Enrollment Database Specialist

Before applying, be sure to read the “Application Procedure” section below.

Job Title

Type of Assignment Classified/Staff

Assignment Category Regular Position

One regular, full-time position, 40 hours per week, 12 months per year, on the Oceanside campus.

The work schedule will be Monday through Friday, 8:00 am – 4:30 pm.

The person selected for this position will be subject to assignment to any district facility during any hours of operation.

IMPORTANT : MiraCosta College requires that all employees be fully vaccinated against COVID -19 in order to promote a safe and healthful workplace for employees and to promote the health and safety of our campus community.

Unvaccinated employees are at greater risk of contracting and spreading COVID -19 within the workplace and to the college community that depends on college programs and services.

As of August 23, 2021, all employees must submit proof of vaccination or request and receive approval for a medical or religious exemption prior to their start date.

For more information, please visit .

Salary Range 31

Compensation

Starting at $7,175.00 per month (range 31, step 1).

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees’ Retirement System (CalPERS).

Position Term in Months 12

Application Procedure

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number.

The submission deadline for the first screening of applications is 11:59 pm on Tuesday, December 7, 2021.

1.

Application on which you list all relevant experience.

2.

A current resume or curriculum vitae summarizing your educational background and experience.

3.

A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the representative duties and desirable qualifications.

4.

Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting.

Unofficial or legible photocopies are acceptable.

If a degree(s) was earned, the transcripts must state that the degree was awarded.

Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S.

Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency.

To view a list of agencies approved by the California Commission on Teacher Credentialing, go to .

Transcripts or translations in English still require the evaluation to show the U.S.

equivalence of your degree. 
 
The screening and interview committee will review application materials for up to three to four weeks following the closing date.

Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled. 
 
Offer of employment to the person selected for this position is contingent upon 1) proof of being fully vaccinated* for COVID -19 or requesting and receiving approval for a medical or religious exemption; 2) successful completion of a pre-placement physical exam at district expense; 3) submission of a current tuberculosis test clearance; 4) proof of eligibility to work in the United States; 5) fingerprint clearance; and 6) approval by the Board of Trustees. 

*Individuals are considered fully vaccinated against COVID -19 two weeks or more after they have received the second dose in a 2-dose series (e.g.

Pfizer-BioNTech or Moderna), or two weeks or more after they have received a single-dose vaccine (e.g., Johnson and Johnson [J&J/Janssen).

Retired STRS members are not eligible for this position.

Basic Function

Under direction, perform a wide variety of difficult and highly complex, technical duties associ­ated with the production of college schedules ensuring compliance with all applicable regula­tions; communicate, track and monitor full
– and part-time faculty instructional hours working in close cooperation with deans, department chairs and Payroll department; administer and coor­dinate the preparation of reports for federal, state and local district reporting requirements; develop and maintain instructional databases and develop reports; provide technical support for strategic enrollment management; and perform related duties as assigned.

Distinguishing Characteristics

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.

1.

Coordinate the logistics of the credit class schedule, closely monitoring out-of-the-ordinary classes; verify the accuracy of existing course and enrollment data and code new courses for entry in the database; enforce class size maxima agreements; gather, analyze and input schedule information; ensure hours of instruction are met to award appropriate credit to students.

2.

Update and monitor semester, course, enrollment and instructor databases for accuracy; assign instruct­­ors and calculate lecture hour equivalents; monitor full-time instructor loads and associate faculty hours to ensure they remain under allowable maximums; develop lists of contract faculty, stipends/assigned time, banked/unbanked hours and leave; track and compute department chair stipends and reassigned time; coordinate with Human Resources and Payroll departments for each semester’s payroll; review and coordinate all faculty assignments.

3.

Design and develop software procedures and queries; extract, verify, compile and format data from college databases and other sources for planning, decision making, evaluation and accountability purposes; analyze data for trends, accuracy and completeness, perform statistical analyses, prepare comprehensive reports and check for compliance with estab­lished procedures; develop tables, charts and graphics; provide support and coordination for district planning processes by collecting, reporting and analyzing data and providing recom­mendations.

4.

Establish and maintain complex, interrelated filing systems including confidential files; prepare and maintain logs and manuals; track WSCH / FTEF , FT/PT ratio for enrollment analyses; at the request of the deans, provide analyses of teaching assignments and other departmental data.

5.

Provide information and assistance to faculty, staff and administrators regarding timelines, policies and procedures related to class scheduling including California Community College System requirements; provide input on the college calendar; represent the department on cross-department committees and in meetings; negotiate and resolve business process and departmental issues.

