To serve as administrator and supervisor of the Counseling Services Division of the Office of Student Services of the college; provide leadership to develop, organize and implement the division’s goals and objectives; provide leadership to plan, develop, organize, schedule, direct, improve and evaluate the assigned division’s programs, services and activities in consultation with the Vice President of Student Services, other deans, administrators, faculty and classified staff and ensure the timely, accurate, and legal maintenance, storage, retrieval, and release of all records associated with assignment.
To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
SUPERVISION RECEIVED AND EXERCISED: Knowledge of:
Receives general direction from the Vice President for Student Services or designee of the President.
Exercises functional and technical supervision over academic, professional and classified staff as assigned.
A community college system.
All divisions and their inter-relationships; a thorough knowledge of the various student services required to support and enhance instruction.
Applicable board policies and administrative regulations.
Applicable state and federal laws, codes, regulations and procedures, including Title 5 and California Education Code, Rehabilitation Act of 1974-section 504; and the Americans with Disabilities Act (ADA).
Basic data collection and analysis related to student learning outcomes, retention, and success.
California community colleges basic skills initiative.
Community relations and external resource development.
Computer systems and software applications related to counseling services.
District safety policies and procedures.
Evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of students, academic and classified staff.
Evidence of understanding and experience with the principles of collegial consultation.
Interpersonal skills including tact, patience and diplomacy.
Management techniques that encourage creativity, improve efficiency and increase productivity.
Oral and written communication skills.
Organizational and management practices as applied to assigned division.
Participatory governance process and venue fostering open communication among divisions, programs and services.
Principles and practices of budget preparation and management.
Principles and practices of training and supervision.
Principles of program evaluation, student assessment, and organizational development.
Role and purpose of technological systems in providing online instruction, program support and student services.
Team-oriented leadership style.
Web page design, Blackboard and/or other course management systems, and other instructional and student services software.
Advocate for counseling services needs.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Assess, manage, implement, use and apply technology in the management and delivery of assigned student services programs.
Assist in forecasting current and future needs and costs affecting counseling services.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Demonstrate commitment to academic and professional excellence.
Demonstrate flexibility and adaptability.
Develop markets and promotional strategies for programs and services related to counseling services.
Develop, prepare and administer program budgets.
Embrace and work effectively within a system of participatory governance.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain effective, harmonious, and collaborative relationships with a diverse population of students, staff and community.
Exercise initiative and work independently.
Exercise judgment or choice among possible actions, sometimes without clear precedents and often with concern for the consequences of the action.
Interact effectively with diverse students, academic and classified administrators and staff.
Interpret, analyze, apply and explain applicable local, State and federal laws and regulations.
Interpret, apply and explain applicable District policies and procedures.
Lead, train, supervise, and evaluate assigned staff.
Learn District and College organization, operations and objectives.
Manage complex budgets.
Operate computer/applications software, including database management, spreadsheet, word processing and software related to assigned instructional division.
Operate modern office equipment such as computer, printer, calculator, copier and facsimile machine.
Perform with tact, patience and sensitivity.
Plan and organize work.
Plan, evaluate and supervise delivery of instructional programs and strategies.
Plan, organize, coordinate, manage and expedite assigned projects and activities related to assignment in a manner conducive to full performance and high morale.
Prepare oral and written reports and recommendations.
Provide leadership, training, and support for faculty who wish to explore innovative approaches to student learning using instructional technology.
Read, interpret, and explain laws, rules and regulations, and to develop and implement personnel policies and procedures.
Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Represent the college at the community, state and national levels.
Resolve conflicts and solve problems.
Serve as an effective management team member.
Train and provide supervision and work direction to others as assigned.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Use independent judgment in the interpretation and application of rules, regulations, policies and procedures.
Work collaboratively with administration, classified management, faculty, staff and students.
Work effectively in a fast paced environment with numerous interruptions.Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.Education/Training:
A master’s degree from an accredited college or university preferably with an emphasis in guidance counseling or other related discipline within the Student Services division.
An earned doctorate from an accredited college or university. Experience:
One year of formal training, internship, or leadership experience reasonably related to the administrator’s administrative assignment.
At least five years of increasingly responsible student support services experience, including three years of program management and budgeting experience.
At least two years of supervisory experience, and evidence of a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, physically challenged, and ethnic backgrounds of community college students.
