Position Information

In addition to the salary, this position qualifies for the choice of one of the District’s excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [ PPO] and Kaiser Permanente ( HMO]); dental (Delta Dental PPO); vision ( VSP Choice); life insurance for the employee (The Lincoln); life insurance for eligible dependents (The Lincoln); a long term disability/income protection plan (The Lincoln); and an employee assistance plan (Anthem EAP).

In addition, the District contributes an additional 26.81% of the employee’s salary towards an eligible employee’s pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Managers, Supervisor and Confidential employees earn 22 days per year of vacation, up to 12 sick leave days and 6 administrative leave days. There are currently 20 paid holidays.

POSITION

The Academic Affairs Supervisor reports to the Vice President of Academic Affairs at San Jose City College. The work schedule is Monday through Friday; 8:00 a.m. – 5:00 p.m. This is a full time, 12 months per year, Classified Supervisor position.

POSITION PURPOSE

Under general supervision, the Supervisor, Academic Affairs oversees the overall function and day-to-day operations of the Office of Academic Support Services, focused on areas dealing with schedule and catalog creation, associate faculty administrative services, instructional services support, and the scheduling of classes; supports faculty with reassigned time outside their regular assignment; oversees, assigns, reviews and participates in the work of staff in the Office of Academic Support Services; ensures the department’s conformance to contract terms, regulations, reporting processes, policies and procedures; and performs other duties as assigned.

The duties listed below exemplify the work of the classification and assigned duties may include work which is similar, related or a logical assignment to this class.

1. Plans, schedules, supervises and evaluates the daily operations of the Academic Support Service office including monitoring the administrative processing of instructional and non-instructional assignments of part-time faculty members, coordinating payroll for associate faculty, coun­selors and librarians, and ensuring compliance with state, local and federal regulations and bargaining unit agreements.

2. Guides and assists faculty, adjuncts, and administrators regarding curriculum development and modification; prepares research and reports on potential new programs for development; compiles, analyzes and presents data interpretation in support of the College’s mission and goals.

3. Collaborates with and supports the office of the Vice President of Academic Affairs in the production of academic schedules, catalogs, and other related materials; coordinates and over­sees planning for the College’s schedule of classes including the development, edit, and fit pattern analysis of classes offered; communicates and coordinates with the office of the Vice President to block, change, and cancel courses and to resolve technical problems with course scheduling.

4. Coordinates and leads the processing of adjunct faculty forms, recordkeeping and maintenance of the Human Resources system personnel database; oversees onboarding, initial salary place­ment and step advancement, faculty minimum qualification verification, equivalency and faculty contracts; tracks and maintains accurate reporting of benefits including retirement deduc­tions, membership payments and other payments according to state, federal and CBA require­ments.

5. Monitors student enrollment processes for courses and provides recommendations for additions, cancellations, and other adjustments to the schedule; supervises and maintains the scheduling of classrooms for instructional purposes; analyzes class and section loads, section count, faculty count and reports to management in accordance with requirements and procedures.

6. Participates in strategic and instructional planning, program reviews, and program analysis to align program target with the college objectives and mission; oversees and coordinates depart­ment teams in the collection, preparation and presentation of reports on student transfers, enrollment, retention, and persistence rates; researches, compiles and summarizes data for special projects and reports.

7. Designs, implements, and maintains systems for the timely and accurate recording and reporting of academic affairs information; maintains records and develops reports concerning the program and its effectiveness; oversees, delegates and participates in the generation, preparation and submission of faculty load reports for part-time and full-time faculty, faculty obligation number ( FON), leaves, state and federal deductions and reporting requirements to the appro­priate District office.

8. Advises and trains college hourly personnel and staff on faculty load, payroll policies/proce­dures, catalog preparation, and use of records management systems; administers processes for instruc­tional, non-instructional and special assignment associate faculty in areas related to over­load positions, processing overload timesheets and stipends, and administering leaves/deduc­tions in accordance with CBA and established policies.

9. Assists in developing and administering the Office budget; contributes to identifying/prioritizing the Office’s needs; prepares and completes the annual comprehensive program review and related budget request forms; reviews and approves requests for the purchase of goods and services according to policies and procedures.

10. Participates in evaluating the performance of assigned staff, student workers, volunteers and vendors and provides performance feedback; participates in interviews and selecting employees; provides supervision and ensures conformance and quality of work; approves time cards for assigned staff personnel.

