Los Angeles Community College District

Evaluates the academic records of incoming and continuing students to determine probation, deficiencies, completion of graduation requirements, placement on honor lists, and eligibility for graduation honors; and explains evaluations and requirements to students and the public; and maintains various other records related to a student's academic standing.

Evaluates the college transcripts and coursework of incoming students to determine enrollment eligibility, course credit eligibility, grade point average, and academic status upon admission; consistent with course evaluations for determination of program requirements and prerequisite clearance made by the faculty.

Evaluates petitions for graduation from enrolled students for completion of coursework and required grade point average; updates official student records with awarded certificates, and degrees; and prepares and updates lists of graduates.

Issues and receives petitions for graduation, checks students' records to determine eligibility for certifications and degrees, and prepares lists of graduates.

Prepares CSUGE Breadth and IGETC certifications for submission to other colleges and universities.

Explains requirements, deficiencies, procedures, and transcript evaluations to students, faculty, and the public; refers questions related to program requirements and prerequisite clearance to faculty.

Interprets and applies District policies, rules and regulations, and operational procedures related to assigned responsibilities.

Inputs and/or verifies the accuracy of data related to the maintenance of the Student Information System (SIS) and related specialized admission office systems; tests and provides observations on the functionality of new system features; participates in the training for new systems and technologies.

Effectively utilizes computer equipment and a variety of standard office software applications to compile data and prepare reports and correspondence concerning student admissions and records matters.

Notifies various college offices regarding students' status.

Attends and participates in seminars, conferences, workshops, and other training sessions to stay current with state and federal laws and regulations related to assigned responsibilities.

Maintains or oversees the maintenance of official student records and data.

May order diplomas, college catalogs, office supplies, and other materials.

May provide work direction and training to lower-level clerical staff and student employees.

Performs related duties as assigned.

An Admissions and Records Evaluation Technician applies judgment and specialized knowledge in the evaluation of academic records of incoming and continuing students for the purpose of determining eligibility for admittance, academic status changes, and graduation. The work requires the ability to interpret and explain admissions regulations and procedures to students.

An Admissions and Records Assistant performs a wide variety of specialized clerical duties related to enrolling students and maintaining accurate and current records of students' academic status and progress.

An Admissions and Records Office Supervisor supervises and participates in the technical and clerical work in a college admissions and records office on the day shift at a smaller college or the evening shift at a larger college.

Immediate supervision is received from a classified or administrative supervisor in the college admissions office.  May provide work direction to lower-level clerical staff and student employees.

Knowledge of:

College courses and classes needed to meet graduation and transfer requirements

Procedures and methods used in the evaluation of student records and academic transcripts

Regulations governing registration procedures and credit evaluation policies at various colleges

Customer service techniques for public contact in person, on the telephone, and in written communications

Clerical practices and procedures

Correct use of business English, punctuation, spelling, and grammar

Letter, memorandum, and report formats

Recordkeeping procedures

Capabilities of computer systems, applications, and hardware used in the operations of an admissions and records office

Skill in:

Use of computer and standard office equipment

Ability to:

Understand, interpret, apply, and explain District rules and procedures and federal and state regulations related to admissions, transfers, and graduation

Read and evaluate transcripts

Compile and verify data

Work independently in a high volume environment with recurring deadlines and frequent interruptions

Work effectively and tactfully with students, faculty, staff, and the public

Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement

Communicate effectively orally and in writing

Make routine mathematical computations

Provide technical assistance to others related to assigned duties

Use proper spelling, punctuation, and grammar

Prepare reports and correspondence

Give clear and concise instructions

Maintain accurate and detailed records and files

Keep information confidential

Effectively utilize computer hardware and software in the performance of duties

Learn general and specialized computer applications

Education and Experience:

A. Graduation from high school or its equivalent AND two years of full-time, paid clerical experience in a college or university admissions office. College-level course work in business administration, computer applications and office technology (CAOT), sociology, psychology, or related fields is desirable.

OR

B. An associate degree or its equivalent from a recognized college or university AND one year of full-time, paid clerical experience in a college or university admissions office. College-level course work in business administration, computer applications and office technology (CAOT), sociology, psychology, or related fields is desirable.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.