Job Description

FIRST APPLICATION REVIEW DEADLINE:  February 11th, 2025

Position is open until filled. Completed applications received by the application review deadline will be given priority consideration. It is the candidate's responsibility to be sure that ALL required materials, noted under the application procedures section of this job announcement are submitted.

A completed application will have the following:

• Santa Rosa Junior College/SchoolJobs.com employment application
• References
• Cover Letter
• Resume
• Copies of transcripts
• Classified Equivalency Application (if applicable)

See Application Procedures for more information

 

 COMPENSATION AND BENEFITS:  

• Salary Range: $6,654 -$8,090 per month (24/25 Classified Salary Schedule); maximum initial placement at mid-range, which is $7,334 per month (placement within this range is based on assessment of previous experience as documented in application materials).  
• Fringe Benefits: The District offers a competitive health & benefits package for employees and eligible dependents. You can learn more on our Benefits page.
• Leave/Holiday Time: Full-time classified Unit members earn 8 hours of sick leave and start off accruing hours of vacation for each month worked (accrual rate increases after first year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (18 holidays/year, pro-rated for part-time employees). 

JOB DESCRIPTION: 

Under direction, performs a variety of specialized attendance accounting, student academic record auditing and statistical functions requiring high levels of independent judgment and discretion; coordinates and maintains student academic records degree and certificate audit and evaluation systems; ensures that student records are accurately collected and posted in preparation for the College’s apportionment reporting to the Chancellor’s Office of California Community Colleges. 

This is a regular, full-time (1.0 FTE), 12-months per year, classified position. The tentative work schedule will be Monday through Friday from 8:00am - 5:00pm.  This position is contingent upon funding and Board approval.   

SCOPE: 

The Coordinator, Student Academic Records is responsible for implementing and maintaining statistical and student academic record information in accordance with federal, state, and local laws and regulations; determines eligibility for lower division general education and certificate requirements; makes recommendations for office policies and procedures; serves as a lead worker to other classified staff within the department.   

ABOUT THE SONOMA COUNTY JUNIOR COLLEGE DISTRICT

Santa Rosa Junior College has been an integral part of the Sonoma County community and its rich history, beauty and culture for more than 100 years. 

SRJC is a public two-year community college, which serves the County of Sonoma and portions of Marin and Mendocino counties. The District has two campuses, located in Santa Rosa and Petaluma, California, two centers, a Public Safety Training Center located in Windsor, California, and the Robert Shone Agricultural Center located in Forestville, California, and our newest site in the Roseland area of the City of Santa Rosa. Students may choose from over 100 associate degree majors and certificate programs, complete courses toward the first two years of a bachelor’s degree program, or pursue courses for other professional or personal reasons. 

SRJC serves approximately 22,000 students each semester and is committed to inclusion, diversity, equity, anti-racism, and accessibility. The ideal candidate will share SRJC’s commitment to be an inclusive, diverse and sustainable learning community that engages the whole person.

Please see the following Online Resources to learn more about SRJC:

• Office of the President
• Student Services
• Accreditation
• SRJC Factbook

 

Essential Functions

 

KEY DUTIES AND RESPONSIBILITIES:

Examples of key duties are interpreted as being descriptive and not restrictive in nature.  Incumbents routinely perform approximately 80% of the duties below.

1. Coordinates and monitors the collection, processing and dissemination of faculty grade roster data related to attendance accounting and student grading procedures to ensure accurate data in compliance with California Education Code and attendance accounting guidelines.  
2. Coordinates, implements and monitors electronic degree audit and transcript evaluation systems to make information easily accessible to students, counselors, evaluators and faculty.
3. Audits student records for academic progress and adjusts for petitions, faculty grade corrections and incomplete grade changes.
4. Coordinates and maintains attendance accounting and student academic records; oversees record retention procedures according to state regulations.
5. Serves as the liaison to determine the District’s compliance with county, state and federal subpoenas for student records; compiles student data from all departments and submits documents to the requesting party.
6. Interprets and implements Family Educational Rights and Privacy Act of 1974 (FERPA) and Title 5 regulations as they pertain to a student’s right to privacy and accuracy and retention of academic records.   
7. Evaluates academic records received from other educational institutions to ensure District and state requirements are met for all students; researches and determines applicability of appropriate transfer courses; determines final eligibility for associate degrees and Career Technical Education certificates. 
8. Creates and maintains reports, files, and statistical data related to evaluations, degrees, majors, and Career Technical Education certificates; determines final eligibility for Career Technical Education Certificates.
9. Maintains the integrity of the student records system by merging duplicate records.
10. Serves as the primary department contact for state auditors; gathers requested documentation and explains office policies and procedures. 
11. Serves as a member of the College’s Student Information System (SIS) and the California Community College’s Management Information System (MIS) taskforces. 
12. Serves as a lead worker to other classified staff in the area.  
13. May supervise and train students and short-term, non-continuing (STNC) employees.

EMPLOYMENT STANDARDS 

ABILITY TO: 

Perform complex admissions and records responsibilities; be proficient with standard office productivity software, including application of advanced spreadsheet functions; analyze and resolve situations accurately and adopt an effective course of action; analyze information and prepare accurate reports with minimal direction; maintain cooperative working relationships and provide effective customer service; communicate effectively in English, both verbally and in writing; demonstrate leadership and organizational skills; consistently perform under the pressure of deadlines and other administrative demands; demonstrate sensitivity to, and respect for, a diverse population.

