Dean of Student Services - West Valley-Mission Community College District in Saratoga California

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West Valley-Mission Community College District

Saratoga, California

United States

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Detailed Job Description

West Valley College is seeking a talented leader to fill the position of Dean of Student Services.

Located just minutes from the heart of the Silicon Valley, West Valley College 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 the Vice President, Student Services, provide leadership and direction in assigned Student Services functions including, but not limited to, Counseling, Assessment, Student Development, Campus Center, Disabled Students Program, Veterans Programs, and other special programs. Plan, organize, administer and direct the operations and activities of assigned services for students in accordance with District policies, educational goals and objectives, and legal requirements; and train, supervise and evaluate the performance of assigned staff.

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 March 18, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is an Educational Administrator and part of the Administrative employee unit.

Work Location: West Valley College, Saratoga, CA.

We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.

The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.

The classification study started in November 2014 and is expected to take approximately 9-12 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.

Minimum Qualifications

1. Education – Possess a master’s degree or the equivalent. Candidates who claim the equivalent qualifications must provide conclusive evidence of their qualifications;


2. Experience – One year of formal training or leadership experience reasonably related to the administrator’s administrative assignment;


3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

Desired Qualifications

  • The ideal candidate will have a minimum of 3 years community college experience.

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.

  • In collaboration with the Vice President of Student Services and the College’s marketing team, plan, develop, organize and implement public relations and marketing campaigns to promote student enrollment; direct the college’s recruitment plan and assure that potential students in all segments of the community are contacted including high school students, transfer and re-entry students, veterans, athletes and others.
  • Provide leadership, advocacy, and direction to staff and counselors in assigned areas of responsibility.
  • Ensure the provision of core Student Support & Success Services including, counseling/advising, educational planning, follow-up (early alert) and interventions, student retention and student development and related activities.
  • Provide leadership, advocacy, and direction to faculty coordinators and classified staff in working in special programs; ensure compliance with state and federal guidelines and requirements.
  • Oversee the veterans program; assure that veterans are advised and assisted in applying for educational benefits and other support services available to them; assure that eligibility requirements are evaluated according to federal law and that appropriate documentation is maintained.
  • Work cooperatively as a member of the management staff of the College and District toward the achievement of its goals and objectives; provide leadership consistent with the mission and function of the College and District.
  • In collaboration with faculty and staff, recommend and implement techniques to improve student services policies and practices, increase efficiency, take advantage of opportunities and maintain state-of-the-art practices, keeping abreast of current trends and practices in the field.
  • Assist the Vice President of Student Services in major college functions/student-related activities including, but not limited to, the New Student Convocation, the Scholarship event, end of the year activities.
  • Maintain effective public relations with the larger community.
  • Assure smooth operations within the areas of responsibility.
  • React to change productively and handle other essential tasks as assigned.
  • Immediately report known or likely fraud, illegal acts, violation of provisions of contracts or grant agreements to the appropriate parties.
  • Select, assign, orient, train, supervise, counsel, discipline and annually evaluate the performance of direct subordinates; delegate the responsibility for supervision of indirect subordinates to subordinate supervisors to assure efficient and effective performance; develop expectations for performance and standards of excellence.
  • May be assigned to lead or participate in District-wide or college committees, initiatives, teams or ad hoc groups; responsible and accountable for completion of assigned tasks when assigned to such a group; when chairing such a group, evaluate the performance of committee members and forward input to members’ supervisors for consideration during the performance evaluation process.
  • Prepare and maintain a variety of records and reports related to the budget for assigned areas of responsibility; prepare justifications and recommendations; assure maintenance of documentation according to established policies and procedures.
  • Cultivate closer relationships between college and District programs and organizations which support educational services and activities.
  • Assure compliance with a variety of applicable laws, rules, regulations and restrictions related to special programs funded by state or federal government.
  • Plan, evaluate and review the outcome of services provided to students; develop new and improved methods to facilitate the recruitment, admission and retention of students; maintain current knowledge of legislation and innovative approaches in enhancing the delivery and accessibility of student services.
  • Prepare and administer annual budgets for assigned area; review and approve expenditures according to established District policies and procedures.
  • Participate in preparation of state and federal grant applications.
  • Perform related duties as assigned.

