Job Details

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Gavilan College
  • Position Number: 3309187
  • Location: Gilroy , CA
  • Position Type: Disability Services
Admissions and Records Technician

Posting Closing Date: Wednesday, August 17, 2022

Full-Time 12-month Position (1.0 FTE)

40 hours per week plus benefits

Classified Salary Schedule, Track 13

(Currently: $24.21 - $29.43)

About Gavilan:

Located in the heart of California between San Jose and Monterey, Gavilan College's main campus in Gilroy serves a diverse student population in a beautiful, park-like setting. In addition, we have campus centers located in Hollister, San Martin, and South San Jose, which offer students a variety of courses and programs. Our community recently voted to pass Measure X, a bond to renovate the main campus and build a full-service campus in Hollister. Gavilan is proud to meet the needs of our growing community, offering high-quality education in more than 70 transfer-related fields and over 30 industry-relevant career pathways; in 2020-21, we awarded more than 600 Associate Degrees and 797 career education certificates.

Gavilan College, a Hispanic Serving Institution with a 58% Latinx student population, is committed to achieving educational equity for all students. We work to provide students with a rich and relevant learning experience that emphasizes student engagement in and out of the classroom, encouraging students of all ethnic and socioeconomic backgrounds to realize their goals and become socially responsible leaders. When you join our team at Gavilan College, you will become part of an innovative and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, administration, students, and community partners.

Gavilan College fosters justice, equity, diversity and inclusion through its Principles of Community. As a member of the Gavilan College community, you will join us in valuing the worth and dignity of every person, the pursuit of truth, devotion to excellence, and the principles of democratic citizenship. All Gavilan employees strive to maintain these ideals in an environment of inclusiveness and mutual respect. We live these shared Principles of Community and work collaboratively to serve as a model of an exemplary, student-centered community-serving college.

Ideal Candidate:

Gavilan College is committed to recruiting individuals that embody our Principles of Community by:
  • actively demonstrating a commitment to embracing and celebrating diversity;
  • committing to collaboration, effective communication and the development of strong working relationships;
  • promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and
  • demonstrating commitment to a college which prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who are able to reframe inequities as a problem of practice. The ideal candidate understands the mission and purpose of the Add department name programs (services) and demonstrates a commitment to student-centered practices, effective cross campus collaboration, purposeful service to the community and culturally responsive practices.

Under the supervision of the Director of Admissions & Records, the Admissions and Records Technician performs specialized clerical and technical diversified functions in support of the overall Admissions & Records operations. We are seeking a candidate with excellent computer skills, thorough understanding of MS Office, outstanding customer service experience and working knowledge of Sunguard/Banner ERP system or similar student database. Must be detail oriented and able to read, comprehend and comply with federal and state regulations and policies. Must work well as part of a team and be a self-starter. Organizational and multi-tasking proficiency is an essential skillset to handle complex, competing tasks with time sensitive deadlines. Bilingual (Spanish) ability is preferred, but not required.

The Position:

Are you interested in creating an exceptional educational environment for students who are part of a dynamic, inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to reach their potential through innovative, structural change, we invite you to apply for the Admissions and Records Technician position. At Gavilan College, we welcome your commitment to fostering a learning environment where resources are devoted to developing opportunities for students to break barriers and thrive as scholars and community members.

