Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must have the understanding and ability to successfully support individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.   

SUMMARY DESCRIPTION 

Under general supervision from assigned manager, provides services and information to students, District staff, and the public at a site campus; performs program, technical, and administrative duties in support of Admissions and Records programs and services; provides students, District staff, and the public with technical support, training, and assistance related to area of assignment; serves as a technical resource and support for District and site campus programs and services, including administrative faculty support, Cashier services, and campus mail distribution; and provides site campus support for Osher Lifelong Learning Institute (OLLI), Community Education, and campus life. 

Examples Of Functions and Tasks

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 

1. Maintains student records within the District’s Banner Enterprise Resource Planning (ERP) and related systems; enters and updates student registration and eligibility; researches and resolves admissions and registration errors, flags, and concerns; verifies student information across interconnected software systems; receives and reports student information to federal and state organizations; scans, processes, and determines appropriate documents for imaging in support of student records. 

2. Processes applications, petitions, forms, transcripts, and other requests; reviews records and information for changes in application status; processes enrollment changes and enters grade changes to ensure a student’s academic records are updated and accurate; provides students with procedures and information for form and petition completion and compliance; explains application requirements and restrictions; reviews completed petitions and forms for accuracy and completeness. 

3. Provides front line customer service for the department; assists students with and processes registration, enrollment, and tuition information, prerequisite requirements, and residency status; assists students with adding, dropping, waitlisting, or repeating classes; researches student financial obligations; places and releases holds on student accounts and tracks student transcript history.   

4. Reviews, verifies, and determines status of applications, forms, and petitions; refers issues or problems to supervisor for assistance and resolution; follows up and notifies students of status and obtains additional information, as needed; verifies student enrollment status and information, including grade point average verifications; responds to requests from educational institutions and agencies involving the verification of student status and records.   

5. Provides technical assistance and information to students, District staff, and the public regarding admissions, registration, and records; refers students to other student services and resources, as needed.   

6. Reviews, verifies, and determines residency status based on California residency requirements; reviews, analyzes, and reconciles conflicting, incomplete, or inaccurate documentation; verifies, updates, codes, and enters application information into the ERP system student information module. 

7. Provides information and assistance to law enforcement agencies; coordinates and compiles subpoena requests; provides student record information to other campus departments or offices, as needed.   

8. Performs clerical and administrative duties in support of department operations; composes and prepares office correspondence, materials, reports, forms, brochures, presentations, handbooks, manuals, and information; maintains and orders supplies; assists with planning, developing, and implementing department operations and procedures; recommends changes regarding Admissions and Records policies and procedures; collects, compiles, verifies, and records information in preparation of reports; assists with monitoring class enrollment numbers and enters data into databases; operates and ensures proper function of office equipment, including the campus student ID machine.   

9. May oversee admissions processes for the Ghidotti Early College High School and other high school programs; maintains current list of students; provides clearance for restricted classes as requested by a Sierra College counselor liaison; assists counselor in mid-semester progress reports. 

10. Maintains campus mailroom, including establishing department and District staff mailboxes, managing mailroom supply inventory, and ensuring proper function and usage of mailroom copier and equipment; receives, sorts, and distributes mail and packages. 

11. Functions as liaison to advise students, District staff, and the public regarding District and site campus services, programs, policies, and procedures. 

12. Receives, counts, and reconciles registration monies and other District fees; collects applicable fees and other payments from students, including, but not limited to, lab fees and non-credit course fees; posts funds to appropriate accounts and categories; reconciles revenue categories on cash summary reports; prepares daily deposit for Cashier. 

13. Maintains records of student attendance, instructor drops and grades; issues and processes instructor records; resolves discrepancies and keeps instructors informed of enrollment changes. 

14. Provides site campus support for Community Education and Osher Lifelong Learning Institute (OLLI) programs, including distributing course schedules and program information; facilitates the completion of registration forms and collection of fees; posts notifications for class cancellations. 

15. Determines eligibility of military DD214 service records as unit credits, evaluates, and posts transfer coursework from International Baccalaureate (IB), College-Level Examination Program (CLEP), and Credit for Prior Learning (CPL) for equivalency; posts Honors notations on student transcripts. 

