Matriculation Specialist, Categorical (one or more position)

Saddleback College

Mission Viejo, CA

ID: 7059613 (Ref.No. P0016261)
Posted: August 21, 2019
Application Deadline: Open Until Filled

Job Description

20-Saddleback College
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Summary Description:

Under general supervision from assigned supervisory or management staff, performs a variety of specialized duties related to matriculation at the assigned College; administers assessment testing and conducts orientation sessions for students to explain entrance and ongoing requirements; analyzes, researches, and determines course equivalencies to clear prerequisites; and assists in coordinating the matriculation process with other District departments and divisions.

Knowledge of:

Matriculation requirements and procedures at a community college.
Pertinent federal, state, and local laws, codes, and regulations including Title V matriculation
Transcript evaluation techniques including those used in determining English and math course
equivalencies, credits, and prerequisites.
Confidentiality requirements when dealing with personal and sensitive student information.
Data collection and basic research principles and practices
Basic mathematical and statistical principles.
Principles, practices, and procedures of business letter writing and report preparation.
Record keeping methods and procedures.
Principles and practices used to establish and maintain files and information retrieval systems.
Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college
Office procedures, methods, and equipment including computers and applicable software applications
such as word processing, spreadsheets, and databases.
Work organization principles and practices.
Principles and techniques used in public relations.
Interpersonal skills using tact, patience, and courtesy.
Principles and practices of providing training, work direction, and guidance to lower-level office staff
and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Understand the organization and operation of the College as necessary to assume assigned
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent
laws, regulations, and ordinances.
Perform responsible and difficult programmatic and administrative duties involving the use of
independent judgment and personal initiative.
Interpret matriculation requirements based on a student’s academic history, personal circumstances, and personal goals.
Analyze transcripts from other colleges and universities to determine course equivalencies, prerequisites, and credits.
Assure that students enroll in appropriate level English, reading, and math classes.
Compile and analyze detailed data related to assigned functions.
Troubleshoot problems that may be related to admissions and records assessments and orientation/advisement sessions.
Administer, score, and interpret placement and diagnostic tests.
Respond to requests and inquiries from students, staff, or the public including regarding the interpretation of matriculation procedures and policies; effectively present information in person or on the telephone to students, staff, or the public.
Implement and maintain filing and record-keeping systems.
Independently compose and prepare correspondence and memoranda.
Plan and organize work to meet schedules and changing deadlines.
Establish goals and timetables to meet program needs.
Work within the policies, functions, and requirements of area of assignment.
Provide lead supervision and training to assigned staff.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Type or enter data at a speed necessary for successful job performance.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Equivalent to a Bachelor’s degree from an accredited college or university with major course work in counseling, education, liberal studies, psychology, or a related field.


Two years of increasingly responsible administrative and programmatic experience working with students, preferably related to matriculation functions.

Conditions of Employment:

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.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

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

Additional Position Information:

Employment in this position is contingent upon funding by the Student Equity and Achievement Program (SEAP)/Student Success and Support Program (SSSP).

Duties and Responsibilities

Perform a variety of specialized duties involved in the matriculation processing of new, continuing, and returning students.

Analyze transcripts from other colleges and universities; research and evaluate course levels in order to determine appropriate equivalencies; clear prerequisites.

Advise students, staff, faculty, and administrators regarding various available options for clearing specific prerequisite requirements including transcript evaluation, alternative evidence appeals/challenges, and assessment tests; research information; recommend appropriate actions.

Maintain the prerequisite clearance monitoring system including maintaining filing system; enter and remove appropriate computer registration clearance codes; contract and provide guidance to faculty evaluation teams related to the alternative evidence review process; inform students of appeal results.

Administer student testing processes; process students with test appointments; screen students for appropriate test; administer and score English placement, math diagnostic, reading, and ESL tests to students for matriculation; administer financial aid Ability to Benefit test; process test results.

Coordinate, conduct, and schedule students for orientation and appointments with counselors; perform follow-up of students that do not keep test or advisement and orientation appointments.

Maintain and update matriculation files; generate matriculation letters; perform matriculation data entry; prepare evaluation reports for matriculation and counseling staff including providing information for course and workshop scheduling to meet student needs.

Prepare, maintain, compile, and evaluate services provided to students and the number of students served; analyze data, identify trends, and develop recommendations for improved services and outcomes; provides statistical reports to administration.

Serve as liaison between students, instructors, and counselors to facilitate the matriculation process, specifically in areas of admission and records, testing, orientation and advisement, registration, counseling follow-up, and coordination and training of academic and classified staff.

Plan, prioritize, assign, supervise, and review the work of student assistants and staff involved in matriculation functions activities; provide training to other staff regarding prerequisite code clearance and accessing transcripts.

Serve as member of assigned committees and groups.

Perform related duties as required.


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