Essential Duties: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.
  • Reviews and processes student applications and other documentation for admission and registration to the College; ensures information is complete and in compliance with federal, state and College guidelines;
  • Explains, interprets, applies and enforces rules, policies, procedures and requirements to students, faculty and staff in person, online and by telephone;
  • Interviews students to gather information used in determining CA residency eligibility including AB 540, DACA and non-immigrant status;
  • Demonstrates patience, kindness, and compassion to students always;
  • Monitors students for progress toward graduation, required units, changes in programs etc., through the matriculation process; tracks receipt of required documents, and assembles and maintains student files;
  • Collects, verifies, inputs and maintains a variety of data including that required for compliance and student records such as grades, personal information, class registrations and attendance; generates and prints reports;
  • Assists students on-line and in person with registration for both regular and special classes;
  • Coordinates and monitors the collection, processing and dissemination of faculty grade and attendance roster data related to attendance accounting and student grading procedures to ensure accurate data in compliance with California Education Code and attendance accounting guidelines;
  • Supports Director with projects including state reporting and audit visits by collecting records, argos reports etc.;
  • Maintains and updates large computer database;
  • Prepares and distributes reports and documents such as class lists, census forms, grading forms and related materials;
  • Collects, reviews and uploads permanent student records;
  • Monitors probation and dismissal lists and verifies calculations; provides these lists to Counseling Department for student outreach, and collects and processes academic appeal documents and coordinates the meeting schedule of the Appeals Committee;
  • Maintains security and confidentiality of official student records in accordance with federal, state and College guidelines;
  • Works with the Information Technology Dept. to propose, update and test new and upgraded student records software and programs;
  • Attends informational workshops, conferences and meetings, including those covering nonimmigrant students, to maintain current knowledge;
  • Performs general office support duties such as typing, answering telephone calls and scheduling appointments; operates standard office equipment;
  • May train and direct the work of student and temporary workers.

Minimum Qualifications Education and Experience: Any combination of training and experience equivalent to:

  • Federal, state and College rules, regulations and policies relating to college registration and student records, including non-immigrant students.
  • Advanced skills in database, word processing and spreadsheet programs, and operation of office equipment.
  • Record keeping and organizational practices and procedures.
  • Standard office practices and procedures including electronic file management using Office 365, OneDrive and SharePoint.
  • Correct English usage, including spelling, grammar, and punctuation.
  • Business arithmetic, including percentages and decimals.

Skills and Abilities:
  • Learning and retaining many detailed rules and procedures.
  • Entering data into and reporting from large databases, using specialized programs.
  • Interviewing students to obtain detailed personal information.
  • Establishing and maintaining files.
  • Interpreting and applying federal, state and college regulations and guidelines pertaining to student
  • records and college admissions.
  • Establishing and maintaining effective working relationships with persons of diverse socioeconomic backgrounds.
  • Handling stressful situations, occasionally involving angry or frustrated individuals.
  • Providing flexibility with ever changing priorities and a calm presence amidst a busy, stressful work environment.
  • Participating in excellent customer service and teamwork.

Other Requirements:

Specified positions within this class may require certification of bilingual skills.

Illustrative Education and Experience:

A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

Completion of high school and two years' experience in responsible office work including detailed record keeping and public contact; experience in an academic institution is desirable. Associate degree preferable.

Physical Characteristics: The physical abilities involved in the performance of essential duties are:

Vision sufficient to view computer screen and read documents; standing, walking and bending to assist students at counter and retrieve files; manual dexterity to operate computer and write; may require some lifting carry up to 50 pounds; duties are performed under deadlines, time constraints and with conflicting demands. This work is performed indoors in a typical office environment.

The physical characteristics described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Process:

To be considered for this excellent opportunity the following items are required to be received by the CCC Registry no later than 5:00pm on Wednesday, August 17, 2022 through the following CCC Registry website:
  1. CCC Registry online application (all sections are required to be completed, Education, Employment History, Professional References, General Information). Apply at *
  2. Cover letter detailing qualifications and experience*
  3. Abbreviated Curriculum Vitae or Resume*

*Denotes application materials that are required for full consideration.

As an equal opportunity employer, we are required to compile summary data on applicants. We are requesting your assistance in providing the information on the personal and ethnicity section of your CCC Registry profile. The completion of the questionnaire is voluntary. The form will remain in the Human Resources department and will be kept confidential and separate from all hiring documents. It will not be forwarded to those making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application materials on the CCC Registry website, please contact the CCC Registry directly at or call (800)245-4157.

Please make sure to contact the CCC Registry at (800)245-4157 AFTER you have applied for this job to verbally confirm that your application materials were submitted correctly and that your application is included in this recruitment.

If you have a verifiable disability and require accommodation to complete the application process, please contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.


Gavilan Joint Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, physical or mental disability and any other status protected by applicable federal and state laws. Applicants who require accommodations to complete the application or interview process, please contact the Human Resources Office at (408) 852-2823 for assistance.

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