Two weeks prior to the deadline to submit applications, the diversity of current applicants will be assessed. Upon review, if the pool does not include sufficient diversity at that time, the application window may be extended.
The Santa Clarita Community College District/College of the Canyons is seeking a
full-time Student Services Coordinator V (Admissions & Records) in the Student Services division. Salary placement will be on
Range 40 of Classified Salary Schedule B.
Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($6,697.00 / $7,098.00 / $7,505.00 per month) of this 20-step salary range.
Probationary period for new Classified Represented employees is
six months.
Work year is 12 calendar months. The
normal workweek for this position is
40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment.
A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval. Who We Are The Santa Clarita Community District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, “Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses.” These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences – fostering healthy inclusion through inquiry, shared dialogue, and reflection to ensure that we promote a sense of community, collegiality, and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative, and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success.
Who We Want We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals.
Position Description: Under the supervision of the Associate Dean, Admissions, Records and Online Services, this position is the technical expert for the Counseling department in the use of Program Evaluation and My Academic Plan and directs the daily operation and staff of the records function for Admissions & Records. Oversees the creation, maintenance, and storage of all computerized and paper student records. Oversees workflow for the degree audit function, the document imaging system, transcript and graduation evaluation, records maintenance, and CSU & UC certification. Assists with transcript and graduation evaluation, and data entry of academic records. Exercises tact and diplomacy in working with students, staff, faculty, administrators, and community members. Performs other related duties as assigned.
Essential Duties:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
This position must have knowledge and expertise for all Student Services Specialist positions and Student Services Technician positions within Admissions and Records.
- Oversees the creation, maintenance, storage, and destruction of all student records.
- Oversees workflow of the degree audit function implementation of the degree audit program, the document imaging system, transcript and graduation evaluation, records maintenance and CSU & UC certification.
- Writes program specifications using proper syntax to build rules, requirements and policies for programs, certificates and degrees offered by the district. Builds pseudo courses and non-course equivalencies for external credits in the student information system and writes program specifications for their appropriate application to degree, certificate and local & transfer pattern general education requirements in the student information system.
- Performs complex computer software analysis, process mapping, training and documentation for the degree audit program. Identifies, codes, tests, troubleshoots, documents and maintains computer application software and reviews results with specific District faculty and staff.
- Creates new program requirements in the system for new programs approved by the President’s office. Develops statement of system scope and objectives, software specifications, and policies for programs, certificates and associate degrees (which encompass UC & CSU certifications).
- Assists District faculty and staff in troubleshooting problems with system software; identifies and resolves difficulties and malfunctions.
- Identifies and implements changes to degree audit program arising out of decisions made by Academic Senate, Curriculum Committee, and/or other related groups. Reports on project status and progress/timeline as required.
- Completes assigned projects in a professional and timely manner.
- Applies knowledge of modern office practices and equipment including expert use of computers for word processing, record management, state and institutional reporting requirements, and filing systems.
- Oversees the student admissions application process and procedures. Interprets and applies state residency requirements regarding admission and directs creation of student history records and folders.
- Oversees certification and mailing of College of the Canyons outgoing transcripts.
- Ensures accuracy of all academic data entered by records function on official transcripts, including course repetition, advanced placement credit, credit by exam, military service credits, and all variations of credit for prior learning.
- Assists students, faculty and the Student Business Office in navigating the college's Credit for Prior Learning process. Post subsequent and approved credit to students' records.
- Assists in evaluation of incoming transcripts for transfer and graduation and makes decisions as to transferability and grading conversions. Verifies level, content, unit value and grading system of courses for students who have taken part of their academic work at other accredited colleges. Determines credit to be granted toward meeting specific requirements and consults with appropriate faculty, staff and administrators in problem cases.
- Reviews students' records to annotate COC coursework which does not qualify for apportionment when students exceed the enrollment maximum.
- Determines College of the Canyons course equivalencies with university transfer requirements. Reviews existing directly equated transfer courses against the California Course Identification Numbering System for maintenance of integrity and accuracy. Updates the student information system as needed.
- Conducts research to remain current regarding the application of units to intersegmental articulation agreements. Confirms and evaluates articulation agreements and consults with articulation officer as necessary. Track current and historical Hart High School District 2+2 (aka: "Tech Prep") Articulation credit and award appropriate equivalent COC credit to students' records.
- Maintains records of transactions, tutorials, and databases concerning academic transcripts for purposes of verification and accountability.
- Liaison to interpret and ensure compliance of the CalGETC and IGETC Standards, Policies and Procedures, the Guiding Notes for General Education Course Reviewers, and the CCC Chancellor's Office's Program and Course Approval Handbook. Certifies lower division general education transfer requirements including CalGETC, IGETC and CSU general education certification.
- Coordinates with the Veteran's Affairs Office to obtain supporting documentation regarding Military Withdrawal from specific college coursework, and subsequent interface with the Student Business Office to generate any resulting refund.
- Evaluates and interprets policies on lower division transfer requirements between College of the Canyons and other institutions of higher education.
- Interprets and applies appropriate Title 5 requirements.
- Serves as liaison to four-year colleges’ inquiries regarding the clarification of transfer requirements and articulation.
- Assists in the determination of “pass along” credits from outside educational institutions.
- Exercises tact and diplomacy in working with students, staff, faculty, administrators, and community members.
- Assists students in applying and registering for classes as needed.
- Other related duties as assigned.
Demonstrated Knowledge and Abilities: Position requires ability to:
- Analyze data and situations, reason logically, draw valid conclusions and develop effective solutions to system problems.