11. Contributes to, and assists with, presentations to the Board of Trustees and to other board-level groups.

12. Serves on committees and assists with District, local, regional, state and national conferences, meetings, workshops and training seminars as directed.

13. Performs other related duties as assigned.

EMPLOYMENT STANDARDS

Knowledge of:

1. Payroll and personnel policies and procedures.

2. Current rules and regulations pertaining to minimum requirements and equivalency.

3. Human Resources policies and provisions of collective bargaining agreements.

4. Principles, practices and methods of administrative, organizational and management analysis.

5. Recordkeeping techniques.

6. Budget preparation and control.

7. Federal, state and other applicable laws and regulations and District policies and procedures governing grant administration, admission and attendance including applicable sections of California Education Code, Title 5, – Family Educational Rights and Privacy Act ( FERPA).

8. Practices of effective supervision and leadership.

9. Practices used in the preparation of comprehensive, clear, and concise reports.

10. Principles, practices, methods and techniques of administrative and organizational analysis/plan­ning as applicable to assigned area.

11. Principles and practices of organizational improvement and culture change.

12. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.

13. Board Policies, Administrative Regulations, Accrediting Commission for Community & Junior Colleges Standards, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:

1. Coordinate and oversee the daily operations, activities and outputs of the Academic Support Services Office.

2. Assign, inspect, review and approve work completed by assigned staff, student workers, volun­teers and vendors.

3. Interpret, apply and explain rules, regulations, policies and procedures.

4. Recruit, train, supervise, and evaluate personnel.

5. Plan and organize work to meet schedules and time lines.

6. Provide accurate and timely reporting and accountability.

7. Prepare comprehensive program forms, reports, schedules and other documents relevant to the Office of Academic Support Services.

8. Communicate effectively, both verbally and in writing, with management, faculty, staff, students, and community members.

9. Present solutions to management with confidence and effectiveness.

10. Determine work priorities and analyze situations using sound judgment in the application of policies, rules, regulations and standard operating procedures.

11. Estimate and ensure adequate resources to meet labor, material, equipment and time require­ments.

12. Understand, interpret, explain and apply applicable rules, regulations, policies and procedures, laws, codes and ordinances.

13. Build and foster knowledgeable, cohesive and effective work teams.

14. Establish and maintain cooperative and effective working relationships with others.

15. Operate a computer, assigned office equipment and standard business applications.

EDUCATION AND EXPERIENCE

1A bachelor’s degree from an accredited institution in business administration, human resources, or a closely related field.

2. Two years of progressively responsible experience providing academic support services in an institution of higher education, including one year of lead or supervisory experience.

Degree(s) 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.

All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.

Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, subject to frequent interruption and intermittent exposure to individuals acting in a disagreeable fashion. The employee may be required to travel to locations other than the assigned work site, and occasional evenings, holiday and/or weekend work may be required.

Physical Demands:

While performing the duties of this class, employees are primarily in a stationary position and are required to move about the office to access office machinery, files, etc.; perform constant operation of a computer and other communication and office equipment; observe details at close range; and move or lift up to 10 pounds.

Mental Demands:

While performing the duties of this class, employees are regularly required to accurately communicate information and other ideas so that others will understand using written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work independently and under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.

The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

As of Fall 2025, with enrollment of approximately 15,661 students per semester, and an extremely diverse student population (Hispanic/Latino 48.9%, Black/African-American 3.4%, Asian/Pacific Islander 31.8%, American Indian/Native American 0.3%, White/Caucasian 9.1%, Multi-race 3.6% and Unknown 3.0%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 43.4% Latinx, 27.2% Asian/Pacific Islander, 3.0% Black/African American, 0.3% American Indian/Native American, 19.5% White/Caucasian, 5.6% Unknown and as well as encouraging applications from all qualified, outstanding applicants.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.

CONTACT

Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu

APPLICATION PROCEDURES

Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.

1. A completed online San José-Evergreen Community College District APPLICATION

2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).

3. A current RESUMECURRICULUM VITAE

4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (*See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).

Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.

OTHER APPLICANT INFORMATION

1. Only complete application materials will be considered. No exceptions.

2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.

3. 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.

4. Application materials become the property of the District and will not be returned or duplicated.

5. Travel expenses to attend the interview are the responsibility of the candidate.

6. Meeting the minimum qualifications does NOT assure an interview.

7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.

*Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:

Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/

Education Records Evaluation Services
Website: www.eres.com

International Education Research Foundation
Website: http://www.ierf.org/

World Education Services
Website: www.wes.org