Palomar College
Lead Academic Records Analyst
Palomar College, San Marcos, California, us, 92079
Position Information
Position Title:
Lead Academic Records AnalystDepartment:
Evaluations and RecordsLocation:
San MarcosFull or Part Time:
Full-TimeCategory:
ClassifiedHours per week:
40Number of Months:
12 monthWork Schedule:
Monday – Thursday, 8:00 a.m. – 5:00 p.m.; Friday, 7:30 a.m. – 4:00 p.m.Occasional night and weekend hours may be required due to department needs.Grade:
27Salary/Wage:
$5,871.81 MonthlyIn addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)Vacation, sick leave and 25 paid holidays$80,000 employee term life/accident insurance policy (additional buy up options available)Employee long-term care insuranceEmployee Assistance Plan (EAP) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your householdAdditional buy up options available for other voluntary insurance benefitsEnrollment in CalPERS (California Public Employees Retirement System)The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually.Primary Function
Provides lead guidance and training to other Evaluations and Records staff; participates in the preparation and integration of software modules and updates pertinent to the Evaluations and Records unit; performs the full range of academic evaluation and records duties; serves as a technical resource in making determinations on the more complex records evaluation cases.Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:Experience:
Four years of progressively responsible experience performing academic evaluation and records duties.ANDEducation:
Equivalent to an associate’s degree from an accredited college or university with coursework in education, recordkeeping, statistics, business administration or a related field.Note:
For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:Access – We make education possible for everyone.Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.Preferred Qualifications
Lead experience, records/data analysis, documentation, interpretation/application of regulations or related experience.Experience with transfer credit evaluations within a California Community College setting.Experience using a degree audit system to determine student progress toward degree completion.Licenses and/or Certificates
N/ASupervision Received and Exercised
Supervision Received From:
Manager, Admissions, Records & EvaluationsSupervision Given:
Direction and GuidanceDuties and Responsibilities
Essential Functions:
Essential responsibilities and duties may include, but are not limited to, the following:Participates in training and providing day-to-day lead work direction to other Evaluation and Records staff, short-term employees and student workers; assigns work and ensures completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors work flow to assist in ensuring that mandated deadlines are being met in an optimal manner; provides information, guidance and training on work procedures and technical/legal/regulatory requirements; assists in maintaining a fair and open work environment in accordance with the District’s commitment to teamwork, mutual trust and respect.Plays a lead role in the strategic preparation and integration of software modules and updates, such as PeopleSoft transfer credit and academic advising (degree audit) and OnBase imaging and workflow; maintains academic records databases and related database fields pertaining to unit processes such as transfer credit, academic advising and workflow; conducts workflow and data integrity tests to ensure accuracy and utilization of analyzed and encoded work and processes; develops and provides documentation and training for unit processes such as transfer credit, academic advising and workflow.Collaborates with other District student services including admissions, financial aid, veterans’ services, articulation, assessment and counseling to maintain efficient document and data management of transcripts and other academic records utilizing imaging and workflow processes.Evaluates incoming academic transcripts and records to determine equivalency, degree or program completion and transferability of course credits; analyzes course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules and other reference materials; follows up with other institutions to resolve questions and issues; verifies institutions’ accreditation status; converts quarter units to semester units; applies course repetition and limitation polices where applicable; identifies, recommends and initiates potential degree and prerequisite substitutions for faculty review; posts student transfer equivalences and prerequisite clearances in the transfer credit database.Documents evaluation decisions and recommendations; provides explanations of complex rules and regulations to students in the event of denial of credit transfers; advises students of any options available to them, including grade adjustments, academic renewal, course substitutions and changes in major; discusses issues with the relevant department chairs/directors.Evaluates student academic records to determine student advanced standing following established procedures and in consultation with the Articulation Officer and department chairs/directors; makes determinations on completion of Palomar College graduation and University of California/California State University transfer requirements; validates units and grades for other purposes including veteran benefits, active duty evaluations and financial aid student academic progress requirements.Prepares, updates and maintains graduation lists; updates records of student academic standing including removing dismissal holds; authorizes and processes course repetition petitions.Maintains a permanent record of transactions regarding academic records for verification and audit; responds to inquiries and provides information to students, staff, faculty, administrators, other institutions and the public on regulations, policies, procedures and guidelines.Maintains a file of academic procedure changes and decisions affecting academic records evaluations and graduation.Stays abreast of updates in District policies and procedures, general education and transfer credit policies, curriculum and articulation updates and current and emerging technologies.Marginal Functions:Serves as a resource and provides technical information to faculty, counselors, staff, administrators and other institutions.Prepares a variety of general correspondence regarding course information, curriculum issues, verification of degrees and other issues.Performs related duties and responsibilities as required.Knowledge, Skills, Abilities
