APPROVED President's Cabinet August 11, 2020MT. SAN ANTONIO COLLEGE

Human Resources REQUEST TO FILL - STAFF and ADMINISTRATIVE POSITIONS

**This form is used to gain approval prior to recruiting for a position.

Instructions for completing this form are located on the back.

Position: Manager, Academic Support Coordination

Library & Learning Resources Division Department:

Time (FTE): 100% Term (months/year): 12

Work Schedule (Days, Hours): Monday-Friday 8:00 AM - 5:00 PM

Salary Schedule (Range): M-9

Background and Rationale (use back of form if additional space is needed): see attached

p Continued Funded Position (ex. Vacancy) Former Employee (if applicable): Last day of employment. Reason for vacancy: (Attach Existing Job Description)

El Newly Funded Position Fiscal Year 2020-21

El No Existing Job Description (Attach Draft of New Job Description)

P Classified El Confidential El Supervisory 10 Administrative

**For Temporary Special Project Administrators only

Temporary Special Project Administrator (Refer to AP 7135)

Temporary Special Project Administrators can only be hired through the end of the current fiscal year. These positions can be renewed each fiscal year, for up to five (5) years maximum with a status change form.

Funding From: HAP 2020-21

Please list any changes in the budgeted position as described above (i.e., title, time, term, etc.).

Please list the Account Number(s) and Budget Amount(s) that is/are being used to fund this Position. This section MUST be completed in order to provide budget for the position.

17231-321010-215000-493000-2100 Account Number(s): -1-72-31-32-10-10-3XXXXX-48-9000-21-00- Account Number(s): -32-- % Amount $ -514 55--

100% % Amount $ 1Ut;724 155,780

Funding: (check all that apply) El General Fund Unrestricted 2 Restricted Funds Categorical El Grant Temporary Annual renewal of this position is contingent upon the College's receipt of continued funding

Duration (if grant/temporary funded): Beginning date: End date: Fiscal Services will assign the second account string; the position is funded fully.

Comments:

Signatures:

e/t6if. 1: Reque ing Manager Signature

nchard mahon Digitally

20200814 82326-0700

2. Division Vice President Signature

7/20/2020

Date 4. Human Resources Signature

Date 08/20/2020

3. Chief Compliance7budget Officer Signature Date

Date

5. Vice President, Human Resources Date

A MT 9986Funding available o Funding not available Position Number: Contract Number:

Comments: 100% Funded with 2020 21 SEAP

rC sto i t cu Lill S

Reviewed by President's Cabinet, the following action was taken on the above request:

0 Approved to fill immediately El Denied 0 Modified

If position does not have funding, provide funding directions:

Rationale:

6. Signature of President/CEO Date

HR 101— RTF Form Revised 11.2.17 LB

Step 1-6 $100,080 - $113,496 annually

9/1/20

8/17/2020 BoardDocse Plus

MT. SAC Mt. San Antonio College

MT. SAC Mt. San Antonio College

Agenda Item Details

Meeting Aug 12, 2020 - Regular Meeting of the Board of Trustees

Category 8. CONSENT - HUMAN RESOURCES

Subject 8.02 New Management Job Classification Descriptions

Type Action (Consent)

Recommended Action It is recommended that the Board of Trustees approves the new Management job classification descriptions.

Prepared by: Alexis Carter

BACKGROUND

To reflect the current needs of the College, the following new Management job classification descriptions are being submitted.

• Assistant Director, Community and Contract Education • Manager, Academic Support Coordination

ANALYSIS AND FISCAL IMPACT

The job classification descriptions are being brought forward for Board approval in accordance with Education Code 88009 adn 88010.

Funding Source

Not applicable.

ATTACHMENT-Management Job Classification Descriptions.pdf (123 KB)

All matters listed under Consent Calendar are considered by the Board of Trustees to be routine or sufficiently supported by back-up information as to not require additional discussion. Consent Calendar items will be enacted by one motion. There will be no separate discussion on these items prior to the time the board votes on them, unless a Board member requests a specific item be removed from the Consent Calendar for discussion and a separate vote. Public comment on Consent Calendar items from anyone completing a card will be heard prior to the board's vote on the Consent Calendar.

