Summary
Plans, manages, and coordinates enrollment services operations specializing in ancillary programs and services to military, veterans and corporate students/clients.   Operations may include admissions, registration, records, transcript evaluations, prerequisite verification, assessment, graduation, student accounts, and other activities.  Program oversight may vary and include military, veterans, international and other special student populations.

Distinguishing Career Features
The Manager, Enrollment Services is a management position responsible for the efficient and effective operations of admissions, enrollment, records, matriculation, academic progress and graduation functions and processes.  The position reports to the Executive Dean of Extended Learning and supervises the work of a staff in specialized, technical and student service oriented positions. 
 
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:

• Provides managerial oversight to the daily and long-term implementation of various contract education programs, services and operations.
• Provides leadership for and actively support web applications, electronic communication, and technological advancements in collaboration with other enrollment services of the College and District, including research, training, configuration and implementation.
• Plans, organizes, supervises, and coordinates customer services and technical work of the Enrollment Services office which may include admissions, records, residency, registration, transcript evaluations and certification services.  Plans, schedules, and assigns work.  Establishes priorities and adjusts assignments to assure timely completion.
• Supervises and evaluates the performance of assigned staff.  Interviews and participates in selecting employees. Provides technical direction and information to staff on issues pertaining to interpretation of department guidelines and policies.
• Participates in the development of, and directs and provides accurate interpretations of rules and regulations that govern program contracts and department operations. 
• Develops and administers policies, procedures, formats, and schedules for up-to-date record keeping and timely data communications for faculty, staff, and students to access information such as applications, permanent records, class rosters, grades, transcripts, and credits.
• Supervises, coordinates, and prepares database table setup of registration enrollment and drop dates, student and third party accounts, and other information to an integrated student information system that enables enrollment, additions and deletions, posting of grades and attendance, and accounts.
• Directs and prepares information to faculty and staff regarding procedures for recording and reporting attendance and grades.  Provides information and guidance to staff who are interpreting and enforcing guidelines, policies, and legal requirements.
• Plans, develops, coordinates and oversees the matriculation and registration of students. Arranges for adequate staffing.  Organize workflow, procedures, materials, and equipment to optimize service levels for registration.
• Organizes and supervises student accounting processes, including military and VA tuition assistance and on-line transactions.  Develops, implements, oversees and evaluates procedures to facilitate and maintain the security for student fee payments and refunds.   Assures that receipt and disbursement of funds complies with applicable regulations and rules.
• Supervises, coordinates, and responds to inquiries for student account information, including outstanding accounts receivable.  Resolves problems associated with student accounts, including but not limited to, balances and discrepancies.  Identifies and maintains up-to-date records of outstanding student account balances.
• Applies rules, determines, and adjudicates student eligibility in areas such as but not limited to veterans, military, athletics, honors, international students, residency, and graduation.   Monitors student status relating to academic progress, probation and dismissal.
• Serves as a primary designated school official for VA, INS, and other programs, and custodian of college records.
• Supervises procedures for awarding college credit through transfer, examination, and evaluation using articulation agreements and guidelines.
• Oversees the preparation and distribution of a variety of reports on student enrollment and instructional data.  Responds to custom data requests made by faculty and staff.
• Develops and maintains the department's annual budget to ensure adequate funding to meet department requirements.  Participates in reconciling expenditure of funds with Business Services and external oversight agencies. 
• Participates in student recruitment activities in areas such as, but not limited to marketing, outreach, advertising, visitations, and presentations. 
• Serves as a liaison to other departments, community organizations, other educational institutions, and external agencies on matters impacting the department and college.
• 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.
• 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 in-depth knowledge of the College's policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student athletes, transcript evaluation, student discipline, and legal processes.  Requires a working knowledge of immigration regulations affecting students.  Requires a working knowledge of the principles and practices of supervision.  Requires a working knowledge of major and course articulation and matriculation concepts.  Requires advanced knowledge of personal computer-based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special integrated database applications used by admissions and records.  Requires the ability to enter commands to extract data and reports from student information systems.  Requires knowledge of and skills in office methods and procedures, sufficient to evaluate and design work and information flow processes.  Requires skill in proper American English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation to write policies, procedures, and professional correspondence.  Requires basic knowledge of financial record keeping controls, practices, and procedures. Requires sufficient math skill to perform business math computations.  Requires well-developed human relation skills to make presentations, explain procedures to others, build effective work teams, resolve conflicts, and portray a positive image of the College.
 
Abilities
Requires the ability to accomplish departmental objectives and perform assignments in any and all admissions and records processes.  Requires the ability to establish work standards and review performance of staff.  Requires the ability to learn, apply, interpret, and adjudicate the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records.  Requires the ability to ensure compliance with requirements for services and programs.  Requires the ability to work collaboratively within and across department lines, prioritize and assign workload, analyze problems, and determine solutions that often require development of action plans.  Requires the ability to establish a customer service environment that emphasizes best practice and quality.  Requires the ability to compile and evaluate data, prepare reports, charts and graphs from a variety of sources and 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 maintain 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 sufficient ambulatory ability to move about campus and off-campus locals.  Requires near visual acuity to write, read written materials, observe computer screens, and observe customers 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. 
 
Education and Experience
The position requires a Bachelor's Degree and four years of experience in an admissions/student enrollment and records function.  Additional, progressively responsible experience may substitute for some upper division college curriculum.  Or, any combination of education and experience that would meet the required qualifications.
 
Licenses and Certificates
May require a valid driver license.
 
Working Conditions
Work is performed indoors where minimal safety considerations exist.

This is a full time, categorically funded, 12-month per year position. The normal hours of work are between 8:00 am to 5:00 pm, Monday through Friday.  The District reserves the right to extend, modify, or eliminate this position based upon available funds.  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) (Download PDF reader) (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 completed Coast Community College District Online Employment Application 
2. A current resume (uploaded as a separate attachment - PDF recommended) 
3. A cover letter (uploaded as a separate attachment - PDF recommended) 
4. Responses to supplemental questions (clear and detailed responses required as they will  be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume", or "N/A" 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.