Detailed Job Description
The Department of Student Services is seeking a talented individual to fill the position of Interim Director of Federal Student Services Grants Implementation & Compliance.
Mission College is located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.
Under direction of the College’s Student Services Vice President, or designee, plan, organize, coordinate, and manage the staff, and a variety of student services and instructional operations encompassing the College’s federal grants implementation and compliance as defined in the awarded contracts with the U.S. Department of Education (including collaboration on the following: student retention and completion services and objectives, integrated-technology and research improvements, high school and community outreach initiatives, staff development goals, basic skills initiative, all relevant academic departments, transfer services, counseling, and others as decided); provide College/District leadership and direction in Federal Education Code, and other regulations related to the assignment; prepare and administer annual program budgets that support the position’s grant and related service activities; and ensure compliance with District policies and applicable State and federal regulations related to the position’s full range of services and responsibilities.
Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.
100% of full time, 40 hours per week, 12 months per year, with anticipated start date of April 20, 2016. Schedule may change to include some evening or weekend hours, as needed. This interim position is expected to extend through August 31, 2016.
Work Location: Mission College, Santa Clara, CA.
Any combination equivalent to:
1. Education – Master’s degree from an accredited college or university in business administration, public administration, education or related field;
2. Experience – Five years of increasingly responsible experience in a variety of student services and/or instructional programs, including project management of federal grants awards, responsibility for supervising employees of federal grants and assuming the accurate maintenance of federal records (including student, budget, personnel, etc.);
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
Highly preferred that applicant has knowledge and/or experience working with Asian Americans and Asian Pacific Islanders.
Examples of Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
- Plan, organize, coordinate and manage the operations and activities of the pertinent federal grant programs; develop and implement appropriate methods and procedures to optimize efficient and effective delivery of services, across all of the position’s areas of responsibility and through acknowledgement of the areas’ defined SLO data.
- Collect and provide applicable grant funding resources; plan, coordinate, evaluate and implement grant activities to ensure college eligibility and timely distribution of funding to activities and objectives.
- Maintain a reliable process for determination of service goals and objectives; within position’s areas, manage oversight of activities for student retention and completion services and objectives, integrated-technology and research improvements, high school and community outreach initiatives, staff development goals, basic skills initiative, all relevant academic departments, transfer services, counseling and others as decided; maintain a reliable process for achieving accurate, current research information pertaining to grant objectives.
- Direct grant student services and continue liaising with federal and state agencies; manage and supervise the assistant directors of grants regarding eligibility of students within the programs; manage a system for the recording and reporting of information within the grant objectives pertaining to student retention, progression, degree and certificate completion, and transfer readiness and attainment.
- Supervise grant assistant directors and other employees providing service and activity initiatives with Instruction, Student Services and Administrative Services as they pertain to the goals and objectives of the grants; and provide leadership in aligning the services within the College’s priorities.
- Manage the collection, accounting and deposits of relevant federal grant funds transactions.
- Train, supervise and evaluate the performance of assigned professional, technical and support personnel within the position’s areas of responsibility; ensure direct reports address employee evaluation requirements with those they supervise; delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work; conduct process review activities across the position’s areas of responsibility, through a program review regulated schedule.
- Develop, manage and evaluate all grant programs activities and operations; compile and analyze data related to program participation and student success; develop organizational structures and work processes, which facilitate attainment of established program goals and objectives; interpret and apply federal and state-mandated guidelines; develop and recommend policies, procedures and guidelines; coordinate activities with other departments’ administrators, faculty and staff.
- Coordinate software and technology systems application activities, within the position’s areas of responsibility, with Student Services, Research, and the Office of Instruction; provide or supply technical expertise and input as it relates to grant objectives.
- Research, analyze and propose enhancements of automated systems related to grant and college services; maintain current knowledge of hardware and software capabilities; contribute to long-range District technological planning decisions.
- Assure employee compliance with processes for completing graduation, transfer and certification applications of students served by grants.
- Assure employee application of and compliance with established guidelines related to district, state and federal rules and regulations.
- Manage collection, review, maintenance and submission of Time and Effort forms, procedures and regulations to all staff, faculty, administrators and contractors according to prescribed deadlines.
- Prepare and administer annual program budgets; analyze and review budgetary and financial data; prepare recommendations and justifications regarding budget requests; control and authorize expenditures according to District policies and applicable federal regulations, across the position’s areas of responsibility.
- Serve as primary contact between the applicable grants and District services departments, the College’s Instruction Office, other Student Services, and with West Valley College’s equivalent offices; communicate with other administrators, personnel and contractors to coordinate activities, resolve issues and conflicts and exchange appropriate information; serve as a resource to the College community.
