ADMINISTRATIVE ORGANIZATION
1.1 BASIC CONCEPT OF ADMINISTRATIVE ORGANIZATION
To provide unity of effort, the basic authority for the administration of the Fremont-Newark Community College District is a function of the executive officer of the Governing Board; namely, the President/Superintendent of the College, who derives authority from the Governing Board. The President/ Superintendent is responsible for the formulation of policies and procedures requiring Board approval; recommendations for Board action; the implementation of Board policies, procedures, and other actions; and the authorization of administrative procedures and practices.
The duties and responsibilities of administrative staff are described herein. These duties and responsibilities are outlined as a guide to incumbents in these positions. They do not in any way limit the responsibility or basic authority of the President/Superintendent for the administration of any part of the District's functions.
1.2.1 General Duties of Administrators
The specific duties of authorized administrative positions are stated in the following section of this chapter. The general duties of each administrator are as follows:
A. Plan, organize, and administer the activities assigned efficiently.
B. Keep informed of new developments relating to their function and maintain a creative and experimental attitude toward change, in order to improve continuously the operation of their unit.
C. Recommend the organization structure and staffing complement of their unit.
D. Recommend the selection of personnel for their unit.
E. Establish and maintain in their unit a climate which encourages the development of personnel, the retention of competent personnel, and a high level of morale.
F. Maintain their reporting relationship to their immediate supervisor, keeping the supervisor informed of activities of the unit, particularly regarding major or unusual developments and seeking advice and counsel.
G. Promote an integrated effort in the administration of the College by cooperating with other administrators and administrative staff and coordinating activities when such action is indicated.
H. Maintain, with approval of the President/Superintendent, effective relations with faculty, students, the community, and other educational institutions, and interpret College policies and programs accurately and constructively.
I. Recommend the budget for areas assigned within limitations established by the Governing Board or President/Superintendent.
J. Serve on committees and councils as directed by Governing Board policies and procedures or by their immediate supervisor or the President/Superintendent.
K. Attend appropriate meetings as directed by their immediate supervisor.
L. Perform any other duties assigned or delegated by their immediate supervisor.
1.2.2 Superintendent of the District and President of the College
The President/Superintendent is the chief executive and administrative officer of the Governing Board. In addition to the powers and duties specifically imposed by statute, the President shall exercise all executive and administrative powers and duties in connection with the conduct of the College.
Duties:
A. Directs the overall operation and general administration of the District in conformity with Governing Board policies and procedures.
B. Exercises broad discretionary power within the framework of policy established by the Governing Board.
C. Formulates and recommends to the Governing Board new or revised policies and procedures for the operation of the District requiring approval by the Governing Board.
D. Implements new or revised policies and procedures of the Governing Board when approved.
E. Prepares the agenda for meetings of the Governing Board and receives all official correspondence to and writes official correspondence for the Board.
F. Attends all meetings of the Governing Board.
G. Submits to the Governing Board for study and recommends the annual budget. Administers the budget when approved.
H. Recommends the organizational structure for the District, the staffing complement, the classification of positions, and the compensation for positions. Implements these actions when approved by the Governing Board.
I. Reviews the educational program of the District on a continuing basis and recommends to the Governing Board modifications which will improve the scope and quality of the College offerings and related services.
J. Establishes and maintains programs for the effective recruitment, selection, orientation, development, and retention of highly competent personnel for the District.
K. Nominates to the Governing Board for election all employees of the District, both certificated and classified, and recommends terminations.
L. Assigns employees to all positions and directs, coordinates, and supervises their work in accordance with the policies and regulations established by state law and by the Governing Board.
M. Establishes and maintains a systematic program for filling emergency vacancies with competent substitutes or temporary employees.
N. Establishes and maintains an effective program of public information and serves as the chief public information officer of the College.
O. In cooperation with the Governing Board and staff members, represents the District in the community by interpreting the community college educational program to the public, to parents, organizations, the press, and other community agencies.
P. Authorizes the establishment of and approves appointments of all faculty committees of the College, except for committees and membership designated in Board policies and procedures.
Q. Recommends the establishment of citizen and curricular advisory committees and nominates to the Governing Board the members to be appointed to such committees.
R. Recommends on all matters relating to facility acquisition and development, including sites, buildings, and equipment necessary to provide for the educational program of the College. Implements such acquisitions and developments when approved.
S. Establishes and maintains accurate and complete records required by state law, the State Department of Education, or the Office of the County Superintendent of Schools, including the proper accounting of any and all funds that come under the control of the Governing Board and the proper accounting of student attendance.