- Design methods of processing data with electronic computers.
- Learn, interpret, and apply legal mandates, policies, regulations, guidelines, and operational procedure. Ability to see for the purposes of reading laws, codes, rules, policies, other printed matter, and observing students.
- Interpret policy and procedure and communicate those to students in a logical and easy to understand format.
- Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.
- Establish and maintain comprehensive and accurate files and records; prepare concise and complete reports as required.
- Take responsibility and use professional judgment based on established guidelines and procedures. Assume responsibility for routine clerical detail.
- Type with speed and accuracy; make arithmetical calculations in like manner.
- Communicate effectively orally and in writing. Understand and carry out oral and written directions.
- Ability to hear and understand speech at normal levels.
- Ability to work at a desk, conference table, counter, or in meeting rooms of various configurations for extended periods of time.
- Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
- Ability to adapt to changing student and procedural requirements.
- Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff and community.
Minimum Requirements:
Experience:
Minimum three years’ experience working in community colleges, universities, high schools, and/or community agencies in a related position required. Possession of an earned Bachelor’s degree will substitute for one year of the required experience. (Experience with software analysis, process mapping, project management is desirable but not required to meet minimum requirements).
Education:
Education equivalent to an Associate’s degree (60 semester units) from an accredited institution is required. (Bachelor’s degree or higher is desirable).
Physical Characteristics:
Position is a stationary position and requires use of a computer for extended periods of time plus frequent periods of movement from one area to another, which may include traversing to different floors of a building; operating a computer and related equipment; communicating and providing information to others; working with various materials and objects; frequently exert 10 to 20 pounds of force to move objects; may be exposed to occasional contact with dissatisfied individuals; and travel from site-to-site. In the event of an emergency, employees will be relied upon to serve as emergency workers.
District Classified Employee Benefits:
Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.
RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.
Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.
Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
Board of Trustees approval.
Official, sealed transcripts are required upon offer of employment.
Equal Employment Opportunity:
Santa Clarita Community College District is an Equal Opportunity Employer.
The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.
About the District:
Why Work at College of the Canyons?
College of the Canyons (COC) is a nationally recognized Hispanic-Serving Institution located in Santa Clarita, California, and is dedicated to fostering student success in a dynamic and inclusive environment. Serving over 37,000 students across two campuses, COC offers more than 275 degree and certificate programs and is known for its strong transfer pathways, award-winning workforce programs, and innovative initiatives like Zero Textbook Costs (ZTC) and the Canyons Promise program, which provides two years of free education for new full-time students. As a regional leader in innovation, equity, and community engagement, the college partners with over 100 organizations, and has secured millions in grants and workforce development funding. Its students regularly transfer to top UC schools, win national scholarships, and contribute to projects reaching as far as NASA. With new facilities like the Takeda Science Center, an Intercultural Center, and robust University Center partnerships offering bachelor’s and graduate degrees, COC continues to grow its impact. Faculty and staff are driven by a shared commitment to teaching excellence, respect, creativity, and meaningful community connections, all in a vibrant Southern California setting.
APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing-impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 - 5 weeks following the Review Date as to the status of their application.
All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.
Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:
- Online District CLASSIFIED Application.
- Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
- Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
- Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
- Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
- Supplemental Questionnaire. Please answer the following questions as part of your application packet.
- Do you possess an education equivalent to an Associate’s degree (60 semester units) or higher from an accredited institution? If yes, list your degree(s) and please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If no, you do not meet the minimum qualifications for this position.
- Do you possess three or more years of experience working in community colleges, universities, high schools, and/or community agencies in a related position? Please describe your prior experience, and include employer names(s), position title(s), dates of employment, full-time or part-time status (hours per week), your roles and responsibilities. Please provide your total years of full-time experience in this field.
- Please describe your experience working with an administrative database (such as Banner, Colleague, or PeopleSoft) or a propriety system.
- Describe any experience you may have with transcript evaluation, document imaging, and digital forms.
- Describe your experience in building and maintaining a degree audit system.
- Please describe your customer service experience, and the roles you have played in serving the public.
- Please describe any office leadership experience you may have.
- Please describe your ability to work successfully and thrive in a multicultural, diverse environment.
- Why do you want to work at College of the Canyons in this staff position?
Please note:
- Skills evaluation of candidates for interview may be required.
- Travel and relocation expenses are the responsibility of the applicant.
- Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
- “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
- Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
- Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
- Applicants are encouraged to apply online. If you need assistance with the application process, contact:
Human Resources Office
(661) 362-3427
TTY/TDD (661) 362-5178 or visit our website at
www.canyons.edu/administration/humanresources
It is the applicant’s responsibility to ensure that all application materials are fully and correctly submitted. All materials submitted are for this position only and become the property of the District. Materials will not be returned, copied or considered for other openings. Resumes may not be submitted in lieu of the official application form.
The College is expecting to conduct initial interviews between the weeks of February 2, 2026 and February 9, 2026 and conduct final interviews between the weeks of February 9, 2026 and February 16, 2026. This is an estimated timeline, and is subject to change. Please note that College of the Canyons will be closed for Winter Break from Wednesday, December 24, 2025, through Thursday, January 1, 2026. The Human Resources Office will reopen on Friday, January 2, 2026. ** Interviews may be conducted in-person or remotely via Zoom. ** This is an in-office position, working forty hours per week on the Valencia campus. Positions are offered contingent on funding. We reserve the right to withdraw, extend the filing date, reopen, or delay filling this position. Recruitment may continue until the position is filled. This recruitment may be used for future vacancies.
