Senior Matriculation Specialist, Categorical (one or more positions)

Irvine Valley College

Mission Viejo, CA

ID: 7060723 (Ref.No. P0005127; P0005128)
Posted: January 13, 2020
Application Deadline: Open Until Filled

Job Description

10-Irvine Valley 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 direction from assigned supervisory or management staff, performs a variety of specialized duties related to matriculation at the assigned College; conducts outreach programs for potential students; conducts campus tours for prospective students and their parents; 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:

Methods and techniques used in conducting promotional and information sessions for current and prospective students.
Matriculation requirements and procedures at a community college.
Pertinent federal, state, and local laws, codes, and regulations including Title V matriculation requirements.
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.
Recordkeeping 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 students.
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:

Coordinate and conduct outreach and orientation sessions, representing the College to potential students.
Understand the organization and operation of the College as necessary to assume assigned responsibilities.
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.

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


Four years of increasingly responsible administrative and programmatic experience including two years of experience working with students in all matriculation functions including at least one year as a Matriculation Specialist or closely related classification.

Six years of increasingly responsible administrative and programmatic experience in student services that demonstrates comprehensive knowledge of matriculation functions.

License or Certificate:

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to other locations, such as local high schools, to conduct work.

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 with occasional field trips, including those to local high schools. 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 Classification Information:

This is a categorical funded position with employment contingent upon funding by the 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.

Plan, organize, and implement College recruitment events.

Participate in outreach programs and conduct orientation sessions for new and potential students; answer questions and provide information concerning the College’s expectations for academic achievement goals.

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

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; 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; provide 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 and activities; provide training to other staff regarding prerequisite code clearance and accessing transcripts.

Oversee the Student Ambassador Program.

Provide campus tours to prospective students and campus visitors.

Serve as member of assigned committees and groups.

Perform related duties as required.

Perform related duties as required.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.


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