Job Details

Admissions and Records Technician

Position Number: 6202965
Location: Gilroy, CA
Position Type: Admissions/Enrollment

Admissions and Records Technician

Gavilan College

Salary: $26.37 - $32.70 Hourly

Location: Gilroy Campus

Job Type: Full-Time

Job Number: 202500056

Department: Admissions & Records

Closing: 5/23/2025 11:59 PM Pacific

Bargaining Unit: CSEA

Definition

Under general supervision, to perform a variety of technical and office administrative duties in support of the registration and student records functions; and to perform related duties as assigned.

Distinguishing Characteristics

Ideal Candidate:

The ideal candidate for the Admissions and Records Technician position at Gavilan College is a detail-oriented and service-oriented professional who thrives in a dynamic educational environment. They possess a comprehensive understanding of admissions and records processes, including reviewing and processing student applications, ensuring compliance with federal, state, and college guidelines, and maintaining accurate student records .

This individual thrives in fast-paced environments and demonstrates a high level of accuracy in data entry and record keeping. The candidate demonstrates proficiency in MicroSoft Office and is adept at interpreting and applying institutional policies and procedures. They exhibit exceptional organizational skills and are committed to ensuring data integrity and confidentiality.

Committed to fostering an inclusive and supportive atmosphere, the ideal candidate effectively communicates with a diverse student population, providing clear guidance and assistance throughout the admissions and registration processes. Their dedication to student success and equity aligns with Gavilan College's mission to serve its community with integrity and excellence.

Essential Duties

Reviews and processes student applications and other documentation for admission and registration to the College; ensures information is complete and in compliance with federal, state and College guidelines, including INS;
Explains, interprets, applies and enforces rules, policies, procedures and requirements to students, faculty and staff in person and by telephone, including INS;
Interviews students to gather information used in determining eligibility, including collection of information necessary to determine admissibility of nonimmigrant students;
Monitors students for progress toward graduation, required units, changes in programs etc., through the matriculation process; reviews and evaluates transcripts and applications, tracks receipt of required documents, and assembles and maintains student files;
Collects, verifies, inputs and maintains a variety of data including that required for compliance and student records such as INS documents, health insurance, grades, personal information, delinquency fees, class registrations and attendance; generates and prints reports;
Collects and enters fees, and gives receipts; balances funds each day and deposits funds into a business office account;
Determines matters such as residency and refund requirements; completes forms to request visa status for nonimmigrant students; Processes reservations for placement tests and entry orientation, including required tests for admitted foreign students; publishes and distributes schedules and notifies students of results; composes letters;
Conducts on-line and mail in registration for both regular and special classes;
Maintains and updates large computer databases;
Prepares and distributes reports, and informational and processing documents such as class lists, census forms, grading forms and related materials;
Collects, tabulates, catalogs and files all permanent student records; prepares, updates modifies and corrects transcripts using information from faculty, microfilm, hard copy documents and history databases;
Conducts degree audits, evaluates transcripts for certificate and degree requirements, monitors probation and dismissal lists and verifies calculations;
Advises foreign students on INS requirements for admissions, employment, social security numbers, visa changes, attendance, etc.; notifies INS of changes in student status; responds to inquiries from foreign countries regarding Gavilan's programs, majors and requirements;
Maintains security and confidentiality of official student records in accordance with federal, state and College guidelines;
Works with information services to propose, update and test new reports and student records software and programs;
Attends informational workshops, conferences and meetings, including those covering nonimmigrant students, to maintain current knowledge;
Performs general office support duties such as typing, filing, reception, answering telephone calls and scheduling appointments; operates standard office equipment;
Works with Public Information Office to manage preparations for the graduation ceremony;
May train and direct the work of student and temporary workers.

Minimum Qualifications, Education, and Experience

Knowledge of:

Federal, state and College rules, regulations and policies relating to college registration and student records, including non-immigrant students.
Use of data base, word processing and spreadsheet programs, and operation of office equipment.
Record keeping practices and procedures.
Standard office practices and procedures including filing.
Business arithmetic, including percentages and decimals.
Correct English usage, including spelling, grammar and punctuation.

Skill in:

Learning and retaining many detailed rules and procedures
Entering data into and reporting from large databases, using specialized programs.
Interviewing applicants to obtain detailed personal information.
Establishing and maintaining files.
Interpreting and applying federal, state and college regulations and guidelines pertaining to student records and college admissions.
Establishing and maintaining effective working relationships with persons of diverse socioeconomic backgrounds.
Handling stressful situations.

Other Requirements: Specified positions within this class may require certification of bilingual skills.

ILLUSTRATIVE EDUCATION AND EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
Completion of high school and two years experience in responsible clerical work including detailed record keeping and public contact; experience in an academic institution is desirable

PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are:
Vision sufficient to view computer screen and read documents; standing, walking and bending to assist students at counter and retrieve files; manual dexterity to operate computer and write; may require some lifting carry ; duties are performed under deadlines, time constraints and with conflicting demands. This work is performed indoors in a typical office environment.

NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

All applicants for faculty and academic administrators must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency. (Download PDF reader)

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

For technical assistance, please contact NEOED's Applicant Support Line at 855-524-5627 or Email: support@governmentjobs.com if your needing help with your online applicant account. Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.

To apply, please visit https://www.schooljobs.com/careers/gavilan/jobs/4929014/admissions-and-records-technician

jeid-0afa8eba79020a43acc6b9b47206ae4c