T. Prepares such reports as are required by the Governing Board and state and local offices and files such reports on or before the dates they are due.
U. Directs the preparation of such manuals, guides, and other publications necessary for the effective administration of the District and the College.
V. Develops and administers a system to prevent and suppress fire or other peril, and, for these purposes, conducts periodic inspections and drills to assure the adequacy of equipment and readiness of personnel to meet any emergency.
W. Delegates to staff members any of the duties of the President/ Superintendent which may be delegated.
X. As directed by the Governing Board, represents the District in its relationships with governmental agencies.
Y. Attends professional meetings.
Z. Performs any other duties assigned or delegated by the Governing Board.
1.2.3.1 Vice President, Educational Services/Deputy Superintendent
(Amended: 4-l3-88; 3-12-97; 7-22-98)
The Vice President, Educational Services/Deputy Superintendent, has primary leadership responsibilities for planning, implementing, and coordinating the educational program of the College. In assuming these responsibilities, the Vice President must work closely with Academic Deans, other administrators, and members of the faculty. Because many of the managerial functions related to curriculum and instruction rest with the Deans, the Vice President will serve as a leader in long-term planning of educational programs, in assuring quality of instruction, in selection and development of a distinguished faculty, and in furthering the philosophy and objectives of Ohlone College.
The Vice President will be the primary linkage between the academic staff and the Vice President, Business Services/Deputy Superintendent, in all budgetary matters related to the instructional program.
The Vice President will serve as advisor to the President/Superintendent in matters related to curriculum and instruction; and faculty selection, assignment, development, and retention.
The Vice President will be accountable for achievement of College objectives, and for assessing and meeting the educational needs of citizens of the District. In this capacity, the Vice President will work with Student Services' staff in order to coordinate the instructional program with other student services.
The Vice President will be responsible for relationships with the wider educational and occupational community, particularly the public schools of the District, the collegial institutions to which Ohlone students transfer, and to the employers of Ohlone students. Because of the roles of the area teams in planning, conducting, and evaluating the instructional program, the essential qualification of the Vice President is leadership. Most of the President/Superintendent's responsibilities must be carried out through the work of others for whom the Vice President has supervision and guidance authority. With the contributions of these colleagues, the Vice President will, at all times, be informed about the laws and administrative requirements related to the College program, to all aspects of instruction, and to other matters relating to the academic staff.
Duties
May serves as acting President/Superintendent in absence of President/Superintendent as assigned;
Works with the instructional staff in development of the educational program, including the maintenance of standards and the evaluation of teachers;
Works with student services staff in developing programs to meet student and organizational needs including evaluation of counselors;
Plans the schedule of classes;
Responsible for additions to and revisions of the College curricula;
Acts as the officer in the recruitment and selection of faculty, and to recommend to the President/Superintendent the employment of those selected;
Develops and implements an orientation program for new faculty;
Secures and assigns substitutes for faculty absentees;
Participates in the planning of new facilities and their adaptation to the purposes of instruction and student services;
Supervises the development of contract education, library services, and distance learning;
Provides leadership in the development of curriculum and programs;
Performs such other duties as may be assigned by the President/Superintendent.
1.2.3.2 Associate Vice President of Instruction
(Approved: 8-27-97)
The Position
The Associate Vice President of Instruction, under the direct supervision of the Vice President of Instruction; provides the major leadership function in resource development, especially as it relates to the support of instructional programs; aggressively provide leadership in promoting external relationships for the development of partnerships with industry and other agencies; provide the vision and leadership for the development, coordination and implementation of new and existing occupational, career, and economic development programs; establish and maintain liaisons with business, government, and industry to meet the economic development, education, and job training needs of the community; coordinate assigned activities with other college departments, divisions, programs and outside agencies; supervise the strategic and operational planning of the Newark Ohlone Center, contract education and community services; aggressively seek, develop, and implement the expansion of work experience and work-based learning programs in partnerships with business and industry; provide highly responsible and complex administrative support to the Vice President, Instruction, including the supervision and coordination of Division Deans and faculty on projects as assigned; serve as a member of the President's Cabinet; serve as acting Vice President of Instruction, as assigned.
