Detailed Job Description
The Office of Instruction at West Valley College is seeking a talented individual to fill the position of Administrative Analyst-Instruction.
West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. 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 a Vice President or designee, perform and provide leadership to highly complex departmental, organizational or instructional matters. Perform duties of high-level and specialized functions involving the analysis, interpretations, integrations, compilation, application, and presentation of complex data and information. Serve as key technical advisor to executive leadership for matters related to college catalog, schedule of classes, course databases including, but not limited to, Curricunet and DataTel. Coordinate the compilation, preparation and publication of college catalog and regular, summer and special session schedules of classes. Maintain curriculum records and monitor State Chancellor’s office inventory; maintain instructional load book; draft and recommend designated loads for classes when placing them into Master Course File; serve as an overall instructional and technical resource for data entry. Administer highly complex or critical programs, specialty administrative support, and/or technical duties in conjunction with instructional committees designated by the Vice President of Instruction.
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, 37.5 hours per week, 12 months per year, with anticipated start date of October 22, 2014. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.
Work Location: West Valley College, Saratoga, CA.
Any combination equivalent to:
1. Education – Associate of Arts degree with major course work in business or related field;
2. Experience – At least one year of increasingly responsible experience involving the operation, procedures and policies of a college instructional program using instructional computer application processes, word processing and spreadsheet applications;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
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.
- Coordinate the development and publication of class schedules in a timely manner; assure accurate input and review and edit the regular, summer and special session course listings for the schedules of classes; consolidate and coordinate data required to publish course schedules and process schedule changes.
- Coordinate the development, production and publication of the college catalog and addendum; review and edit course descriptions and other informational materials.
- Monitor and analyze changes in Title 5 regulations that are relevant to curriculum and instruction; ensure that necessary changes are implemented in courses, certificates, degrees, and student attendance accounting practice.
- Monitor curriculum development and assure accurate input of all new, revised and inactivated courses, certificates, and degrees into instruction databases; assure the accuracy of curriculum codes, load factors and conformance with District policies and State guidelines and Title 5 regulations; maintain and update comprehensive curriculum master files and other related data bases; maintain file of Title 5 course outlines together with historical files of curriculum, schedules and catalogs.
- Troubleshoot, identify and resolve problems and issues related to production of the catalog and schedule of classes; confer with administrators, information systems personnel, faculty, printers and other staff to develop solutions and recommendations.
- Serve as staff resource to the College Curriculum Committee and to faculty and division/department chairs; provide technical expertise and analysis to division staff and administrators regarding educational codes, matriculation files, master course files and technical reports.
- Provide ongoing support for the Vice President of Instruction, performing a broad and complex variety of administrative details.
- Collaborate with Research Office to provide accurate and dependable enrollment analysis and related data to Vice President of Instruction, Deans and Division Chairs.
- Facilitate the approval process for new programs and certificates through the State Chancellor’s Office with faculty, Division Chairs/Department Chairs and Curriculum Committee. Maintain all curricular documents within the Office of Instruction.
- Serve as a member of the Computer Services Course and Instructional Teams; serve as liaison between Information Services and the colleges on technical aspects of data bases, schedule preparation, and reporting/editing for State MIS syntactical and referential data; and function as a resource person to Information Services in matters concerning curriculum and instruction.
- Participate in discussions, analysis and testing of updated programs for the District’s mainframe software systems and assist in providing documentation and training to users of the course computer system.
- Provide staff support in the areas of curriculum and overall instruction to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.
- Provide necessary data and analysis for the Accreditation self-study and related reports.
- Develop, recommend, and implement techniques and practices to improve the instructional function and ensure optimum performance; maintain state-of-the-art practices keeping abreast of current trends and practices in the field.
- Keep supervisor informed of performance and department activities; develop and present to the supervisor matters requiring the supervisor’s decision, acting on the supervisor’s directives and recommendations; prepare Board agenda items for approval of curriculum.
- Prepare production schedules, including development of accurate master schedule matrix, contact hours, and other relevant information and participate in marketing and distribution of class schedules and catalogs; assure that effective communications are maintained within the area of responsibility.
- Assure compliance with all legal requirements regarding the publication of information with regard to college catalog and schedule of classes.
- Operate microcomputer and peripheral equipment and a variety of database management and desktop publishing software programs.