6.

Serve as an advanced functional expert for enrollment management software programs and modules; test and review system upgrades and integrity of third-party software integrations and makes recommendations on system changes and corrections; maintain user documen­tation and procedures; create databases and transfer data between software programs; analyze and reconcile data differences between systems and assist with other system integration issues.

7.

Organize enrollment and schedule data into convenient formats and perform a variety of statistical computations.

Analyze data for trends and make judgements regarding reliability and consistency of data.

Learn and use new data analysis software as required.

8.

Identify and evaluate systems, assist developer with integration of systems.

Other Duties

1.

Assist with verifying accuracy of and assist developers with updating procedures for submitting data to the State Chancellor’s Office and other state reporting.

2.

Coordinate production of class schedules; coor­dinate online posting of schedules with information technology staff. 

3.

Perform related duties as assigned.

Knowledge of

1.

College course management software programs and system processing procedures, codes and data elements used to build and maintain the master schedule, at a highly detailed functional user level. 

2.

District policies and procedures regarding curricula and instructional programs offered by the district and associated degrees and certificates.

3.

Title V, various California Education Code sections and Chancellor’s Office rules and regu­lations governing the development of community college curricula and course scheduling as they apply to assigned areas of responsibility. 

4.

Methods and techniques used to develop college and class schedules. 

5.

Methods and techniques for the development, maintenance and troubleshooting of assigned databases and related software.

6.

Principles and practices of sound business communication.

7.

Research methods and data analysis techniques.

8.

Safety policies and safe work practices applicable to the work.

Ability to

1.

Prepare the college course schedule for annual publication. 

2.

Work collaboratively with administrators, deans, faculty, staff and others to complete course catalog and schedule database development processes efficiently and with a high degree of accuracy and to integrate data in a variety of systems.

3.

Provide information, guidance and make recommendations to district faculty and staff on course scheduling and lecture hour equivalents. 

4.

Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.

5.

Organize, set priorities and exercise expert independent judgment within areas of responsi­bility.

6.

Perform research, analyze data for trends and compile a variety of complex administrative and statis­tical reports and tracking systems.

7.

Develop and implement appropriate procedures and control and assist with integration of systems.

8.

Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.

9.

Communicate complex information effectively, both orally and in writing.

10.

Understand, interpret, explain and apply applicable laws, codes and ordinances.

11.

Represent the department effectively in dealings with other departments and software vendors. 

12.

Operate a computer and other standard office equipment and use spreadsheet, word processing and enterprise software.

13.

Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.

14.

Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience

Graduation from an accredited four-year college or university with a bachelor’s degree, and at least four years of progressively responsible experience in database management in an educa­tional setting or the development of class schedules and associated responsibilities; or an equivalent combination of training and experience.

Experience in a community college is preferred.

Desirable Qualifications

1.

Previous experience working with Student Information Systems, such as PeopleSoft, Banner, etc. 

2.

Database management experience in a community college setting.

Licenses & Other Requirements

A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort

The physical efforts 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.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to travel to various locations on and off campus as needed to conduct district business.

Emotional Effort

Ability to develop and maintain effective working relationships involving interactions and com­munications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions

Primarily business office environment; subject to frequent public contact and inter­ruption; inter­mittent exposure to individuals acting in a disagreeable fashion; may work at any district location or authorized facility with occasional evenings and/or week­ends on an as-needed basis.

Occa­sional local travel may be requested.

Posting Number S_21/22_033_P

Human Resources Contact Information jobs@miracosta.edu or 760.795.6854

Job Close Date

Open Until Filled Yes

First Screening Date The submission deadline for the first screening of applications is Tuesday, December 7, 2021.

Applications will continue to be accepted until the position is filled.

Required fields are indicated with an asterisk (*).

• * Are you legally authorized to work in the United States?
  • No
  • Yes
• * MiraCosta College is an Equal Opportunity Employer with a commitment to diversity.

  We strive to be a model for equity and inclusion, effectively supporting students and employees from diverse socioeconomic and cultural backgrounds who possess a range of abilities, academic preparation, and life experiences.

  Describe your qualifications and experiences that have prepared you to effectively interact with people who may have a different background than yours (e.g., racial, ethnic, cultural, religious, gender, sexual orientation, socioeconomic, disability, etc.).

  (Open Ended Question)

Documents Needed to Apply

Required Documents

• Cover Letter
• Resume/Curriculum Vitae
• Transcript 1

Optional Documents

• Transcript 2
• Formal Agency Evaluation
  – Non-U.S.

  Transcripts