICES SPECIALIST II:
The ideal candidate for this position will have:
Strong work ethic and ability to prioritize multiple tasks and follow through in a timely manner;
Knowledge and understanding of student development and student services;
Excellent listening, strong written and verbal communication skills;
A strong student-focus, and an ability to enthusiastically and effectively assist students individually and in groups;
Ability to interpret and research appropriate inquiries concerning student records and grades;
Ability to communicate and access information through the internet and social media;
Ability to work closely and collaborate with high school administrators and staff as well as college administrators, faculty and staff;
Proficiency in MS Office suite as well as ability to learn software and database programs;
Awareness of on-campus and community resources;
Comfort working within student database
Ability to interpret and transfer course work over from outside colleges
Comfortable setting timelines and working individually to complete tasks by set deadlines
Experience working with and interpreting degree audit
Comfortable communicating and working within a team atmosphere.

Ohlone prides itself as a Learning College with the motto of A World of Cultures United in Learning and we are looking for staff who embrace diversity in serving students of varied backgrounds and learning styles, highly ethical, trustworthy, credible, loyal and is respectful of diverse views and opinions;

The college has a firm commitment to environmental sustainability and looks to all employees to support this important goal.


Job Description Summary: This position is a 100%, 12 month, classified position.

The District reserves the right to hire one or more Enrollment Services I/II from this pool of qualified candidates.

The decision to place the incumbent as an Enrollment Services I or II will be at the discretion of the District.
ENROLLMENT SERVICES SPECIALIST I:
BASIC FUNCTION:
Under the direction of the Supervisor- Admissions and Records, perform a variety of routine and technical duties in support of student enrollment; process student grades and input into an assigned computer database; oversee and process student waitlists; assist in the processing of approved petitions, including fee reversals and updating student academic records.

DISTINGUISHING CHARACTERISTICS:
The Enrollment Services Specialist I is the entry-level class in this series. Incumbents perform a variety of routine and specialized duties in support of student enrollment, provide support to the Enrollment Services Specialist II and work at an assigned service window. The Enrollment Services Specialist II is the senior-level class in the series. Incumbents provide support to the Supervisor- Admissions and Records regarding petitions, registration, admissions and assigned special projects.

ENROLLMENT SERVICES SPECIALIST II
BASIC FUNCTION:
Under the direction of the Supervisor- Admissions and Records, provide specialized support to the Supervisor regarding petitions, registration, admissions and assigned special projects; perform a variety of specialized duties in support of student enrollment; process student grades and input into an assigned computer database; oversee and process student waitlists; assist in the processing of approved petitions, including fee reversals and updating student academic records.

DISTINGUISHING CHARACTERISTICS:
The Enrollment Services Specialist II is the senior-level class in the series. Incumbents provide support to the Supervisor- Admissions and Records regarding petitions, registration, admissions and assigned special projects. The Enrollment Services Specialist I is the entry-level class in this series. Incumbents perform a variety of routine and specialized duties in support of student enrollment, provide support to the Enrollment Services Specialist II and work at an assigned service window.


Essential Duties: ENROLLMENT SERVICES SPECIALIST I
ESSENTIAL DUTIES:
Perform a variety of specialized duties in support of student enrollment; process a variety of documents, including consortium applications, immigration documents, change of residency, payments, waitlists, drop/add cards, enrollments and permission forms; communicate with students and parents to rectify missing or incomplete documents; collaborate with counseling to enroll and code College Connection students; refer students to appropriate departments based on needs.

Process student grades and input into an assigned computer database; process faculty-submitted grade changes, end of term grades, missing grade reports and other grade-related submissions; communicate with faculty to resolve late grades; assure the accuracy of inputted data.

Oversee and process student waitlists; create, maintain and update waitlists for overloaded classes; notify students of admission into requested classes or of the need to resolve scheduling conflicts.

Assist in the processing of approved petitions, including fee reversals and updating student academic records; communicate with students to rectify missing or incomplete documents and to notify of petition resolution.

Assist in the processing of student transcripts and E-transcripts; create and update instructional sheets and manuals; communicate with students to rectify missing or incomplete documents

Review and process immigration status and residency documents; assist Dream Act and AB 540 students; process student intake forms and update student files and billing as required.

Serve as receptionist, answering telephone calls and directing calls to appropriate personnel; take and relay messages as appropriate; receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents and the general public.

Input data into an assigned computer system; maintain automated records; generate computerized lists and reports as requested.

Operate a variety of office equipment including a copier, fax machine, computer and assigned software.

Communicate with personnel and outside agencies to exchange information and resolve issues or concerns.

Attend a variety of meetings as assigned.

OTHER DUTIES:
Perform related duties as assigned.

ENROLLMENT SERVICES SPECIALIST II
ESSENTIAL DUTIES:
Provide technical support to the Supervisor of Admissions and Records regarding petitions, registration, admissions and assigned special projects; evaluate and process degrees, certificates and academic renewals; complete admissions applications; input transcript requests and enrollment verifications into an assigned database.