Motion & Voting

https://go.boarddocs.com/ca/mtsac/Board.nsf/Public 1/2

8/17/2020 BoardDocs® Plus

It is recommended that the Board of Trustees authorizes the approval of the Foundation for California Community Colleges Microsoft Campus Agreement with Computerland of Silicon Valley.

Motion by Robert Hidalgo, second by Gary Chow. Final Resolution: Motion Carries Yea: Jay Chen, Judy Chen Haggerty, Laura Santos, Robert Hidalgo, Rosanne Bader, Gary Chow Abstain: Manuel Baca

https://go.boarddocs.com/ca/mtsac/Board.nsf/Public 2/2

MANAGER, ACADEMIC SUPPORT COORDINATION FLSA EXEMPT — M-9

DEFINITION

Under the administrative direction and oversight of the Dean, Library and Learning Resources, plans, organizes, and coordinates, academic support centers for alignment with institutional standards and integrated planning in order to increase student success. Within the Guided Pathways framework, incumbent will manage workgroups, collaborate with Division deans, develop strategic plans, and facilitates workgroup activities. Strengthen communication across workgroups and with faculty in order to execute the overall vision and implement changes recommended by various groups.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the assigned managerial personnel. Exercises general and direct supervision over assigned staff.

CLASS CHARACTERISTICS

This management classification plans, organizes, manages, provides direction and oversight. and participates in all operations, activities, and services of the Guided Pathways framework and is responsible for providing professional-level support to the campus and community in a variety of areas. Assists in planning, development, and administration of departmental policies, procedures. and services. The incumbent organizes and oversees day-to-day activities and is responsible for providing professional-level support to the Dean, Library and Learning Resources in a variety of areas. Successful performance of the work requires an extensive professional background as well as skill in managing departmental work. This class is distinguished from the Dean, Library and Learning Resources in that the latter has overall responsibility for all functions of the Library and Learning Resources Division and for developing, implementing, and interpreting public policy.

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)

1. Plans, coordinates and oversees the daily functions, operations, and activities of program; participates in the development and implementation of marketing strategies to promote assigned programs, projects, and services; plans and coordinates assigned program workshops, presentations, information sessions and events.

2. Coordinates the efforts from various workgroups involved in the project(s). and provides technical assistance with program development and implementation.

3. Maintains current knowledge of methods and technologies pertinent to the project(s); conduct, and review research studies, and surveys regarding project constituents, clients, and trends.

4. Manages program budget and recommends cost effective strategies, including exploring available grant funds for maintaining program services.

5. Manages the preparation, and maintenance of detailed, and comprehensive reports, records, and files regarding project budgets, personnel, facilities, student attendance, and activities.

6. Selects, trains, motivates, and directs the assigned department personnel; evaluates and reviews work for acceptability and conformance with department standards. including

Page 5 of 8 Pages

program and project priorities and performance evaluations: works with employees on performance issues; implements discipline procedures; responds to staff questions and concerns.

7. Participates in the development and implementation of goals and objectives; prepares. and disseminates reports.

8. Serves as a resource in maintaining communication with College. regional. and statewide program administrators and staff to exchange information, coordinate programs. resolve issues and conflicts; and recommends changes.

9. Researches and analyzes program data; prepares comprehensive technical records and reports; takes corrective action as necessary.

10. Recommends and implements changes to federal, state, local, and College policy; analyzes and evaluates program compliance updating program as necessary.

11. Establishes processes and/or protocols to manage, and maintain categorical and/or College budgets within tutor centers.

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.

13. Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

1. Administrative principles and practices, including goal setting. program development, implementation, and evaluation, and project management.

2. Principles and practices of public agency budget development and administration and sound financial management policies and procedures.

3. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.

4. Operation of a computer, a variety of assistive devices, mobile devices, and assigned software.

5. Organization and management practices as applied to the development, analysis, and evaluation of programs and operational needs of the assigned department.

6. Record-keeping principles and procedures. 7. Modern office practices, methods, and computer equipment and applications related to the

work. 8. Techniques for effectively representing the College in contacts with governmental agencies.

community groups, and various business, professional. educational, regulatory, and legislative organizations.

