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Unit Office Manager, Admissions & Records

MPC (Monterey Peninsula College) Recruitment
Monterey, CA Full-time
Posted on October 25, 2019

Monterey Peninsula College invites applications for the position of: Unit Office Manager, Admissions & Records

Salary: $3,435.00 - $4,397.00 Monthly

Opening Date: 10/21/19 Closing Date: Continuous

Description:

Priority Screening - November 11, 2019 at 11:59 p.m. Under general direction, perform a wide variety of complex and responsible support and technical activities related to the responsibilities of Admissions and Records. Receive minimal supervision and make routine decisions within a broad framework of standard policies and procedures. Coordinate the office's activities, perform office management duties; exercise good judgment and problem solving skills in the application and execution of department decisions and procedures; explain college policies, procedures, standards and requirements; establish and maintain good public relations with staff, students, and the community at large.

Example of Duties: Essential Functions

Essential Functions may include, but are not limited to the following:

  • Provide complex and routine office, technical and administrative detail work which may include, but is not limited to: production of reports and documents including flyers, letters, mailing lists, posters, manuals, memos, minutes, and other items using a variety of computer software and office equipment.
  • Set up and maintain electronic and hardcopy files of Admissions and Records documents.
  • Proof, edit and monitor office forms each semester.
  • Coordinate the imaging of the Instructor Class Rosters and the boxing of student records and instructor files for storage.
  • Process administrative detail not requiring the immediate attention of the supervisor and initiate projects as needed; assist supervisor with special projects as assigned.
  • Coordinate and implement a variety of services, both on and off-campus, that are specific to the business of Admissions and Records, including program review.
  • Monitor and review a variety of data for completion and conformance with established regulations and procedures.
  • Serve as a source of information regarding the policies and procedures of the Admissions and Records Department and how they are applied.
  • Serve as liaison with administrative offices and students.
  • Maintain and update the Office Procedures Manual.
  • Monitor department-applicable changes in Title V and the Education Code and maintain currency of knowledge.
  • Prepare, coordinate, and schedule the office staff at the Information Window; train and coordinate temporary staff.
  • Manage the student grade reporting process: enter and update grades; scan final grade reports and transfer to the Santa Rosa System; change incomplete grades as required; process and file Change of Grade forms; monitor submission of grades and notify instructors if grades are late.
  • Assist in the registration process: run reports of classes, maintain course rosters by instructor, and monitor instructors' submission of required information; download electronic applications for admission, coordinate entry in MPC system and notify students; coordinate distribution and registration of contract classes; coordinate and process refund requests.
  • Assist faculty with the requirements of the Admissions and Records Department, such as rosters, grades and grade changes.
  • Contact faculty as necessary.

10/21/2019

Job Bulletin

Assist in the development and maintenance of department budgets, including but not limited to supplies, equipment repair, purchasing; provide budget management assistance as needed; maintain a supply of commonly used office/instructional supplies, and order as necessary. Coordinate hosting of workshops and meetings related to the Admissions and Records Office. Facilitate mail/package/printshop service to Admissions and Records. Monitor and review a variety of data for completion and conformance with established regulations and procedures. Other Duties Perform other related duties, as assigned. Participate on committees as required.

Minimum Qualifications:

Education and Experience

Any combination of education, experience and training that would indicate possession of the required knowledge, skills and abilities listed herein.

For example: completion of approximately two years of college level course work, or the equivalent, in office administration or a related field, and three years of administrative experience providing advanced knowledge and skills in current and efficient office procedures and techniques.

Knowledge

Knowledge of: general functions, policies, rules and regulations of a complex organization such as a community college; budget processes, current office methods and practices including filing systems, receptionist and telephone techniques; a variety of word processing, spreadsheet and/or database programs as needed to fulfill the requirements of the job.

Abilities

Ability to: understand and independently carry out oral and written instructions; prioritize tasks and do several tasks simultaneously; accurately and efficiently use a variety of word processing, spreadsheet and/or database programs to create/produce letters, reports, spreadsheets and other documents as needed to fulfill the requirements of the job; learn and successfully use new software programs as required to fulfill the requirements of the job; use appropriate and correct English spelling, grammar, and punctuation; perform arithmetical calculations with speed and accuracy; learn and successfully apply current/new office policies and procedures; analyze situations and make decisions on procedural matters without immediate supervision; communicate effectively in both oral and written form; efficiently use a variety of office equipment as needed to fulfill the needs of the job; maintain security and confidentiality of records and information; establish and maintain effective work relationships with those contacted in the performance of required duties; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

Physical Effort/Work Environment: Light to moderate physical effort; occasional standing and walking; periodic handling of lightweight parcels of up to 15 pounds. Indoor work environment.

Work Schedule / Supplemental Information: Work Schedule 40 hours per week/ 12 months per year Assigned Shift Monday - Friday 8:00 AM - 5:00 PM Management reserves the right to change schedules as needed

Salary Range 18 Step A : $3,435 - Step F : $4,397