- Coordinate program activities with other student services functions and instructional programs; serve on campus and District committees, task forces and other work groups; provide technical expertise concerning pertinent federal grants.
- Provide leadership in federal grants management, related to the position’s areas of responsibility; serve in the College’s planning activities (committees, workgroups, etc.) in cooperation with other administrators.
- Ensure compliance with District policies as well as state and federal laws related to Title III grant compliance; review and certify the accuracy of data concerning program participation; manage and monitor processes within the position’s areas of responsibility to ensure compliance with state and federal rules.
- Maintain current knowledge of the federal laws, regulations, policies and application requirements and eligibility criteria for applicable grant programs, including computer hardware and software enhancements, under the position’s responsibility.
- Prepare and submit a variety of statistical and narrative reports, including reports in support of program review and SLO progress; compose and/or edit a variety of publications, including the college catalogue, schedule of classes, portal and websites related to the pertinent grant offices; prepare budget reports, annual recap data and special reports, proposals, recommendations and other materials as requested; coordinate and respond to periodic audits; assist District personnel with reports required by federal, state and local agencies.
- Assume leadership and oversight of planning and accountability reporting within the position’s areas of responsibility, and assist with improvement of planning and accountability systems for the College/District; develop and prepare appropriate grant objectives data and other goal reports, together with IS support, as required or requested by the U.S. Department of Education, District and the state.
- Communicate with other student services and instructional program personnel, District administrators and support personnel, representatives of State and federal agencies, educational institutions, social service organizations, counselors and others to coordinate programs and activities.
- Establish activity deadlines in accordance with academic calendar dates and reporting requirement dates as required by federal and state law and local policy, and systematically distribute such information to all segments of the campus.
- Plan facilities usage for support service and instructional activities within the purview of the position.
- Establish, secure, direct and automate the retention/destruction of student records across the position’s areas of responsibility, in accordance with District guidelines and state and federal regulations.
- Ensure compliance in the department’s reporting to the position of Equal Employment Opportunity and non-discrimination laws.
- Establish and maintain liaison with other community colleges and four-year colleges/universities for and transfer of students; attend meetings, conferences, seminars, etc., to keep informed of policy changes.
- Serve in various College and/or District leadership and governance committees and activities, and related-operation workgroups; assist in emergency planning; participate in emergency training and events.
- Perform related duties as assigned.
Knowledge and Abilities
Demonstrated knowledge of:
- District policies and state and federal laws and regulations related to grants compliance, student services, instructional programs and records requirements.
- Federal Title III Regulations, and applicable federal and state laws.
- California State Education Code
- Immigration and Naturalization Service categories of citizens, residents and visas.
- Integrated database systems as they relate to community college research and planning systems.
- District organization, operations and objectives.
- Principles of management, supervision and training.
- Interpersonal skills including tact, patience and diplomacy.
- Budget preparation and administration, and reporting of budget outcomes.
- Operation of desktop computer equipment and various software programs, including student information systems, database management, spreadsheet, presentation and word processing computer applications software.
- Specialized software used in implementing efficiency and grant outcomes.
- Planning and organizational skills.
- Correct English composition, grammar, spelling and vocabulary.
- Oral and written communication skills.
Demonstrated ability to:
- Coordinate the implementation and evaluation of activities and services across all areas of the College within the position’s areas of responsibility.
- Critically analyze integrated and stand-alone-technology system processes and develop logical, sound conclusions and recommendations.
- Work effectively with other administrators to achieve common goals, including student recruitment and retention.
- Maintain current knowledge of applicable financial aid and Education Code changes.
- Train, supervise and evaluate the performance of assigned personnel.
- Prepare and administer budgets, and report outcomes for assigned program areas.
- Establish and maintain effective and cooperative working relationships with others.
- Communicate effectively both orally and in writing.
- Prepare oral and written reports and recommendations.
- Collect, compile and analyze data.
- Operate office equipment such as microcomputer, computer terminal, printer, calculator, copier and facsimile machine.
- Relate effectively to people of varied academic, cultural and socioeconomic backgrounds using tact, diplomacy and courtesy.
Salary and Benefits
West Valley-Mission Community College District is an Equal Opportunity Employer
- Anticipated Hiring Range: $7,511 monthly (Administrative Salary Schedule, Range 11, Step A).
- Additional compensation: $1,500 for doctorate added to base salary annually, to be prorated on a monthly basis.
- Employer-contributed medical, dental and vision for employee, spouse and/or dependents.
- Employer-paid long term disability for employee.
- Voluntary life insurance.
- 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
- 22 days vacation leave accrued annually (25 days after 5 years).
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- CalSTRS retirement.