Summary
Plans, prioritizes, supervises, performs, and reviews specialized tasks in connection with the admission, registration, records, academic progress and success, and status of students.  Establishes standards, assigns, and supervises the work of staff at a large, high volume college, including special processes for peak periods of student customer service activity.
 
Distinguishing Career Features
The Manager of Enrollment Services is an exempt, first-line working manager responsible for day-to-day leadership and performance management of staff.  Advancement to Manager is by appointment requires a demonstrated ability to direct and perform in all admissions and records functions that include, but are not limited to admissions, registration, residency, foreign student, student status, academic progress, transcripts, graduation, and attendance.  The Manager also provides direct leadership over systems and upgrading projects and services such as student data management, microfilming, and archiving records.
 
Essential Duties and Responsibilities:
Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties:
 

• Plans, organizes, supervises, and participates in the activities connected with student enrollment and reviews of admissions applications.  Assures that customer service stations are setup and students and staff can access on-line and manual database records and resources. 
• Supervises the maintenance, evaluation, and certification of student records so they are suitable for transfer to other educational institutions, for athletic eligibility, selective service deferments, and eligibility for benefits from other agencies and programs. 
• Provides technical direction and information on issues pertaining to interpretation of admissions and student record guidelines and policies. 
• Researches, interprets, clarifies, and adjudicates a variety of problems dealing with, but not limited to, admissions, registration, matriculation, residency, student academic status, course class conflicts, and fees. 
• Conducts quality reviews student admissions applications for completeness and to determine questionnaires and correspondence to be sent to applicants. 
• Oversees and evaluates residency documents submitted by students to evidence bona fide residence and authenticity.   Determines difficult residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.  
• Responds to and resolves inquiries pertaining to admission and registration requirements and procedures, including those from other Technicians requiring special expertise and managerial authority. 
• Extracts and downloads information to prepare internal and externally mandated reports, and audit accuracy of student and enrollment data. 
• Supervises verification of class enrollment status for students and faculty members.  Interacts with students and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.  
• Prepares, recommends, and implements approved updates to operating procedures, process documentation, and best practices that enhance work efficiency. 
• Assists the Director in preparation of budget proposals and related cost estimates.  Monitors and controls expenditures from approved budgets. 
• Supervises and participates in special events such as outreach, new student orientation, and graduation.  Serves on, or supports College and/or District committees. 
• Consults with faculty members and other staff about processes and issues relating to student enrollment and academic status.   
• Sets up checks and balances to verify and reconcile revenue categories on financial summary reports, ensuring accuracy and detail for audit trail purposes. 
• Approves student requests for course audit units, academic renewal, credit by challenge and examination, course repetition, credit/no credit grades, and high school concurrent enrollment. 
• Participates in the selection, training, assignment, and review of work output for staff, student, and temporary help.  Conducts in-service training, performance reviews, and first step grievance processes. 
• Maintains up-to-date of knowledge of programs, services, policies and procedures for admissions, registration, and student records.  Provides information to potential service users, including topics such as assessment, matriculation, graduation, and transfer. 
• Establishes and maintains liaison with other two-and-four year colleges, professional organizations, and outside agencies. 
• Performs other duties as assigned that support the overall objective of the position.

MINIMUM QUALIFICATIONS
 
Knowledge and Skills:
The position requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping.  Requires working knowledge of the District's and campus policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes.  Requires working knowledge of INS regulations affecting students.  Requires in-depth knowledge of major and course articulation and matriculation concepts.  Requires working knowledge of the principles and practices of supervision including work organization, performance management, and interpretation of labor contracts.  Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special student information systems and applications used by the department.  Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation.  Requires knowledge of financial recordkeeping practices and procedures, including cash handling and management. Requires well-developed math skill to perform business math computations and trending.  Requires well-developed human relation skills to make presentations, conduct training and review performance, explain technical and legal procedures to others, resolve conflicts, and portray a positive image of the College and the District.
 
Abilities:
Requires the ability to perform assignments in any and all admissions and records process and sub-process.  Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records. Requires the ability to establish technical and customer service standards in a collaborative setting, prioritize workload, analyze problems and determine solutions.  Requires the ability to compile and evaluate data, prepare reports, charts, and graphs from standardized formats.  Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously.  Requires the ability to compose professional correspondence and reports.  Requires the ability direct and maintain a records retention system ensuring accuracy and confidentiality of private and/or sensitive information. 
 
Physical Abilities:
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature.  Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time.   Requires the ability to interact with students at departmental service windows.  Requires near visual acuity to write, read written materials and computer screens, and observe students at service windows in need of assistance.  Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment.  Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device. Requires the ability to reach to access files and move supplies and equipment in and out of storage areas.  Requires sufficient hand-eye coordination to perform data entry at an advanced rate.

Education and Experience:
The position requires a Bachelor's Degree and four years of progressive experience in an admissions/student enrollment function, one year of which includes work in a leadership capacity. Or, any combination of education and experience that meet the required qualifications.
 
Licenses and Certificates:
May require a valid driver license.

Physical Abilities:
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature.  Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time.   Requires the ability to interact with students at departmental service windows.  Requires near visual acuity to write, read written materials and computer screens, and observe students at service windows in need of assistance.  Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment.  Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device. Requires the ability to reach to access files and move supplies and equipment in and out of storage areas.  Requires sufficient hand-eye coordination to perform data entry at an advanced rate.

Working Conditions:
Work is performed indoors where minimal safety considerations exist.
 

This is a full time, 12 month per year position. The normal hours of work are between 9:00a.m. to 6:00 p.m., Monday through Friday, with the flexibility to work weekends and evenings as needed.  The effective date of employment will be arranged with the supervisor.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

PAY PHILOSOPHY: Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism ((BP 7310) (Download PDF reader)(Download PDF reader)) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

APPLICATION REQUIREMENTS:
To be considered for employment you must submit a COMPLETE application packet. A complete application packet includes:
1. A complete Classified/Management Employment Application.
2. A current resume (attached as a separate document - PDF recommended).
3. A cover letter highlighting your qualifications for the desired position (attached as a separate document - PDF recommended).
4. Answers to all Supplemental Questions (please provide clear, thorough responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not put "see resume," N/A, copy and paste your resume, or leave blank).
 
Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank. 

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.

SELECTION PROCEDURES:

1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.

The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College.  The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services.  Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs. 

Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States.  Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.