Job Details

Admissions and Records Technical Analyst

Position Number: 6988774
Location: Gilroy, CA
Position Type: Admissions/Enrollment

Admissions and Records Technical Analyst

Gavilan College

Salary: $36.89 - $45.74 Hourly

Location: Gilroy Campus

Job Type: Full-Time

Job Number: 202500138

Department: Admissions & Records

Closing: 3/30/2026 11:59 PM Pacific

Bargaining Unit: CS

Definition

Under the direction of the Director of Admissions and Records or designee, the Admissions and Records Technical Analyst serves as the functional and technical liaison for the enrollment module within systems supporting admissions and records operations. This role ensures system configuration, data integrity, and integration align with institutional and district requirements. Responsibilities include analyzing and improving business processes, coordinating with IT to implement and maintain student information and enrollment systems, configuring and testing systems to meet operational needs, resolving system issues, and providing user training and documentation. The position ensures technology solutions align with institutional goals and enhances service delivery.

Distinguishing Characteristics

This classification possesses in-depth understanding of student enrollment, registration, admissions, and records processes. Incumbents must be able to translate operational needs into technical requirements and vice versa. They must work independently to investigate and resolve problems that impact business processing and serve as a liaison between Admissions/Records offices and IT departments. Employees in this classification may be assigned to lead projects within the department.

Ideal Candidate:
The ideal candidate for the Admissions & Records Technical Analyst position is a highly skilled professional with a strong blend of technical, analytical, and operational expertise in higher education systems. This individual will thrive in a dynamic environment, supporting the department as it adapts to evolving enrollment trends and compliance requirements from the California Community College Chancellor's Office.

The candidate will serve as the technical lead and act as a liaison between Admissions and Records staff and IT. They will provide technical and analytical support for enrollment management, compliance reporting, system integration, and student success initiatives. They will possess deep knowledge of student information systems, and regulatory reporting, with a proven ability to manage system integration projects, troubleshoot technical issues, and having a commitment to accuracy and efficiency are essential.

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.

Act as technical lead and serve as liaison between functional staff in Admissions and Records and the Information Technology technical staff in the development, implementation, and enhancement of designated systems modules.
Troubleshoots, diagnoses, and resolves system and technical issues, including those related to interfaces with applications specific to the assigned area (e.g., CCCApply or GavConnect), referring issues to the IT department as appropriate.
Assist in preparation of reports regarding enrollment statistics, college demographics and attendance accounting such as MIS and National Clearinghouse. Assist in the preparation of enrollment data and attendance reports as required or requested by the District and State.
Analyze current systems; test system functionality during updates, patches, and fixes and ensure compliance with institutional policies and regulations.
Develop and maintain process documentation and procedures.
Assist with the identification and definition of new reporting requirements; generate ad hoc queries and reports.
Ensures data integrity, accuracy, and accessibility for end users.
Provides front-line technical support for admissions and records staff.
Develops training materials and leads training sessions to improve system usage.
Learn and apply emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
Ensures systems and processes adhere to FERPA and other privacy regulations.
Works closely with Counseling, Curriculum, and Articulation Officer to review, troubleshoot, and correct catalog data.
Present to various groups to promote recruitment, program utilization and understanding of issues related to the program and the individuals it serves.
Attends, conducts and/or participates in a variety of committees and meetings.
Provides a variety of responsible office support for the program.
Other related duties as assigned.

Minimum Qualifications, Education, and Experience

Any combination of training and experience equivalent to:

Knowledge of:

Advanced knowledge of operational characteristics and general functionality of student administration software.
Local, state, federal and other regulations pertaining to the program area.
Policies, procedures and requirements related to enrollment.
Advanced knowledge of program and service needs of students and faculty served by the program area.
Advanced knowledge of procedures and requirements for student program eligibility.
Information systems technology concepts and terms.

Skills and Abilities:

Work independently in an environment with multiple demands and frequent interruptions, while meeting schedules and timelines.
Work with diverse academic, socio-economic, cultural, disability, and ethnic backgrounds.
Serve as a project leader for assigned projects.
Analyze user needs and develop effective plan of action to meet needs.
Train others in new functions and programs.
Preparing clear and concise program documentation, user procedures, reports of work performed, and other written materials.
Translating user department needs into operational applications instructing user department staff in the operation of new or revised computer applications, including explaining system concepts to non-technical users.
Exercising sound judgement within established guidelines.
Understand and follow oral and written directions.
Conduct analysis; prepare clear, complete and concise reports and records.
Meet schedules and timelines.
Establish and maintain cooperative and effective working relationships with other staff, operating departments, and representatives from vendors.
Provide effective end-user technical support and training.
Excellent communication both orally and in writing, interpersonal, and problem-solving skills, with the ability to interact effectively with students, faculty, and staff from diverse backgrounds and across multiple campus locations.
Strong organizational and record-keeping skills, with attention to detail and confidentiality.
Demonstrated commitment to the principles of equity, diversity, and inclusion, aligning with Gavilan College's Principles of Community.
Proficiency in using standard office software and student information systems.

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

Equivalent to a bachelor's degree form an accredited college/university and three years of increasingly responsible experience in admissions and records or a related function in an educational setting.

AND
Two years of increasingly responsible computer applications experience including the use and troubleshooting of large, complex software applications or information systems analysis and in the collection, analysis, data research, reporting and presentation of data.

PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are:

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

Speech and hearing to communicate effectively in individual and group settings; manual dexterity to operate keyboards and manipulate papers; vision to read text, forms, and computer screens; mobility to travel to committee meetings and conferences off campus. Work is generally performed indoors in a typical office environment with frequent interruptions.

NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

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

All applicants for faculty and academic administrator positions must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency. (Download PDF reader)

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

For technical assistance, please contact NEOED's Applicant Support Line at 855-524-5627 or Email: support@governmentjobs.com if your needing help with your online applicant account. Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.

To apply, please visit https://www.schooljobs.com/careers/gavilan/jobs/5263548/admissions-and-records-technical-analyst

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