Knowledge and Abilities

Knowledge of:

  • Principles and practices of leadership, management and supervision.
  • Purpose, mission and goals of a community college district, especially student support services such as admissions and records, financial aid, athletics, veterans benefits and programs for the disadvantaged.
  • District policies and procedures.
  • Community college programs, student services, facilities and needs.
  • Goals and objectives of the College’s educational master plan.
  • State Education Code sections, federal laws and regulations, and District policies related to community college student services.
  • Restrictions and requirements related to area of assignment.
  • The Student Success Initiative at California community colleges.
  • Collective bargaining contract negotiation and administration.
  • Direction and administration of financial aid programs available to students including local, State and federal programs.
  • Student recruitment and retention programs and techniques.
  • Admission requirements for high school, transfer and re-entry students.
  • Services and benefits available to students who have United States military service.
  • Evaluation and maintenance of student academic records.
  • Budget preparation, implementation and administration.
  • Laws, regulations, restrictions and requirements related to expending District and other funds.
  • District organization, operations and objectives.
  • Principles of training, supervision and administration.
  • Needs, interests and concerns of various groups of community college students.
  • Programs and services of a community college district.
  • Student athletic program requirements.
  • Oral and written communication skills.
  • Interpersonal skills including tact, patience and diplomacy.
  • Preparation, publication and distribution of student services materials.

Ability to:

  • Provide leadership, direction, advocacy, and support to academic and classified staff involved in assigned programs and services.
  • Plan, develop, implement and evaluate a variety of programs and services for students in collaboration with faculty and staff.
  • Optimize the delivery and accessibility of student support services to students.
  • Direct an effective student recruitment program based on community needs and demographics.
  • Develop and implement efficient methods for admitting students to the college.
  • Analyze and evaluate programs provided in order to enhance services to students.
  • Analyze complex financial, statistical and narrative data, reports and recommendations regarding the College’s student services.
  • Coordinate student services policies with instructional and student success units at the College and District level.
  • Maintain current knowledge of trends and technological advancements in assigned areas of responsibility.
  • Lead and facilitate the ongoing implementation of the Student Success Initiatives.
  • Lead and facilitate the ongoing improvement of the portal and other web-based services and instruction.
  • Work cooperatively in an environment of shared governance.
  • Provide leadership, advocacy, and support to faculty and staff involved in assigned programs and services.
  • Select, assign, orient, train, supervise, counsel, discipline and evaluate the performance of direct subordinates.
  • Assure compliance with detailed regulations, eligibility criteria and other requirements related to special programs including the Veterans Program
  • Assure timely and accurate preparation and submittal of comprehensive statistical reports to the State as required.
  • Prepare and administer budgets.
  • Work cooperatively in an environment of shared governance.
  • Assure compliance with detailed regulations and requirements related to the student services components of matriculation.
  • Interpret, apply and explain District policies and legal regulations and requirements.
  • Select, assign, orient, train, supervise, counsel, discipline and evaluate the performance of direct subordinates.
  • If chairing a committee, evaluate the performance of committee members and forward input to members’ supervisors for consideration during the performance evaluation process.
  • Communicate effectively both orally and in writing.
  • Establish and maintain effective and cooperative working relationships with others.
  • Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.

Salary and Benefits

  • Anticipated Hiring Range: $9,296–$9,849 (monthly); with a maximum earnable monthly salary of $11,229.
  • 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 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.
  • 22 days vacation leave accrued annually (25 days after 5 years).
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Professional development and renewal leave.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalSTRS retirement.

Application Information


  • 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:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059

West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Dean of Student Services
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Student Based Deans
Employment Type:Higher Education Executives
Degree Required: See Job Description
Experience: See Job Description
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume