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Instructional Services Analyst

Employer
Mt. San Antonio College
Location
Walnut, CA

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Employment Type
Full Time
Institution Type
Community College
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Job Details

Job Title::

Instructional Services Analyst

Position Number::

2013141173

Department::

Instruction Office

Job Category::

Classified Unit A

Time (Percent Time)::

100%

Term (months/year)::

12 months

Current Work Schedule (days, hours)::

Monday - Friday

Salary Range::

A-107

Salary::

Steps 1 - 6: $5,900 - $7,530 Monthly

Shift Differential::

Shift differential eligibility based on the current collective bargaining agreement.

Open Date::

07/30/2021

Initial Screening Date::

08/25/2021

Open Until Filled::

Yes

Application Procedure::

Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the listed Initial Screening Date are assured consideration.

Applicants must submit all of the following materials online, unless otherwise noted, at Mt.SAC Employment Website to be considered for this position:

1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.
5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.

Health & Welfare::

The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans. Lifetime retirement benefits provided for eligible retirees.

The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.

*Note: Salary and Health & Welfare Benefits are subject to change.

Basic Function/Overview::

DEFINITION:
Under general supervision, performs a variety of specialized complex, technical, and professional duties involved in the analysis of Instruction Office transactions, including the academic schedule and the implementation, configuration, and functionality of schedule-related software applications. Coordinates assigned activities and provides technical support and assistance to class schedule system users. Work requires thorough knowledge of the assigned area as well as its rules, regulations, procedures, and operational details. The incumbent will also provide the expertise to properly document, implement, support, and train on the functionality of class schedule automation solutions and ensure data quality, integrity, and accuracy of Instruction Office related work.

SUPERVISION RECEIVED & EXERCISED:
Receives general supervision from assigned managerial personnel. Exercises no direct supervision of staff. Provides technical and functional direction and training to staff.

CLASS CHARACTERISTICS:
This is a specialized classification responsible for assisting Instruction Office, Admissions, and Information Technology managers and Instructional staff users with implementing and using schedule software applications, analyzing schedule errors, ensuring consistent scheduling practices, and supporting campus Instructional efforts, including Pathways to Transfer and Guided Pathways effort. Incumbents are expected to possess knowledge of and experience with academic schedules, the attendance accounting manual, student information systems, Chancellor’s Office regulations and policies, and academic application systems. This classification is distinguished from the Curriculum Specialist series classification by the ability to create, configure, and analyze complex software applications as it relates to instructional space assignment.

Essential Duties/Major Responsibilities::

1. Serves as schedule lead responsible for analyzing schedule errors, attendance accounting manual requirements, and data from IT and Research to ensure efficiency and accuracy in class scheduling.
2. Reviews course listings and other class schedule information from instructional area administrators, instructional deans, division chairs, and staff to ensure accuracy, thoroughness, and compliance with collective bargaining agreements and College and State regulations; resolves discrepancies by verifying with appropriate documents, faculty, managers, and staff.
3. Creates and distributes the production calendar for the class schedule based on term registration to inform instructional services faculty, staff, and management of necessary deadlines to meet in order to efficiently develop the class schedule.
4. Updates the student data management system and classroom scheduling management software as instructional space assignment changes and/or facilities are added; recommends system modifications and improvements as necessary.
5. Creates, provides, maintains, and updates training guides, technical assistance, and materials to academic and classified personnel regarding the use of classroom scheduling processes and management software to locate available rooms.
6. Answers queries from faculty, staff, and management as they arise about the student data management system, scheduling matters, room conflicts, and general instructional services procedures and practices by extracting and reviewing curricula, schedules, and related data to ensure compliance with the attendance accounting manual and state and local requirements.
7. Leads and performs testing of scheduling processes to ensure the accurate, timely and consistent schedules that comply with the attendance accounting manual.
8. Assists in the configuration of scheduling software to ensure that scheduling processes adhere to requirements in the attendance accounting manual.
9. Develops and/or reviews a variety of highly complex reports; prepares correspondence, memorandums, and other materials based on scheduling data and processes as requested by management.
10. Supports Instructional programs such as Pathways to Transfer and Guided Pathways in regards to cross-divisional scheduling, coordination, and support.
11. Reviews, gathers and prepares responses to audit findings, evaluates scheduling processes and data to recommend solutions, develops training materials and provides training to staff, managers, and faculty.
12. Participates on committees, task forces, and special assignments including, but not limited to Screening and Selection Committees and affiliated trainings. Prepares and delivers oral presentations related to assigned areas, if needed.

Other Duties::

Performs other related duties as assigned.