Examples of Duties and Responsibilities
1. In collaboration with Division Deans, coordinate and supervise the process and assist the Vice President, Instruction, in the development of new occupational programs and special courses and other special projects as assigned reflecting the educational needs of the community;
2. Coordinate collection, analysis, and reporting of occupational data to requisite agencies;
3. Represent the College at federal, state, and local occupational meetings;
4. Provide leadership in the development of specific programs in support of community economic development;
5. Facilitate resource development and grant writing activities in support of instruction;
6. Oversee community services and contract education;
7. Oversee the Newark Ohlone Center;
8. Oversee expenditure of federal vocational education funds and program reporting requirements;
9. Work collaboratively with all interested parties to develop and coordinate technical preparation programs;
10. Serve as resource to faculty and staff in developing and obtaining funding for special vocational projects;
11. Assist in review of occupational programs;
12. Develop and coordinate comprehensive marketing/public relations programs for occupational programs;
13. Contribute to college strategic planning, continuous evaluation and accountability;
14. Perform other related duties as assigned
1.2.3.3 Executive Dean of College Advancement
(Approved: 8-24-94)
The Position:
Under the direction of the President/Superintendent, this position is responsible for developing, managing, and implementing a comprehensive advancement program that achieves fund development objectives. Serves as the executive director of the Foundation. Performs duties and responsibilities as required or assigned.
Examples of Duties and Responsibilities:
1) Achieve specific fund-raising objectives.
2) Assist the Foundation Board of Directors, the President/ Superintendent, the District Board of Trustees, and the management team in developing an integrated fund-raising approach which supports the financial needs and long-range development objectives of the District.
3) Collaborate with the management team and appropriate institutional committees to target areas and identify projects for funding, ensuring that they are consistent with the educational goals of the College.
4) Work closely with the Director of Public Information to develop and implement community development programs and activities that communicate the District/Foundation fund-raising goals to the community.
5) Develop an annual work plan and budget for fund development, monitor operating costs, and keep management and Foundation appraised of progress.
6) Participate in community events; develop and maintain effective relationships with business and community leaders.
7) Develop and direct a comprehensive fund-raising program including an annual campaign, planned giving, special events, major gifts, mail campaign, capital campaign, and coordinate the identification and successful application for grants.
8) Organize, develop the budget for and administer the advancement office and supervise staff.
9) Develop and implement an appropriate recognition program to acknowledge donors and volunteers; work effectively with volunteers.
10) Identify potential fund-raising sources and expand the organization's donor base, coordinate with District staff to maximize the effectiveness of fund-raising efforts and grant procurement effort.
11) Organize and staff meetings of the Foundation.
12) Assume other related responsibilities and perform other duties as assigned.
13) Identify staff, coach and mentor faculty and staff in the writing of applications, and edit final proposals.
Desirable Qualifications:
Education: B.A. degree with an emphasis in organizational development, sales, marketing, or other related areas. M.A. degree preferred.
Experience: Three years of successful experience in documented fund-raising; minimum of one year of supervision of full-time or volunteer staff; or combination of education and experience which would provide the required expertise.
Knowledge: Fund-raising methods and activities employed in academic and/or community-based nonprofit organizations, methodology of public relations. Grant sources and requirements for successful procurement of grants.
Skills and Abilities: Exceptional writing and oral communication skills. Knowledge of the local community and the potential and existing fund-raising sources. Ability to promote the Foundation, to motivate staff and volunteers, and to apply initiative and creativity in developing, maintaining, and upgrading fund-raising programs. Ability to coordinate the grant procurement process by identifying staff, coaching and mentoring staff in the writing of applications and editing final proposals.
License Required: California Motor Vehicle Operator's license to be valid throughout employment.
(Approved: 5-16-84; May 1989; Amended: 12-10-97; 4-l3-88; 7-22-98)
DEFINITION
Under general direction, to direct, manage, supervise and coordinate the programs and activities of assigned instructional or counseling programs within the Instruction or Student Services Division; to coordinate assigned activities with other College departments, divisions, and outside agencies; and to provide highly responsible and complex administrative support to the Vice President or designee.
SUPERVISON EXERCISED
Exercises direct supervision over professional, technical and clerical staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
When assigned to any position:
Supervise and oversee the coordination of all services and activities of the assigned programs;
Participate in the development of and manage the implementation of goals, objectives, policies, and priorities for assigned programs; recommend to appropriate management staff appropriate service and staffing levels within Divisional policy; recommend and administer policies and procedures;
Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load; identify opportunities for improvement and review with the Vice President; implement improvements;
Select, develop, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; participate in discipline and termination procedures;
Plan, direct, coordinate, and review the work plan for the assigned programs; meet with staff to identify and resolve problems; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures;
Assures compliance with College, special program and grant, and local/state/federal regulations, laws and policies;
Participate in the development and administration of the area budgets; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; direct and implement adjustments as necessary;
Serve as a liaison for the assigned programs with other College departments, divisions, and off-campus agencies;
Provide staff assistant to the Vice President or designee; conduct, prepare, and present a variety of organizational studies, surveys, analyses, staff reports and other necessary correspondence and reports;
Participate on a variety of boards and commissions; attend and participate in professional group meetings; stay abreast of new trends and innovations;
Respond to and resolve difficult and sensitive inquires and complaints; serve as resource for faculty and staff regarding student behavior and concerns.