Perform a variety of specialized duties in support of student enrollment; process a variety of documents, including consortium applications, immigration documents, change of residency, payments, waitlists, drop/add cards, enrollments and permission forms; communicate with students and parents to rectify missing or incomplete documents; collaborate with counseling to enroll and code College Connection students; refer students to appropriate departments based on needs.

Process student grades and input into an assigned computer database; process faculty-submitted grade changes, end of term grades, missing grade reports and other grade-related submissions; evaluate and process degrees, certificates and academic records; communicate with faculty to resolve late grades; assure the accuracy of inputted data.

Oversee and process student waitlists; create, maintain and update waitlists for overloaded classes; notify students of admission into requested classes or of the need to resolve scheduling conflicts.

Collaborate with academic divisions to concurrently enroll K-12 students.

Assist in the processing of approved petitions, including fee reversals and updating student academic records; communicate with students to rectify missing or incomplete documents and to notify of petition resolution.

Assist in the processing of student transcripts and E-transcripts; create and update instructional sheets and manuals; communicate with students to rectify missing or incomplete documents

Review and process immigration status and residency documents; assist Dream Act and AB 540 students; process student intake forms and update student files and billing as required; review and assure compliance with Title 5 regulations and Board policies.

Serve as receptionist, answering telephone calls and directing calls to appropriate personnel; take and relay messages as appropriate; receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents and the general public.

Input data into an assigned computer system; maintain automated records; generate computerized lists and reports as requested.

Operate a variety of office equipment including a copier, fax machine, computer and assigned software.

Communicate with personnel and outside agencies to exchange information and resolve issues or concerns.

Attend a variety of meetings as assigned.

OTHER DUTIES:
Perform related duties as assigned.


Knowledge, Skills, and Abilities: ENROLLMENT SERVICES SPECIALIST I
KNOWLEDGE OF:
California Education Code.
Enrollment and registration processes.
Immigration regulations and impact on student population.
Family Educational Rights and Privacy Act (FERPA).
Cultural sensitivity.
Oral and written communication skills.
Applicable laws, codes, regulations, policies and procedures.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.

ABILITY TO:
Perform a variety of specialized duties in support of student enrollment.
Process student grades and input into an assigned computer database.
Oversee and process student waitlists.
Communicate effectively both orally and in writing.
Interpret, apply and explain rules, regulations, policies and procedures including those pertaining to immigration, enrollment, registration and graduation.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned office equipment.
Meet schedules and time lines.
Maintain records and files.
Prepare comprehensive narrative and statistical reports.
ENROLLMENT SERVICES SPECIALIST II
KNOWLEDGE OF:
California Education Code.
Enrollment and registration processes.
Immigration regulations and impact on student population.
Family Educational Rights and Privacy Act (FERPA).
Cultural sensitivity.
Oral and written communication skills.
Applicable laws, codes, regulations, policies and procedures.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.

ABILITY TO:
Perform a variety of specialized duties in support of student enrollment.
Process student grades and input into an assigned computer database.
Oversee and process student waitlists.
Communicate effectively both orally and in writing.
Interpret, apply and explain rules, regulations, policies and procedures including those pertaining to immigration, enrollment, registration and graduation.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned office equipment.
Meet schedules and time lines.
Maintain records and files.
Prepare comprehensive narrative and statistical reports.


Education and Experience: ENROLLMENT SERVICES SPECIALIST I
Any combination equivalent to: graduation from high school supplemented by college-level coursework in communications or related field and two years enrollment or registration experience.
ENROLLMENT SERVICES SPECIALIST II
Any combination equivalent to: graduation from high school supplemented by college-level coursework in communications or related field and three years enrollment or registration experience.


Preferred Qualifications:

Salary Range:
Enrollment Services Specialist I: Range 32; Enrollment Services Specialist II: Range 36Enrollment Services Specialist I: $47,664 annually; Enrollment Services Specialist II: $52,440 annuallyEnrollment Services Specialist I: $55,200 annually; Enrollment Services Specialist II: $60,732 annuallyEnrollment Services Specialist I: $60,864 annually; Enrollment Services Specialist II: $66,972 annually

Posting Number:
S140-14

Close Date:
2/19/2021

Foreign Transcripts:
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.


Benefits Statement:
HEALTH AND WELFARE BENEFITS *

1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Summer 4/10 schedule (Fridays off)
8. Longevity pay step increase based on your years of service
9. IRS Section 125 Flexible Medical Spending Plan
10. 457(b) Deferred Compensation Plan (employee contributes)
11. 403(b) Tax Shelter Annuity Plan (employee contributes)

*Benefits will be prorated for positions less than 100%


Immigration Reform & Control Act of 1986:
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.


District Statement:
A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.


EEO Statement Summary:
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.

If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.


Conditions of Employment: Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts and proof of freedom from tuberculosis. In addition you will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986. Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance.


To apply, visit: https://employment.ohlone.edu/postings/48206









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