Duties And Responsibilities
Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following: Assists current, returning, concurrently enrolled and prospective students, parents, District faculty and staff and the public at a front counter on a wide range of admissions, enrollment and financial aid questions and processes; explains procedural guidelines for admissions, registration, records, evaluations, financial aid, scholarships and Federal Work Study employment with applicable District, federal and state regulations; provides general information about the District; responds to and resolves difficult and sensitive inquiries and complaints. Receives and reviews for completeness and consistency of information a wide variety of admissions and enrollment forms including applications, non-credit applications, applications to audit classes, pass/no pass forms, overlapping class forms, K-12 Minor Consent forms, residency documents, initial registrations, adds/drops of classes, changes in address and other student data, petitions for grade changes and college withdrawal, changes in major and other documentation; tracks and monitors the progress of forms from submission and completion; enters student data into various tracking screens in PeopleSoft; downloads documentation and enters student data into PeopleSoft; maintains and files student applications and documentation; notifies applicants of their admissions and financial aid status. Receives and reviews for completeness and consistency of information a wide variety of financial aid forms and documentation including applications, asset and household size worksheets, Internal Revenue Service ( IRS ) tax transcripts, Proof of Dependent forms, proof of citizenship, official academic transcripts, fee deferment and waiver forms, Projected Year Income Request forms and other documentation; explains how to complete federal and state financial aid applications including the Free Application for Federal Student Aid ( FAFSA ), California Dream Act and Board of Governors fee waiver; explains deadlines and disbursement dates; refers students to other agencies as necessary to obtain required documentation; reviews, makes determinations and processes Board of Governors fee waiver applications; informs students of eligibility status and enters information into students’ financial aid records. Reviews and processes documentation such as immigration documentation and visas and permanent resident documents submitted by students in support of claims for California residency as well as A.B. 540 Non-Resident Tuition Exemptions; notifies students regarding additional information or documentation required and the status of their residency determinations; sends out reminders on documentation that needs to be submitted; notifies students when their documentation establishing residency expires; prepares reports and recommendations on residency appeals submitted to the Senior Director, Enrollment Services; explains the rationale for residency determinations; recalculates tuition and fees as needed; informs students of state grants and waivers for which they may be eligible; notifies Financial Aid, Veterans and Scholarship Services of students’ residency status so that eligibility for aid programs can be assessed. Processes applications and documentation and tracks all K-12 students enrolled at Palomar College; reviews and ensures the accuracy of K-12/health consent approval forms; enters and maintains data in PeopleSoft for all K-12 students; maintains files and data on newly accredited K-12 schools and private/home school affidavits issued by the California Board of Education for research and audit purposes; ensures Health Services receives all health consent forms and responds to any questions or concerns; coordinates with students and parents regarding the admissions process and responds to questions and requests for copies of K-12 approval forms and unit limit petitions; researches and develops new procedures and policies to ease the transition of students into the college environment. Maintains working relationships with K-12 schools in the District’s service area; performs K-12 admissions outreach, meeting with counselors and other personnel to provide information on the application process and answer questions on admissions and financial aid. Carries out Positive Attendance activities for Enrollment Services; generates class attendance rosters and populates attendance information in PeopleSoft; reviews attendance data to ensure accuracy in reporting and calculates the hours of student attendance in classes with irregular schedules such as apprenticeship and supplemental education classes for the purpose of obtaining state funding for the District; follows up with faculty to secure past due attendance data and resolve data discrepancies and inconsistencies; maintains required records and reports. Schedules assessment, orientation and advisor/counselor appointments based on state priority registration guidelines using SARS scheduling software. In a back-office environment, uses a computer and multi-line telephone system to respond to telephone and email inquiries, explain requirements and deadlines and provide information; maintains and files student applications and documentation; notifies applicants of their admissions and financial aid status. Communicates to students the benefits of priority registration and required procedures to follow. Maintains all student documentation to meet retention and audit requirements; maintains and ensures the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act ( FERPA ) and established District policies and procedures. When assigned to International Education: Reviews applicant records and documents including passports and visas, financial status, English proficiency documentation and academic transcripts to determine eligibility for admission based on District requirements and U.S. Department of Homeland Security regulations and policies; ensures documents and files are complete and serves as a Designated School Official during peak periods and in the absence of the Coordinator, International Education for establishing that F1 visa regulations are met; notifies applicants of their admission and I-20 status; maintains records to ensure ongoing compliance with requirements; assists students and others by responding to a wide variety of admissions, registration, fee and other requirements, issues and questions; assists students with student health insurance applications; participates in outreach activities and in orientation sessions. When Assigned to an Education Center: Performs cashiering services for students to pay tuition and other fees, buy bus passes and identification cards and make payments for a variety of other fees and debts; place and remove holds on student accounts when needed; receives and posts other District deposits; provides backup for other departments and staff when they are unavailable; contacts the Palomar College Police Department and other District staff on behalf of students as required; assists students by responding to questions and providing a variety of support to students and student workers at the Center; when position is assigned to an education center with Saturday operations: oversees center operations on Saturdays in the absence of supervision. Marginal Functions: Maintains currency on changes in federal and state law, regulations and processes relevant to assigned areas of responsibility; identifies changes required in District requirements and procedures; recommends revisions in processing guidelines, procedures and manuals to ensure conformance with new requirements; trains staff on changes in procedures. Performs a variety of administrative support functions and special projects as assigned. Receives requests for transcripts; verifies holds and times required; sends to Evaluations and Records for processing. Performs related duties and responsibilities as required.

Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications: Experience: One year of experience involving admissions, student records and/or financial aid processes, and one year of clerical recordkeeping experience. AND Education: Equivalent to completion of the twelfth grade. NOTE : For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months. Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions . Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services ( NACES ) website at www.naces.org , or the Association of International Credential Evaluators, Inc. ( AICE ) website at http://aice-eval.org/ .

Preferred Qualifications
Previous work in an Admissions, Financial Aid or other Student Services office. Previous work in a CA community college or higher education setting.

Work Schedule
Position One and Two: Enrollment Services Department Position Three: International Education Department 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. Palomar College believes a healthy work-life balance can improve the physical, emotional, and mental health of our employees. In support of this belief, the District offers the opportunity to work remotely for certain positions, depending on the operational needs of the District and the provisions of the Remote Work Policy. Probationary employees are not eligible to work remotely unless approved by the Assistant Superintendent/Vice President, Human Resource Services. No employee is guaranteed the right to work remotely. No employee shall be authorized to work remotely 100% of the time unless approved by the Assistant Superintendent/Vice President, Human Resource Services.