 

KNOWLEDGE OF: 

Regulations and policies of community college recordkeeping, attendance accounting and audit practices; procedures and methods used in evaluating transcripts and course content; District, state, and federal regulations, policies and procedures related to certificate and degree requirements; articulation agreements between CSU, UC and California Community College systems and other colleges and universities; including applicable sections of Title 5, Education Code and FERPA; standard office productivity software and specialized systems.

 

Minimum Qualifications

 

Candidates/incumbents must meet the minimum qualifications as detailed below, or file for equivalency.  Equivalency decisions are made on the basis of a combination of education and experience that would likely provide the required knowledge and abilities. If requesting consideration on the basis of equivalency, an Equivalency Application is required at the time of interest in a position (equivalency decisions are made by Human Resources, in coordination with the department where the vacancy exists, if needed.)

Education:  

Associate’s degree; Bachelor’s degree preferred.

Experience: 

Increasingly responsible (2-4 years full-time equivalent) experience in a college or university admissions and records office preferably in the evaluations or transcripts area.

Preferred: 

• Bilingual in Spanish & English

 

Application Procedures

 

In order to be considered for this position, applicants must provide the following:

1. A completed Santa Rosa Junior College Employment Application and responses to Agency-wide Questions. Please note resumes are not a substitute for completing the "Work Experience" section of the employment application. Applications will be considered incomplete if no work experience is listed, or if other required application fields are missing or incomplete.
2. Contact information (phone number and email address) for three professional references. One reference must be from a supervisor. 
3. A brief cover letter explaining your interest in the position, including how you meet the minimum and preferred requirements and are qualified to perform the essential functions as listed in this section of the job posting. 
4. Current Resume.
5. Copies of transcripts of all college-level coursework. Transcripts must state that the Degree(s) has been conferred or awarded. A copy of a diploma may be submitted in addition to the transcripts. If selected for the position, official transcripts must be submitted prior to employment. Unofficial copies (all pages) will be accepted if the unofficial document includes a seal, watermark, or other proof that the document was provided by an educational institution.
6. If you do not possess minimum qualifications as noted under the Minimum Qualifications Section of the job posting, you must complete and attach the Classified Equivalency Application (Download PDF reader) and supporting documents, including narrative synopsis, to your employment application in order to be considered.

 

PLEASE SUBMIT ONLY MATERIALS REQUESTED.

Following the filing deadline, applications which are complete for screening will be reviewed by a screening committee. Approximately 2-4 weeks after the filing deadline, Human Resources will notify you whether or not you have been selected for an interview.  Those applicants most suitably qualified for the position will be invited to interview with a Screening Committee.  

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Human Resources Department. 

 

MORE ABOUT SRJC HUMAN RESOURCES

BUSSMAN HALL ANNEX

MAILING ADDRESS: 1501 Mendocino Avenue, Santa Rosa, CA 95401

PHONE: (707) 527-4954

EMAIL: Please contact Jamie Cook at jcook@santarosa.edu 

 

The office is located in the Bussman Building on the Santa Rosa campus. All documents included in your online employment application become the property of the District. Your employment application for this opening will not automatically be considered for future openings. New employment application(s) must be submitted for each opening.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment):

1. In accordance with Federal Law, all employees must provide proof of eligibility to work in the United States.
2. Successful candidates will be extended a conditional job offer and will be required to undergo background screening prior to their first day of employment in order for an individual assessment to be conducted prior to commencing employment. Candidates must be fingerprinted in California and have background clearance (at applicant's expense); 
3. Must be willing to work on-site as determined by the department (the Sonoma County Junior College District does not offer ‘remote only’ assignments).

4. Must take a Tuberculosis (TB) test (once hired and every four years thereafter).
5. Within 6 months of employment, must complete required District trainings such as Title IX, Mandated Reporter.

 

Campus Security Policy and Campus Crime Statistics Act (Jeanne Clery Disclosure)

Sonoma County Junior College District's annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Sonoma County Junior College District; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. Link to read or obtain a full copy of this report. Paper copies of the full report are available upon request by contacting Police Department Records at (707) 527-4963 or by visiting the Sonoma County Junior College District Police Department located at 2032 Armory Drive, Pedroncelli Center, Santa Rosa Campus. 

Non Discrimination 

The Sonoma County Junior College District does not discriminate on the basis of race, religious creed, color, national origin, ancestry, ethnic group identification, physical disability, mental disability, medical condition, genetic condition, marital status, sex, gender, gender identity, gender expression, genetic information or sexual orientation in any of its policies, procedures or practices; nor does the District discriminate against any employees or applicants for employment on the basis of their age. This non- discrimination policy covers admission, access and treatment in District programs and activities-- including but not limited to academic admissions, financial aid, educational services and athletics--and application for District employment. 

SRJC Strategic Plan

VISION: Santa Rosa Junior College commits to setting the standard in cultivating an accessible, open, barrier-free, sustainable environment for students, employees, and the community. The college envisions equitable, impactful, transformative, enriching, and holistic learning opportunities that inspire our students to thrive.  

MISSION: Santa Rosa Junior College transforms the lives of our culturally rich student body, employees, and community by cultivating a welcoming and antiracist environment, centered on social responsibility and cultural awareness. We offer exceptional teaching and learning in support of associate degree, certificate, transfer preparation, workforce preparation and community education programs, integrated with comprehensive student support services.

Equal Employment Opportunity SRJC attracts and retains the most qualified faculty and staff from diverse backgrounds.  This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position/assignment. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the District mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.

The Sonoma County Junior College District is an Equal Opportunity Employer.  

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