Skills & Abilities to:

1. Recommend and implement goals, objectives, and practices for providing effective and efficient services.

2. Develop a program budget within state and local constraints. 3. Manage and monitor complex projects, on time and within budget. 4. Plan, organize, assign, review, and evaluate the work of staff; train staff in work procedures. 5. Evaluate and develop improvements in operations, procedures, policies, or methods. 6. Prepare clear and concise reports. correspondence. policies, procedures, and other written

materials.

Page 6 of 8 Pages

7. Design training programs, documentation, and deliver presentations on a variety of related topics.

8. Establish and maintain a variety of filing, record-keeping, and tracking systems. 9. Organize and prioritize a variety of projects and multiple tasks in an effective and timely

manner; organize own work, set priorities, and meet critical time deadlines. 10. Interpret, apply, explain, and ensure compliance with federal, state, and local policies,

procedures, laws, and regulations. 11, Use English effectively to communicate in person, over the telephone, and in writing. 12. Understand scope of authority in making independent decisions. 13. Learns and applies emerging technologies, and, as necessary, to perform duties in an

efficient, organized, and timely manner. 14. Review situations accurately and determine appropriate course of action using judgement

according to established policies and procedures. 15. Establish. maintain, and foster positive and effective working relationships with those

contacted in the course of work.

Education and Experience:

Equivalent to graduation from a regionally accredited four-year college or university with major coursework in education or a related field and three (3) full time equivalent years of management and/or administrative experience in developing, implementing and managing comprehensive tutorial programs, services, and activities.

Preferred Qualifications:

1. Two years' experience supervising staff. 2. Experience working with academic programs and/or services. 3. Experience managing budgets.

Licenses and Certifications:

1. Possession of, or ability to obtain, a valid California Driver's License by time of appointment. 2. The incumbent may periodically be required to travel to a variety of locations. If operating

a vehicle, incumbent must have the ability to secure and maintain a valid California driver's license.

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.

Page 7 of 8 Pages

ENVIRONMENTAL ELEMENTS

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff. students, and/or the public in interpreting and enforcing departmental policies and procedures.

Page 8 o' 8 Pages

Mt. Son Antonio College

, t" r Labinet Action kb,

Rill Scroggins, President & CEO • Richard Mahon, VP of Instruction • Audrey Yamagata-Noji, VP of Student Services Morris Rodrigue, VP of Administrative Services • Ibrahim "Abe" Ali, VP of Human Resources

July 28, 2020

1. Cabinet reviewed and commented on the following information items: a. The 2020-21 Academic Calendar with recently negotiated holidays was distributed to the campus. b. The President's Office will be sponsoring the African American Male Education Network & Development's, also

known as A2MEND, Townhall Webinar Series. Topics will include education, economics, politics, and other policy changes that are needed to overcome systemic racism toward Black and African Americans in the United States. The first webinar titled "Anti-Racism: Across Racial National Dialogue on the History of Anti-Black Racism and its Impact on U.S. Society" is scheduled for August.

c. The Central Campus Open Space and Circulation Study Plan was presented to the Campus Master Plan Coordinating Team (CMPCT). The purpose of this study was to review and effectively coordinate safe and fluid traffic movement and pedestrian circulation in the center region of the campus while taking into consideration below grade (utility/infrastructure) improvements, landscaping, lighting, and wayfinding. The diagrams depict what the new circulation patterns will look like, the red line represents what will primarily serve as a service vehicle access path, the blue line is a pedestrian path of travel, and the light blue line represents a drop off configuration.

2. Cabinet continued discussion on recruitments, the frost list, and new requests: • The original vacancy list that was reviewed and approved by Cabinet will continue to be updated as requests

come forward. All requests not already included in this list will need Cabinet approval prior to being processed by Fiscal Services. Positions will be reviewed on an individual basis and determined for recruitment or frost.

• Carol has worked with the VP Executive Assistants on the process for positions not on the original vacancy list. All requests for positions (whether new or recently vacant) will flow through the VPs office to Cabinet on a Request to Fill (RTF) form with included budget justification and hiring rationale for the recruitment of the position. Departments will receive an acknowledged form back from Cabinet for submission through the regular RTF process.

