Applicant Services Representative

Job No: 529793; 07/20/2023

Applicant Services Representative
Administrative Support Assistant II
Admissions and Recruitment

Salary Range: $3,338 - $4,913/Monthly

Work Schedule: Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; occasional evening, or weekend, work may be required; non-exempt classification.

Essential Functions: Reporting to the Associate Director of Admissions & Recruitment, the incumbent is responsible for the processing of undergraduate and graduate applications, and other applicant related services for the Office of Admissions and Recruitment. Responsibilities may include, but not limited to, biographical/directory information changes, external transcript and test score information entry, applicant document review and preparation for admissions evaluation, and the verification of scanned transcript data into the student system; conduct applicant follow-up for the online Cal State Apply admission applications, and assist with the manual review and entry of paper applications; determine appropriate applicant statuses, and update information in the CMS Student System as needed; determine appropriate coding for transcripts and supporting documents, and enter ( scan and verify) application data into CMS Student System, updating necessary screens/items as appropriate; follow established entry and imaging procedures for documents; prepare and pull admission files (both physical and virtual) for evaluations, or as requested; assist in the imaging/scanning of received documents, and purging of admission files; assist with data resolution and maintenance, student biographical/ directory data updates and corrections, and data corrections for Enrollment Reporting System (ERS) reporting; respond to Document Resolution Inquires (DDR), or other email staff/student inquiries, and assist in the retrieval of documents; collect, track, and review admission appeal requests, including making initial appeal decision determinations, preparing communication templates, and corresponding with applicants; review application fee waiver requests and make eligibility determination using standard CSU system-wide income criteria; use reports to update fee status on student records; assist in the preparation of applicant revenue deposits to the Cashier's office; prepare and send correspondences to applicants as needed; assist with the processing of incoming mail, including the review of returned mail; may assist with the training and overseeing of student assistant staff; keep current on CSU and Cal State LA related admission policies and procedures; interpret and apply a variety of complex policies and procedures referencing the University catalog, class schedule, CSU admission booklet, campus telephone directory, and the Family Rights and Privacy Act (FERPA) for determination of information of release; provide courteous and professional responses to inquiries from applicants, current students, staff and campus community via phone, email and in person; inform applicants of admission status, application and document deadlines and specific document requirements; and perform other related duties. May be requested to assist other units within the Office of Admissions and Recruitment to meet operational needs.

Required Qualifications & Experience: Equivalent to two years of general office experience, which included providing work direction or acting as a lead. Data entry experience is required. Must possess the ability to: understand standard office procedures; operate office equipment and computer applications; perform basic arithmetic calculations; respond to routine inquiries and explain standard policies and procedures to others; follow established procedures, maintain a high level of accuracy and maintain cooperative working relationships; and fundamental writing and presentation skills to effectively communicate standard information. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: Experience working within a student services-oriented environment; ability to work independently and in a high pressure/high volume work environment, with public contact; be a quick learner, multi-task oriented, and consistently demonstrate a positive attitude, professionalism, student centered philosophy, and teamwork is highly desirable.

Closing Date: Review of applications will begin on 8/3/2023 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply. Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

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