- Compose and prepare correspondence independently according to established procedures and standards from the Office of Instruction.
- Lead or participate in college and district committees, task forces and other work groups to further the goals and objectives of the Office of Instruction and the college.
- Coordinate information system needs for instruction and curriculum; identify system improvements and work closely with Information Systems staff and administrators to optimize reporting and data management capabilities.
- Lead processes and collaboration with Students Services and other departments on campus on matters related to academic standards, curriculum, registration and class scheduling by integrating new state requirements into existing processes.
- Use independent judgment in the analysis, interpretation, integration and application of complex data and information related to instructional matters and the use of Datatel. Address problems from a broad interactive perspective using advance research and analytical skills to conceive new solutions.
- Prepare and maintain accurate District, local, State and federal reports including attendance accounting records, and participate in the research and analysis of requested documents for audits of records as assigned.
- Serve as key technical advisor in working with Information Services for problem-solve any issues related to enrollment data specific to sections and courses within the district student management system.
- Hire, train, and supervise the performance of student assistants. Provide work lead direction to other support and technical staff.
- Perform related duties as assigned.
Knowledge and Abilities
- Curriculum process procedures.
- Class and catalog schedule construction.
- Relevant sections of the California Education Code and other laws and regulations concerning California Community College curriculum and articulation.
- Publishing, printing procedures and distribution of promotional materials.
- Facilities utilization principles.
- Interpersonal communication skills required to interact effectively with college and district administrators, faculty and staff.
- Principles and practices of modern office management and record-keeping.
- Capabilities, operation, applications and use of computer systems and related equipment.
- Principles and operation of database management and desktop publishing software.
- Mathematical/statistical concepts and methods.
- Compile and produce an accurate class schedule and college catalog.
- Maintain comprehensive databases required for production of the college catalog and schedules of classes.
- Analyze computer output and resolve problems and discrepancies.
- Analyze existing work processes and develop improved methodology to increase efficiencies and effectiveness.
- Understand, interpret and apply legal codes and regulations.
- Learn, interpret and apply a wide variety of policies and procedures relating to instructional matters.
- Organize and plan work and projects including handling multiple priorities.
- Make independent decisions and exercise sound judgment.
- Edit and proofread publications such as the college catalog and schedule of classes.
- Coordinate printing and distribution of major instructional publications.
- Prioritize duties and functions to meet expected deadlines.
- Work effectively with instructors, administrators and committees regarding curriculum, articulation and District publications.
- Operate office machines such as calculator, copier, telephone and facsimile machine.
- Operate microcomputers and peripheral equipment and various desktop publishing and database management software programs.
- Operate an electronic keyboard accurately at an acceptable rate of speed.
- Maintain and update extensive computer records and files.
- Work independently, exercise sound judgment, make decisions and solve problems.
- Meet schedules and timelines.
- Train and provide work direction to others.
- Perform assigned work with speed and accuracy.
- Establish and maintain effective and cooperative working relationships with others.
- Relate effectively to people of varied academic, cultural and socioeconomic background using tact, diplomacy and courtesy.
- Work under pressure and deal with diverse work load.
- Communicate effectively both orally and in writing.
Salary and Benefits
- Anticipated Hiring Range: $4,685–$5,120 (monthly); with a maximum earnable monthly, excluding longevity and educational growth, of $6,172.
- Employer-contributed medical, dental and vision for employee and dependents, to include domestic partner.
- 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.
- Up to 22 days vacation leave accrued annually.
- 12 days sick leave accrued annually.
- Personal necessity leave and personal business leave.
- Educational growth incentive program from $35 to $175 monthly.
- $500 longevity award annually after 15 years of service and $1,000 longevity award annually after 20 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.
- Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Resume; (3) Transcripts – (unofficial or official copies) for stated degrees having the degree confer/award dates circled. Official transcripts will be required prior to employment start date should the position be offered; (4) Cover letter and/or reference list, if requested; and (5) Any requested licenses or certificates, if applicable.
- All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
- Supervisor(s) name(s) and telephone numbers must be included in the application.
- Incomplete applications will not be considered.
- Do NOT send unrequested materials. Unrequested materials will not be used for consideration of employment.
- The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.
- If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
- Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
- Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
- If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
- Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.
For assistance, contact: West Valley-Mission Community College District is an Equal Opportunity Employer
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059