When assigned to Instructional Areas:
Assume responsibility for a cohesive relationship with other District officials and staff in student service matters related to assigned programs; direct students to resources in and may actively participate in student guidance, placements, financial support and learning resources;
Assume responsibility for the development and evaluation of curricula and quality instructional programs in assigned areas;
Coordinate the selection, use and maintenance of equipment and facilities assigned to the division; may identify, negotiate and contract for educational facilities and locations;
Coordinate the academic division's efforts to recruit and retain students; coordinate the development, review and revision of divisional publications, publicity, and other community relations activities;
Develop and coordinate course schedules;
Teach courses as assigned;
Lead and participate in the activities of advisory committees.
When assigned to Student Services Areas:
Direct services related to educational counseling; supervise and oversee student advising and assistance;
Responsible for the development, implementation, supervision, and evaluation of student programs and services, including, but not limited to specially-funded programs and specialized instruction and services to targeted academically disadvantaged students, students with physical, communicative, and learning disabilities, and re-entry/single parents;
Coordinate with Instructional Divisions for the development and implementation of curriculum for the special programs;
Supervise and oversee personal development classes; direct and provide workshops for personal and social counseling of students;
Provide for special projects and efforts for underrepresented students and special student and staff groups relative to student needs and success;
Serve as liaison with area high schools including counselor outreach, high school/college counselor workshop, and coordination with other college/high school activities.
When assigned to Fine, Performing, and Language Arts:
Arts administration principles and practices; music and drama production principles and practices; oversee music and drama productions.
When assigned to Contract and Community Education:
Develop and implement marketing plans for contract and community education activities, economic development programs and special projects to local business, non-profit entities, and the general public;
Direct the coordination of the logistics of program delivery such as client needs assessments, custom curriculum development, personnel contracts, staffing, scheduling, registration, books, instructional materials; collaborate with appropriate college departments and programs;
Generate program revenues sufficient to cover all associated costs of the program including salaries, benefits and overhead for the staff and supply needed.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as required.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of Operational characteristics, services and activities of an instructional or counseling program; organizational and management practices as applies to the analysis and evaluation of programs, policies, and operational needs; current complex principles and practices of instructional or counseling program development and administration; principles and practices of budget preparation and administration; principles of supervision, training and performance evaluation; pertinent federal, state, and local laws, codes and regulations including the Education Code; comprehensive knowledge of the assigned discipline; principles and practices of curriculum development and instructional teaching strategies; management principles and practices including understanding of human resources; current trends, research and developments in the assigned areas.
Skill to Learn to operate modern office equipment including computer equipment.
Ability to Provide professional leadership and direction for the assigned programs; learn, interpret and apply District policies and procedures; manage, direct and coordinate the work of assigned staff; select, supervise, train, and evaluate staff; recommend and implement goals, objectives, and practices for providing effective and efficient services in the area of assignment; prepare clear and concise administrative and financial reports; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; research, analyze and evaluate new service delivery methods, procedures and techniques; interpret and apply federal, state, and local policies, procedures, laws and regulations; be sensitive to, and have an understanding of, the diverse academic, socioeconomic, cultural, and ethnic background of community college personnel and students; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Experience and Education Guidelines Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience Five years of responsible education related experience including two years of teaching or counseling experience.
Education A Masters degree from an accredited college or university with major course work preferred in assigned educational field, counseling, or a related field.
Special Requirements Essential duties require the following physical abilities and work environment: Ability to work in a standard office environment.
Deans (205 Workdays)
(Approved: 5-16-84; Amended: 4-13-88)
The Dean is directly responsible to the Vice President, Instruction for coordination and efficient management of assigned instructional programs. These programs include a related group of departments which may serve students with immediate career objectives as well as students who are preparing for transfer to a four-year college or university. Deans have responsibilities for day and evening programs. This administrator will also have selected teaching assignments.