Knowledge Of::

1. Terminology, implementation, and practices of scheduling processes and local, state, and federal requirements with emphasis on those specified in the attendance accounting manual.
2. Student data management software used to enter, update, extract, and review schedule related data and information.
3. College and state regulations, the Student Attendance Accounting Manual, and collective bargaining agreements pertaining to curriculum and scheduling.
4. Practices and procedures for creating class schedules.
5. The annual California Community College Space Inventory to ensure that proper procedures are followed in planning and maintaining California Community College space.
6. Classroom scheduling management software used to effectively manage classroom availability and usage.
7. Principles and practices of computer operations, data processing and analysis functions, and development of computerized forms, documents, and reports; Principles of data management concepts and structures, including data collection, manipulation, and distribution requirements for analysis and reporting functions.
8. Organizational structure, operations, programs, and procedures, common to institutions of higher education.
9. Modern office practices, methods, and computer equipment and applications related to the work.
10. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.

Skills and Abilities::

1. Interpret, learn, apply, and explain College and state regulations and collective bargaining agreements regarding the development of community college schedules of classes.
2. Use student data management software to enter, update, extract, and review course related data and information for accuracy and thoroughness.
3. Use, maintain, train, and explain the usage of classroom scheduling management software (e.g., Schedule 25 and 25 Live) to effectively manage classrooms.
4. Analyze scheduling processes, accurately and effectively apply local, state, and federal requirements, especially those specified in the attendance accounting manual, and recommend effective course of action.
5. Adhere and maintain data quality standards established by College to ensure compliance with federal, state, and local regulations.
6. Design, develop, implement, and execute scheduling and room utilization process improvements.
7. Design and conduct research projects of complex difficulty with defined parameters and generate clear and concise reports.
8. Establish and maintain a variety of filing, record keeping, and tracking systems.
9. Organize own work, set priorities, and meet critical time deadlines.
10. Use English effectively to communicate in person, over the telephone, and in writing.
11. Understand scope of authority in making independent decisions; review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.

Minimum Qualifications/ Education & Experience::

Equivalent to graduation from a regionally accredited four-year college or university and three (3) full-time equivalent years of progressively responsible experience in using student data management systems and classroom scheduling management software and implementing requirements specified in the attendance accounting manual, preferably in a higher education setting.

Additional years of experience can be substituted for the required education on a year-for-year basis.

Equivalencies::

Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.

License(s) & Other Requirements::

The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.

Working Environment::

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents occasionally work in the field and are exposed to loud noise levels, inclement weather conditions, confining workspace, chemicals, electrical and/or mechanical hazards, and hazardous physical substances and fumes. Incumbents may interact with staff, students, and/or public and private representatives, and contractors in interpreting and enforcing departmental policies and procedures.

Physical Demands::

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various College and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Conditions of Employment::

Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees – 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 Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report 2017

The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Special Notes::

A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected].

DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.

TRAVEL POLICY : Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to a $500 maximum (per position recruitment). Relocation costs will be borne by the successful candidate. Travel reimbursement claims must be submitted no later than 30 days following the interview date.

THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.

Foreign Transcripts::

Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the National Association of Credential Evaluation Services Website.

Inquiries/Contact::

Human Resources
1100 N. Grand Avenue, Walnut, CA 91789-1399.
Phone: (909) 274-4225
E-mail: [email protected]

Selection Procedure::

A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.

Special Instructions to Applicants::

To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at Mt. SAC Employment Website to complete and submit your application for this position.

EEO Policy::

The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest:

Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).

Cancel RTF Policy::

We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.

Quick Link:

https://hrjobs.mtsac.edu/postings/8345

Organization

Mt. San Antonio College provides the full college experience without the full college debt. As a nonprofit California Community College, Mt. SAC is known for providing a top-tier education and extensive student services while keeping classes at just $46 a unit.

Location

The campus sits on 420 rolling acres in Walnut, California, located on the eastern edge of the Greater Los Angeles Area. The city of Walnut is considered one of the Best Small Towns to Live In by Money Magazine, which highlighted only one other California town. A diverse suburb just 25 miles from Downtown Los Angeles, Walnut is known for its nationally reknowned schools and equestrian community. The city combines the charms of rural living with the benefits of being located just 25 miles from Downtown Los Angeles.

Mt. San Antonio College serves everyone, from residents to working professionals and international students. Its local College District boundaries encompass the communities of Baldwin Park, Bassett, Charter Oak, Covina, Diamond Bar, the southern portion of Glendora, Hacienda Heights, City of Industry, Irwindale, La Puente, La Verne, Pomona, Rowland Heights, San Dimas, Valinda, Walnut, and West Covina. Learn about our district and trustees.

Dynamic Community

At Mt. San Antonio College, diversity is what brings our campus to life. Our students come from unique backgrounds and are all at different places in their lives. Some are here straight from high school, while others have families and full-time jobs, but they are all here for the same reason: to achieve their goals through education. We proudly serve more than 50,000 students from all walks of life. About half of our students are seeking degrees and certificates. The other half are enjoying community programs, workforce development classes and other non-credit courses. Learn more about demographics on our Facts and Stats page.

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