16. Assists faculty with campus processes and procedures; assists with providing notification of faculty leaves and absences to Division offices; creates class cancelation notifications; collects and distributes student assignments to instructor boxes; resolves problems and responds to inquiries from site campus faculty; follows up with appropriate division managers, as needed; provides orientation for faculty new to the District or site campus; provides technical support to faculty, including, but not limited to, use of District email and voicemail, and online access to class rosters and processing of grades; prepares mailboxes for incoming faculty. 

17. Researches, interprets, clarifies, and resolves problems related to admissions, registration, matriculation, residency, student academic status, course class conflicts, and fees. 

18. May manage small bookstore supply inventory for site campus; processes purchases and maintains cash drawer. 

19. Contacts emergency services for site campus, as necessary and appropriate. 

20. Provides onboarding support, general work training, guidance, supervision assistance, and directs activities of students or temporary employees.   

21. Performs related duties that support the overall objective of the position.

Minimum Qualifications

EDUCATION AND EXPERIENCE GUIDELINES 
Any combination of education and experience that demonstrates the required above knowledge and abilities is qualifying. Examples of ways to obtain the above knowledge and abilities could include, but are not limited to, the following:   

Education/Training 
• Equivalent to completion of the twelfth grade or General Educational Development (GED) supplemented by college level course work. 

Experience 
• Two years of increasingly responsible clerical and program support experience preferably in a student services office area or related experience. 

License/Certificate - Possession of, or ability to obtain within a reasonable timeframe, each of the following: 
• California Valid Driver’s License. 


QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. 

Knowledge of: 
• Operational characteristics, services, and activities of the assigned office.  
• Sierra College and operations of the Nevada County Campus, Admissions and Records department, and other student service departments.   
• Federal, state, and local laws, codes, and regulations regarding community college admissions and records and the support of students, including, but not limited to, the Family Educational Rights and Privacy Act (FERPA) and the Americans with Disabilities Act (ADA).   
• External and public agencies, services, and resources.   
• Principles, practices, and techniques of marketing, public speaking, and outreach.   
• Clerical accounting and bookkeeping principles may be required for some assignments. 
• Basic research methods and data analysis techniques. 
• English usage, grammar, spelling, punctuation, and vocabulary. 

Ability to: 
• Provide assistance, training, and information to students, District staff, and the public concerning services and programs of assigned area.   
• Perform technical, program support, administrative, and clerical duties in support of assigned area. 
• Coordinate and conduct workshops, seminars, special events, presentations, orientations, and tours. 
• Research, compile, analyze, and interpret data. 
• Screen, interview, and assess needs of students and clients.   
• Receive monies and make change accurately.   
• Operate a calculator and cash register with speed and accuracy.   
• Make arithmetic calculations and comparisons quickly and accurately.   
• Make presentations to groups. 
• Maintain current, accurate, and confidential records and file.   
• Properly handle difficult, sensitive, and confidential situations and materials.   
• Use sound judgment in recognizing scope of authority. 
• Plan and organize work to meet changing priorities and deadlines with frequent interruptions and a high degree of public contact. 
• Maintain a high level of attention to detail.   
• Utilize office procedures, methods, and equipment, including computers, technology, and applicable software applications sufficiently to perform the duties of the classification, including the District’s Banner Enterprise Resource Planning (ERP) system.   
• Adapt to changing technologies and learn functionality of new equipment and systems. 
• Maintain confidentiality of information. 
• Follow oral and written directions. 
• Communicate clearly and concisely, both orally and in writing. 
• Provide onboarding support, general work training, guidance, supervision assistance, and direct activities of students or temporary employees. 
• Establish and maintain effective working relationships with those contacted in the course of work. 
• Work with and show sensitivity to a diverse student population from a wide range of ethnic, socio economic, gender, sexuality, and accessibility backgrounds.   
• Work independently and collaboratively.   
• Apply District policies and procedures.    



PHYSICAL DEMANDS AND WORKING ENVIRONMENT 
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. 

Environment: Work is performed primarily in a standard office setting. Position may be required to work evenings, nights, and weekends. Position may require occasional travel to other locations. 

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination, including use of a computer keyboard; and to verbally communicate to exchange information. 

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. 

Hearing: Hear in the normal audio range with or without correction.