Knowledge of:Operations, services and activities of an academic records and evaluation program.Methods, techniques and sources of information used in the analysis and evaluation of student academic records and transcripts.Standards, requirements, practices, techniques and terminology involved in academic structures, transfer of credit and curriculum interpretation in post-secondary educational institutions.College curriculum interpretation and application as related to transfer of credit and degree and certificate requirements.Sections of the California Education Code applicable to assigned responsibilities.The Family Educational Rights and Privacy Act (FERPA) and other state and federal laws, rules, regulations and policies governing student admissions, matriculation and articulation.Methods of collecting and organizing data and information and report preparation techniques.Operations of a computer and uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications relevant to assigned areas of responsibility such as enterprise software and imaging systems.Office administration practices and procedures, including filing and recordkeeping systems.Research methods and procedures applicable to academic records.Business mathematics.Principles and practices of sound business communication; correct English usage, grammar, spelling and punctuation.Concepts, practices and techniques of customer service.Skill in:Assigning and inspecting the work of lower-level staff.Interpreting, explaining and applying complex legal mandates, regulations, guidelines, policies and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.Identifying issues, evaluating alternatives and reaching sound decisions within areas of assigned responsibility.Organizing complex information from a variety of sources and in a variety of formats and writing concise summaries, reports and documentation.Developing and maintaining cooperative and effective workflow processes with a variety of other individuals and organizations.Making arithmetic calculations quickly and accurately.Operating at an advanced level computer, enterprise software, word processing and spreadsheet software and other standard business equipment including imaging systems.Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.Preparing clear, concise and accurate records, data entries, reports and other written materials.Communicating clearly and effectively, both orally and in writing.Maintaining the confidentiality of department and student records and information.Using tact, discretion, courtesy and patience in dealing with sensitive and difficult students and situations.Establishing and maintaining effective working relationships with others encountered in the course of work.Working Conditions
Environmental Conditions:
The employee works under typical office conditions with extensive exposure to computer screens and frequent contact with faculty, students, family members, staff of other departments and the public, some of whom may be upset or angry.Physical Conditions:
Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards.Terms of Employment
Full-time, 40 hours per week, 12 months per year.This position also carries a probationary period of six months from the date of hire.Training may occur at any of our campus locations (San Marcos, Escondido, Rancho Bernardo and/or Fallbrook).This position is specially-funded and its continuation is dependent upon the availability and/or continuation of funds.The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment.Open Date
10/21/2024Close Date
11/04/2024Open Until Filled:
NoPosting Number:
P0928PSupplemental Questions
Required fields are indicated with an asterisk (*).* What does antiracism mean to you? How would you enact your definition of antiracism in this position at Palomar College? (Open Ended Question)
* How did you hear about this employment opportunity?
#J-18808-Ljbffr
Position Title:
Lead Academic Records AnalystDepartment:
Evaluations and RecordsLocation:
San MarcosFull or Part Time:
Full-TimeCategory:
ClassifiedHours per week:
40Number of Months:
12 monthWork Schedule:
Monday – Thursday, 8:00 a.m. – 5:00 p.m.; Friday, 7:30 a.m. – 4:00 p.m.Occasional night and weekend hours may be required due to department needs.Grade:
27Salary/Wage:
$5,871.81 MonthlyIn addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)Vacation, sick leave and 25 paid holidays$80,000 employee term life/accident insurance policy (additional buy up options available)Employee long-term care insuranceEmployee Assistance Plan (EAP) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your householdAdditional buy up options available for other voluntary insurance benefitsEnrollment in CalPERS (California Public Employees Retirement System)The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually.Primary Function
Provides lead guidance and training to other Evaluations and Records staff; participates in the preparation and integration of software modules and updates pertinent to the Evaluations and Records unit; performs the full range of academic evaluation and records duties; serves as a technical resource in making determinations on the more complex records evaluation cases.Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:Experience:
Four years of progressively responsible experience performing academic evaluation and records duties.ANDEducation:
Equivalent to an associate’s degree from an accredited college or university with coursework in education, recordkeeping, statistics, business administration or a related field.Note:
For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:Access – We make education possible for everyone.Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.Preferred Qualifications
Lead experience, records/data analysis, documentation, interpretation/application of regulations or related experience.Experience with transfer credit evaluations within a California Community College setting.Experience using a degree audit system to determine student progress toward degree completion.Licenses and/or Certificates
N/ASupervision Received and Exercised
Supervision Received From:
Manager, Admissions, Records & EvaluationsSupervision Given:
Direction and GuidanceDuties and Responsibilities
Essential Functions:
Essential responsibilities and duties may include, but are not limited to, the following:Participates in training and providing day-to-day lead work direction to other Evaluation and Records staff, short-term employees and student workers; assigns work and ensures completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors work flow to assist in ensuring that mandated deadlines are being met in an optimal manner; provides information, guidance and training on work procedures and technical/legal/regulatory requirements; assists in maintaining a fair and open work environment in accordance with the District’s commitment to teamwork, mutual trust and respect.Plays a lead role in the strategic preparation and integration of software modules and updates, such as PeopleSoft transfer credit and academic advising (degree audit) and OnBase imaging and workflow; maintains academic records databases and related database fields pertaining to unit processes such as transfer credit, academic advising and workflow; conducts workflow and data integrity tests to ensure accuracy