Administrative leadership experience in the development, organization, and management of two or more student services programs, including at least one program area related to this assignment. License or Certificate:
Valid California driver’s license.Conditions of Employment:
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Work Environment:
Standard office setting. Typically, duties are performed in an office environment while sitting at a desk or computer workstation. An incumbent also visits instructional and other work sites and is subject to contact with others, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort.Physical Demands:
The incumbent regularly sits for long periods, walks short distances on a regular basis, travels to various locations to visit instructional sites, attend meetings and conduct work; uses hands and fingers to operate an electronic keyboard or office machines; reaches with hands and arms, speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.Additional Position Information:
Duties and Responsibilities
Provide leadership in the administration of the counseling services division of the office of student services of the college, including personnel management, in accordance with laws, regulations, district policy and collective bargaining agreements; direct and evaluate the programs and services assigned to counseling services, which currently includes general counseling, articulation, credit and non-credit counseling, Student Equity and Achievement (SEA) Program (formerly matriculation); Career and Re-Entry Center, Extended Opportunity Program and Services (EOPS), CARE and CalWORKs, Disabled Student Programs and Services (DSPS) and Counseling instructional program.
Respond to faculty/staff needs, monitor and approve faculty schedules, monitor classified schedules for office coverage, process personnel paperwork and provide requested resources to facilitate services.
Analyze, interpret and monitor the student success rates of assigned programs and student preparedness and recommend change as needed.
Participate in the development of the college’s strategic plan, communicating the needs, goals, plans and overall role of areas of assignment.
Lead, direct and approve the planning, development, organizing, scheduling, direction, performance and evaluation of the programs and services of counseling services.
Lead assigned division in planning, program development and performance of the mission and in carrying out the college’s mission, goals and objectives.
Formulate and develop long and short-range goals and strategic plans, including staffing, facilities, curriculum and educational philosophy; assure consistency of plans with other college and district plans; prepare long-range plans and statements of goals and objectives.
Communicate with college, district, state, and federal personnel to coordinate assigned student services needs, programs, services and activities of assigned area; resolve conflicts and issues and develop new and effective programs and services as needed; provide leadership in delivery of services for counseling services.
Develop, prepare, submit, administer, monitor and review annual program budgets for assigned division, including annual budget requests for equipment, supplies and personnel; direct the acquisition, maintenance and use of both instructional and non-instructional equipment; and maintain an equipment-replacement plan; direct the maintenance of adequate records and controls to assure counseling services expenditures and operations remain within established budget limitations; monitor and approve purchase requisitions and prepare agenda items for board approval as needed.
Direct financial development for counseling services; disseminate information about the availability of external funding; communicate with administrators and others regarding issues relevant to counseling services and provide information concerning specific funding sources.
Direct, oversee, review, monitor and evaluate assigned grants, ensuring that implementation and management are according to grant guidelines and that grant budgets are developed and maintained according to legal requirements and district procedures.
Direct the preparation and maintenance of detailed and comprehensive reports, records and files regarding instructional personnel, facilities, and activities.
Train, supervise and evaluate the performance of assigned probationary and tenured academic and classified staff in keeping with the policies of the board of trustees and administrative procedures; visit classroom/work sites and observe and evaluate methods and effectiveness.
Participate in the selection of new academic and classified staff and temporary professional staff in accordance with District policies and legal requirements.
Interface with the community and external agencies in all matters of community relations associated with counseling services; promote high school, four-year public and private institutional relations.
Organize, attend or chair a variety of administrative and staff meetings related to strategic planning, budget, advisory committees and other activities; participate in consultation, participatory governance and appropriate advisory committee meetings and provide in-service and workshops for employees.
Supervise the planning, organization and arranging of appropriate staff development programs and activities for academic and classified staff; orient new employees and direct the implementation of flex time procedures when appropriate.
Direct and approve program development; direct the acquisition, maintenance, and use of counseling services equipment; and maintain an equipment and technology replacement plan.
Identify facility needs and help direct planning for the movement, creation or elimination of facilities for programs.
Promote and coordinate a variety of programs and services and arrange for the development of promotional materials and college publications; manage assigned facilities and approve all assigned facilities usage.
Attend workshops and professional conferences for program planning and development; serve on a variety of campus, district, community, and state committees; and meet with representatives of business, industry, and local government as appropriate.
Maintain current knowledge of instructional methods and new technologies pertinent to areas of instruction; monitor legislation, new State education code regulations and other State guidelines to determine instructional program impact.
Provide leadership and advocacy to enhance innovation and participation in issues related to areas of assignment to ensure student success; communicate the changing expectations, trends and needs of educational preparation effectively to college personnel.
Assist the Vice President of Student Services in the resolution of student and faculty concerns related to counseling services.
Create a positive campus climate that fosters innovation in programs and services for counseling services; work with the community, business, industry and other educational institutions to promote assigned division; contribute to the development and implementation of a coordinated outreach, marketing and public relations process and plan for assigned student services programs and services.
Provide direction for the development of new programs and services and coordinate program approvals as appropriate.
Work collaboratively and develop partnerships/agreements with advisory boards, professional associations, K-12 and transfer institutions, business and industry; cultivate and promote positive and substantive relationships with local business and industry; serve as a leader of/and advocate for the college within the business community.
Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of students.
Perform related duties as assigned.
At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.