Graduate Admissions Counselor (Student Services Professional IB), Graduate Admissions Counselor (Student Services Professional IB), MSPA Program

 

Job Summary:

Under the general direction of the Founding Program Director of the MSPA Program, this position will assist in the review of applications, appeals, and supporting documents relevant to admissions decisions for graduate program applicants. This position is responsible for counseling applicants and their families, as well as communicating with college counselors and the general public by providing accurate information regarding admissions policies and procedures. This position will assist in admissions for the developing Master of Science in Physician Assistant (MSPA) program.

Duties and responsibilities

MSPA Program Application Evaluation

•Assist with application review for the Master of Science in Physician Assistant (MSPA) program.

•Independently follow policies, procedures, and guidelines for MSPA program admissions review process.

•Review and analyze transcripts and other complex records of applicants to determine eligibility requirements; including but not limited to course requirements, GPA requirements, experience hours, and other program-specific requirements.

•Perform accurate review of documents for GPA calculations, acceptable courses, etc. and enter the admissions decisions and other pertinent information into PeopleSoft and the CAS system.

•Maintain a thorough understanding of CSU and program-specific requirements.

MSPA Program and Graduate Admissions Processing

•Ensure applications are complete by communicating with applicants and coordinating the intake of any missing application materials.

•Maintain the intake of official transcripts.

•Process applications.

Communication and Service

•Assist future and current students with enrollment information.

•Respond to routine and non-routine student inquiries involving graduate admission information.

•Maintain the Grad Admissions and MSPA Admissions e-mail.

•In person, email or via telephone, provide explanations of requirements to student applicants, CSU degree requirements, course equivalents, alternatives and options open to a student in qualifying in different majors, and degrees or academic goals. 

•Provide pre-admission counseling and customer service to prospective MSPA program applicants on a continuous basis in person, on the telephone, and electronically.

•Discuss MSPA program admissions eligibility issues with applicants.

•Communicate with college counselors regarding graduate admissions policies and procedures.

•Provide ongoing updates and effective collaboration with MSPA Program Director and Admissions team.

Student Admitting and Record Maintenance

•Monitor WebAdMIT and Cal State Apply dashboard for queued student applicant changes, including but not limited to Major/Concentration updates, Corrections, Academic Plan/Program, and other changes. 

•Collaborate with the campus Registrar to coordinate student record updates.

•Determine if additional information is needed from student applicants to assess eligibility.

•Update PeopleSoft status in conjunction with WebAdMIT and OnBase.  

•Communicate waitlist status to applicants.

•Matriculate students into accepted status authorizing the dissemination of student acceptance letters.

•Communicate appeal information to program coordinators.

•Follow-up with program coordinators regarding pending student status.

•Engage in complex data compilation, statistics, and analysis in support of institutional goals and constituent functional needs.

Workshops, Presentations, and Interviews:

•Assist with scheduling and administration of MSPA program interviews (in-person and/or virtual).

•Present on application steps and stages to audiences.

•Assist in scheduling and staffing admissions workshops and campus tours for the MSPA program.

•Share information on updates to the application system and collaborate with leadership to identify changes to the application and transcript process that need to be shared with campus and community constituents.

General Graduate Program Application Evaluation

•Utilize WebAdMIT– Cal State Apply to initiate the transcript evaluation process to determine eligibility. 

•Extract and interpret complex data from applicant transcripts, including GPA calculation. 

•Review academic records against criteria for degree programs.

•Determine relevance and value of credit and standing for status, majors, minors, and specializations. 

•Review graduate requirement exams and prepare for program coordinator review.

•Check accreditation of other higher education institutions.

•Prepare the Graduate Summary Work Sheet detailing all degree and demographic information pertaining to each graduate student applicant.

•Follow CSUSB Best Practice for Graduate and GPA Requirement workflow to independently determine which graduate applications to forward to a Program Coordinator for review.

Other

•Other classification-related duties as assigned.

 

Minimum Qualifications:

• Education:

Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities may be substituted for the required education on a year for year basis.

 

• Experience:

Equivalent of one year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate level job related education may be substituted for the required experience.

 

• Valid CA Driver’s License is required.

Required Qualifications:

• Working knowledge of methods and problems of organization and program management.
• Working knowledge of research and interviewing techniques.
• Working knowledge of the principles of individual and group behavior.
• Working knowledge of the basic principles, practices and major trends in the Student Services field to which assigned.
• Ability to rapidly acquire such knowledge of the organization, procedures, and activities of the specific campus to which the position is assigned.
• Ability to rapidly acquire a working knowledge of the specific objectives of the campus Student Services program and its relationship to the total campus operation.
• Ability to interpret and apply program rules and regulations.
• Ability to gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations.     
• Ability to present clear and concise information orally and in written reports.
• Ability to establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations and other private and public agencies.

Preferred Qualifications:

• Equivalent to a Bachelor’s degree from an accredited four year college or university.
• Experience in the analysis and application of academic regulations and procedures related to admissions.
• Experience involving detailed work, including mathematical computations that require a high degree of accuracy.
• Familiarity with online resources (i.e., College Source, AACRAO and Assist) and the Common Management System (CMS) or other student administration data system.
• Experience working in a high production environment.
• Demonstrated ability to communicate with students, staff and others regarding admission requirements, policies and procedures and promote a “student friendly service” image.
• Demonstrated ability to learn and apply complex unit, department, and campus policies and procedures.
• Equivalent to one year of experience related to academic records evaluation is preferred.
• Ability to communicate with an ethnically and culturally diverse campus community.
• Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.
• Ability to contribute to a positive university experience for each and every student.
• Excellent communication and interpersonal skills (including being a good listener) to interact and communicate effectively with faculty, staff, students, and external constituencies, both verbally and in writing.
• Demonstrated organizational skills.
• Ability to work effectively, proactively, and autonomously.
• Advanced time management and analytical skills.
• Ability to manage multiple projects independently in a fast-paced organization with competing priorities and distractions.
• Ability to meet goals in a timely manner and work well under pressure.
• Strong critical thinking, analytical, research, problem-solving, and conflict resolution skills.
• Demonstrated commitment to justice, equity, diversity, and inclusion.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to use high-level discretion and maintain a high level of confidentiality in handling problems of a sensitive nature and security of confidential records.
• Working knowledge of applicable state and federal employment and education laws and regulations.
• Demonstrated proficiency and ability to effectively use common computer and technology programs and related computer software packages (e.g., Microsoft Office Suite, Zoom, etc.) in the course of assigned duties.
• Ability to pass background check (which may include: fingerprinting, checks of employment records, education records, criminal records, civil records, motor vehicle records, professional licenses, and sex offender registries, as required for position.

 

Compensation and Benefits:

Anticipated Hiring Range: $4,066 – $4,269 per month

Classification Salary Range: $4,066 – $5,752 per month

 

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

 

Position Information:

Full-time Non-Exempt Probationary  

Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am – 5:30 pm), some evenings/weekends.

 

The application deadline is: February 8, 2024

 

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

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.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

 

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Drivers License Check

Possession of a valid Driver’s License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver’s license and reflects driving record.

Mandated Reporter

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 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

 

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at [email protected] .  

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act