and utilization of analyzed and encoded work and processes; develops and provides documentation and training for unit processes such as transfer credit, academic advising and workflow.Collaborates with other District student services including admissions, financial aid, veterans’ services, articulation, assessment and counseling to maintain efficient document and data management of transcripts and other academic records utilizing imaging and workflow processes.Evaluates incoming academic transcripts and records to determine equivalency, degree or program completion and transferability of course credits; analyzes course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules and other reference materials; follows up with other institutions to resolve questions and issues; verifies institutions’ accreditation status; converts quarter units to semester units; applies course repetition and limitation polices where applicable; identifies, recommends and initiates potential degree and prerequisite substitutions for faculty review; posts student transfer equivalences and prerequisite clearances in the transfer credit database.Documents evaluation decisions and recommendations; provides explanations of complex rules and regulations to students in the event of denial of credit transfers; advises students of any options available to them, including grade adjustments, academic renewal, course substitutions and changes in major; discusses issues with the relevant department chairs/directors.Evaluates student academic records to determine student advanced standing following established procedures and in consultation with the Articulation Officer and department chairs/directors; makes determinations on completion of Palomar College graduation and University of California/California State University transfer requirements; validates units and grades for other purposes including veteran benefits, active duty evaluations and financial aid student academic progress requirements.Prepares, updates and maintains graduation lists; updates records of student academic standing including removing dismissal holds; authorizes and processes course repetition petitions.Maintains a permanent record of transactions regarding academic records for verification and audit; responds to inquiries and provides information to students, staff, faculty, administrators, other institutions and the public on regulations, policies, procedures and guidelines.Maintains a file of academic procedure changes and decisions affecting academic records evaluations and graduation.Stays abreast of updates in District policies and procedures, general education and transfer credit policies, curriculum and articulation updates and current and emerging technologies.Marginal Functions:Serves as a resource and provides technical information to faculty, counselors, staff, administrators and other institutions.Prepares a variety of general correspondence regarding course information, curriculum issues, verification of degrees and other issues.Performs related duties and responsibilities as required.Knowledge, Skills, Abilities
Knowledge of:Operations, services and activities of an academic records and evaluation program.Methods, techniques and sources of information used in the analysis and evaluation of student academic records and transcripts.Standards, requirements, practices, techniques and terminology involved in academic structures, transfer of credit and curriculum interpretation in post-secondary educational institutions.College curriculum interpretation and application as related to transfer of credit and degree and certificate requirements.Sections of the California Education Code applicable to assigned responsibilities.The Family Educational Rights and Privacy Act (FERPA) and other state and federal laws, rules, regulations and policies governing student admissions, matriculation and articulation.Methods of collecting and organizing data and information and report preparation techniques.Operations of a computer and uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications relevant to assigned areas of responsibility such as enterprise software and imaging systems.Office administration practices and procedures, including filing and recordkeeping systems.Research methods and procedures applicable to academic records.Business mathematics.Principles and practices of sound business communication; correct English usage, grammar, spelling and punctuation.Concepts, practices and techniques of customer service.Skill in:Assigning and inspecting the work of lower-level staff.Interpreting, explaining and applying complex legal mandates, regulations, guidelines, policies and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.Identifying issues, evaluating alternatives and reaching sound decisions within areas of assigned responsibility.Organizing complex information from a variety of sources and in a variety of formats and writing concise summaries, reports and documentation.Developing and maintaining cooperative and effective workflow processes with a variety of other individuals and organizations.Making arithmetic calculations quickly and accurately.Operating at an advanced level computer, enterprise software, word processing and spreadsheet software and other standard business equipment including imaging systems.Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.Preparing clear, concise and accurate records, data entries, reports and other written materials.Communicating clearly and effectively, both orally and in writing.Maintaining the confidentiality of department and student records and information.Using tact, discretion, courtesy and patience in dealing with sensitive and difficult students and situations.Establishing and maintaining effective working relationships with others encountered in the course of work.Working Conditions
Environmental Conditions:
The employee works under typical office conditions with extensive exposure to computer screens and frequent contact with faculty, students, family members, staff of other departments and the public, some of whom may be upset or angry.Physical Conditions:
Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards.Terms of Employment
Full-time, 40 hours per week, 12 months per year.This position also carries a probationary period of six months from the date of hire.Training may occur at any of our campus locations (San Marcos, Escondido, Rancho Bernardo and/or Fallbrook).This position is specially-funded and its continuation is dependent upon the availability and/or continuation of funds.The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment.Open Date
10/21/2024Close Date
11/04/2024Open Until Filled:
NoPosting Number:
P0928PSupplemental Questions
Required fields are indicated with an asterisk (*).* What does antiracism mean to you? How would you enact your definition of antiracism in this position at Palomar College? (Open Ended Question)
* How did you hear about this employment opportunity?
#J-18808-Ljbffr