Management Analyst, Division of Student Services - Part Time

Job description

Requisition Details

Position TitleManagement Analyst, Division of Student Services - Part TimeHow many positions are you recruiting for?1CampusWest Valley CollegeDefinition

West Valley College is seeking a talented individual to fill the position of Management Analyst.

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 the direction of a Student Services Dean, this position serves as a vital link between the College’s student success objectives and the West Valley-Mission Community College District’s technological capabilities. The analyst will provide supervision and coordinate staff duties as assigned. The analyst will provide expert cross-functional technology and reporting solutions for the College’s Student Support Services division from a business processes perspective with a focus on maximizing institutional efficiency and effectiveness. The analyst will work closely and collaboratively with all division areas, Student Services and the Office of Instruction.

A special focus is made in two areas: (a) strengthening the capacity to dis-aggregate data for analysis and closing critical gaps in connectivity of information systems; and (b) enhancing the college’s ability to effectively and efficiently monitor student progress from recruitment/admission through retention/education goal completion. The analyst works systematically to clean “dirty” data, find/recover missing elements/sources, and import/export data from external sources, including California State Admissions and national databases, internal data warehouses and programs (e.g., SARS or another software program like Cranium Cafe), and the District’s student enterprise system. Reports and data files are developed and produced using recognized data warehouse software tools. Instructional and non instructional reports are generated. Creation and maintenance of business process mapping of student, staff and college momentum points and cycles is completed by the analyst.

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.


64% of full time, 24 hours per week, 12 months per year, with anticipated start date of December 14, 2020. Schedule may change to include some evening or weekend hours, as needed. This position is represented by the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: Student Services, West Valley College, Saratoga, CA.

Salary and Benefits

Anticipated Hiring Range:

  • $4,189–$4,580 monthly (salary shown is prorated for 64% of full-time, WVMCEA Salary Schedule, Range 70, Steps A-C).

Benefits include:

  • Employer-contributed medical, dental and vision for employee, spouse, and/or dependents (prorated for employees working less than 100% of full-time).
  • Employer-paid long term disability for employee.
  • Employer-provided life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 12 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually. (prorated for employees working less than 100%).
  • 12 days sick leave accrued annually (prorated for employees working less than 100%).
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $45 to $225 monthly.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalPERS retirement.
  • Position is union affiliated.
Minimum Qualifications

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

1. Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.

2. Equivalent to possession of a Bachelor’s degree from an accredited college or university with major course work in business administration, public administration, social science, computer science, or a related field.

3. Two years of responsible technical or professional administrative experience in a college or university environment.

Desired Qualifications

The ideal candidate will also demonstrate the following desired qualifications:

  • Prior project management experience with a clear and focused commitment to analyzing business / technology processes.
  • Prior student enterprise system experience; Banner system experience preferred.
  • Cognos or similar business intelligence tool experience highly preferred.
  • Post-secondary education background, with a preferred emphasis in community colleges.
  • Ability to critically analyze multiple tasks for completion and handle unanticipated requests with ease.
  • Experience working in a fast-paced environment serving special student populations with customer service as the focus.
  • Possess detailed analytical organizational skills while being flexible in daily work flow.
  • Experience in computer communication, software, and data information systems.
Knowledge and Abilities

Knowledge of:

  • Pertinent federal, state, and district laws, codes and regulations.
  • Tools, techniques and terminology used in statistical data analysis.
  • Principles and practices of modern office management and recordkeeping.
  • Operation, procedures, and policies of college instructional programs.
  • Software programs and database systems relevant to area of assignment.

Ability to:

  • Analyze existing work processes and develop improved methodologies and procedures.
  • Provide technical and functional oversight to less experienced staff.
  • Function as project manager, providing liaison to other district and/or college faculty and administrators.
  • Plan, coordinate and conduct analytical studies and surveys related to assigned department programs and activities.
  • On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
  • On a continuous basis sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.
  • Provide information and analyses in verbal or written form to district administrators, faculty and staff.
  • Maintain comprehensive databases; coordinate software or database problems with information technology staff.
  • Use sound judgment in recognizing scope of authority.
  • Operate and use modern office equipment including computers and applicable software.
  • Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
  • Utilize appropriate safety procedures and practices for assigned duties.
  • Communicate effectively orally and in writing.
  • Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
  • Establish and maintain effective, cooperative, and collaborative working relationships with others.
Examples of Duties and Responsibilities

Duties may include, but are not limited to, the following:

  • Plan, coordinate, and conduct administrative and operational analysis; recommend solutions based on findings.
  • Design, develop, and coordinate implementation and evaluation of departmental administrative and operational systems and procedures.
  • Create and maintain databases from a variety of internal and external sources; monitor development and input of data.
  • Monitor and analyze changes to laws, regulations, and procedures relative to area of assignment; interpret, explain, and disseminate information on pertinent regulations to administrators, faculty and staff.
  • May provide leadership and coordination of projects in area of assignment; liaison with other district and/or college departments and divisions, faculty and administrators to ensure updated information is available and presented on web site.
  • Provide work direction and assessment to technical and administrative support staff and students.
  • Audit, input and validate relevant data in various software programs; use content management system to help maintain website, maintain college events calendar, digital signage, social media, and external advertising, produce materials for class schedule and collateral material
  • Coordinate a variety of information and resources for department administrators and faculty.
  • Prepare and maintain a variety of federal, state, district, and college reports and surveys.
  • Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
  • Foster an environment that embraces diversity, integrity, trust, and respect.
  • Be an integral team player, which involves flexibility, cooperation, and communication.
  • Perform related duties as assigned.
Working ConditionsOther DutiesPhysical DemandsApplicant Information


  • Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Supplemental application questions; (3) Resume; (4) Unofficial copies of transcripts, if requested; (5) Cover letter and/or reference list, if requested; and (6) 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 be removed from your application and 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.
  • Should the minimum qualifications state “any combination equivalent to,” then additional relevant work experience may substitute for education. In this case, please upload a document stating such in the Required Transcripts document field.
  • 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
Email: [email protected]

Selection Process


  • After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
  • All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
  • Travel expenses to attend first-level interview are the responsibility of the candidate.
  • Application materials become the property of the District and will not be returned or duplicated.
  • The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
  • The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
  • Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
  • Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Special Instructions to the ApplicantPosting NumberFY19/20-931FTOpen Date02/26/2020Close Date10/27/2020Open Until FilledNoRequisition Specific Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume/CV
    2. Cover Letter
    3. Transcripts
    Optional Documents
    1. Additional Transcripts




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    Job No:
    Posted: 10/16/2020
    Application Due: 10/27/2020
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