• Cabinet reviewed the Proposed Budget for Research Position/Change of Status that was brought forward from Research and Institutional Effectiveness as a good model of justification and rationale for a position. The Change in Status form will be moved forward for implementation.

3. The SEAP categorical budgets will be changing the way that the College spends annual carryover SEAP funds. The carryover balance will be expended first each fiscal year then sufficient funds from the current year State SEAP funding will be allocated to complete that year's funding for each SEAP program/activity. This process will relieve the issue needing expenditure transfers to spend the carryover money. The tentative program/activity allocations are set up into a new system with org and account numbers. Part of the Board presentation for the adopted budget this fall will be to explain this funding source and how the 12-month program/activity allocations are set up. There are now two SEAP approval queues, one for programs/activities under Instruction and one for programs/activities under Student Services. Both approval queues will route to the appropriate VP for final approval. This process allows for overall budget management at the VP level. When funds are reconciled and carryover is known, Bill, Audrey, and Richard will meet to discuss the process and priorities for the allocation of any unallocated annual SEAP funding.

6. Cabinet was joined by Michelle Sampat, Associate Dean of Instructional Services, Joel Monroy, Director

of Dual Enrollment, and Marlyn Lanuza, Assistant Director of Dual Enrollment to provide a Dual

Enrollment Update. Highlights: • COvi D-19 has made a large impact on our K-12 partners as they see an uncertain Fall semester approaching.

Adjustments have been made, and all will start online as directed by the Governor. Schools are working with the Mt. SAC Dual Enrollment team to prepare for Fall semester students. The team has been working hard to answer emails, making sure that students have their questions answered, as well as assisting with technical issues in registering for Fall 2020 courses.

• The MOU's for 2020-21 have been approved by the Board and sent to the Districts. There are 12 school districts participating, with 27 high schools set for the 2020-21 academic year.

• Currently 59 sections of dual enrolment courses are scheduled for the upcoming semester. The team is working with faculty to determine if their courses will be synchronous or asynchronous. The team is ensuring that all dual enrollment faculty are FOMAR trained.

• New partners for 2020-21 are Pomona Catholic High School, Charter Oak High School, Garey High School, Pomona High School, Fremont Academy of Engineering, and Palomares Academy of Health Sciences.

• Dual Enrollment Counselors have been important during this transition to online. These counselors have been regularly in communication with students who were exploring EW and Pass/No Pass grading options.

7. Cabinet was joined by Doug Jenson, Associate Vice President of Administrative Services, to provide an update on Budget Reports/Monitoring Protocols for Managers. A small workgroup met to discuss the

challenges in management oversight of budgets. Issues were evident in areas such as overtime and the use of short-term hourly employees. Fiscal Services will be training on the innovations that have been

developed over the last few years. Doug took an initial look at the hourly budgets and budget monitoring protocols. As there is a legal obligation to pay employees for time worked, management oversight of

overtime is essential to prevent these accounts from being in deficit. Solutions discussed included using technology to provide early alerts of pending budget overruns. Also, managers will be surveyed on

information they may need to manage their budgets and be out in front of potential problems. Involving

administrative assistants in this process will be essential. X - Y X Y X- X- XXXX `C X Y `C X X X- XXXXXXX "C XXXXXXXXXXXXX `

8. Cabinet reviewed and/or approved the following job descriptions: 1 .4, )- a. Manager, Academic Support was approved. j >-- b. Instructional Services Analyst was reviewed and will be approved at the next Cabinet meeting. This new job -)

-4; t description came from work by the Reclassification Committee.

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9. Richard reported: • The day-over-day enrollment report comparison with last year shows enrollment is down 22.8%. Larger wait

lists show that the enrollment is there, but perhaps students are taking much longer to decide. • The Institutional Effectiveness Committee is discussing the possibility of sub committees to work on elements

of developing the Strategic Plan next stage. The Fall Planning summit typically comes after the Fall Expanded PAC but will need to come first to have information about a Strategic Plan for Expanded PAC.

10. Morris reported: • A sample form is available for CARES Act institutional funding requests. This form is similar to others that the

College uses and will help track spending for audit purposes. • He has confirmed that supplies can be shipped to an employee's home due to the emergency conditions if the

purchase is no more than $500 and the information on this exception has been sent to managers.

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