Duties:
A. Develop and manage the achievement of division goals and objectives.
B. Accountable for the development and evaluation of curricula and quality instructional programs.
C. Initiate and/or facilitate staff evaluation and professional development activities.
D. Prepare studies, surveys, analyses, and required reports.
E. Identify staffing needs and assume responsibility for the selection of full- and part-time staff.
F. Responsible for cohesive relationships with other college officials and staff in student services matters related to their areas-specifically, active participation in student guidance, placement, financial support, and learning resources.
G. Teach courses as assigned.
H. Develop and coordinate course schedules.
I. Responsible for participation and leadership in the activities of advisory committees.
J. Prepare and monitor area budgets.
K. Responsible for coordination of activities of the division in off-campus matters.
L. Perform other duties as assigned by the Vice President, Educational Services/Deputy Superintendent.
1.2.4.2 Assistant Dean, Student Services
(Approved: 7-28-82; Amended 4-l3-88)
The Assistant Dean, Student Services, is responsible to the Vice President, Student Services, for administration and coordination of the assigned areas of student services and instruction-related programs. Areas supervised are comprehensive in nature, serving students with immediate career objectives as well as students who are preparing for continuing study.
This Assistant Dean supervises those who have immediate responsibility for the activities of counseling services, career planning and placement, disabled student services/veterans' services, tutoring services, interpreting services, Gallaudet Regional Center, and personal development courses.
Primary Areas of Responsibility:
Administers the continuing development, revision, implementation, and evaluation of the College matriculation plan.
Oversees the Gallaudet University Regional Center.
Maintains ongoing relations with district high schools and provides for community enrollment efforts.
Supervises transfer, articulation, and retention services. Oversees deaf service components of counseling, job placement, and interpreting services.
Examples of Duties:
A. Supervise and aid in the development of objectives, plans, curricula, procedures, and assessment of outcomes for assigned programs and services.
B. Initiate and facilitate staff evaluation and professional development activities.
C. Prepare budget requests and review budget and expenditure requests with the Vice President, Student Services, in accordance with District practices and guidelines.
D. Maintain, analyze, and report enrollment, contacts, and/or program evaluation information for the assigned areas.
E. Identify staffing needs and coordinate related proposal and selection process in accordance with District procedures.
F. Carry out studies, surveys, analyses, and required reports relative to assigned areas.
G. Chair and/or serve with standing and ad hoc committees as needed.
H. Represent Student Services and related instructional areas on the Instructional Council.
I. Chair and schedule Admissions Committee meetings and implement committee decisions.
J. Coordinates with instruction on updating of curricula, the College catalog, and schedules of courses.
K. Manage VEA funds and programs assigned to Student Services.
L. Pursue grant and other external funding for support of programs and services in accordance with District procedures.
M. Serve as Acting Vice President, Student Services, as assigned, in the absence of the Vice President, Student Services.
N. Perform such other duties as may be assigned by the Vice President, Student Services.
Qualifications:
A. Master's degree in higher education, behavioral sciences, or related area.
B. Have or be eligible for California Community College Supervisor Credential.
Desired Qualifications:
A. Three years of recent full-time administrative experience in student services in higher education.
B. Experience and education which indicate that the candidate has the knowledge and ability to develop and carry out student services in a community college.
C. Knowledge of or willingness to learn basic sign language skills.
1.2.5.1 Vice President, Business Services/Deputy Superintendent
(Approved: 7-28-82; Amended: 4-13-88; 7-22-98)
The Vice President, Business Services/Deputy Superintendent is the chief fiscal officer of the District and is directly responsible to the President/Superintendent for the fiscal planning and management of all District financial resources, disbursements, and accounting. This position has the responsibility for recommending policies and implementing efficient operational procedures related to local taxation, state financial support, federal funding, and other sources of income.
In close collaboration with the President/Superintendent and the Vice President, Educational Services, will develop and maintain a budgetary process which will permit sound financial policy decisions, and will help the staff understand the relationship between the College's goals and its resources. This position shall provide sound financial guidance to student organizations, but should not assume responsibility for program policy.
The Vice President, Business Services/Deputy Superintendent, is responsible for the efficient management of Maintenance/Operations and computer systems, including the telephone and communications systems, and auxiliary enterprises.
Duties
May serve as acting President/Superintendent in the absence of President/Superintendent as assigned;
Serves as financial agent of the District;
Assists the President/Superintendent in formulating business policies to be recommended to the Governing Board, and advises the President/Superintendent and the Trustees on the legal aspects of fiscal operations;
Prepares and revises the annual budget, the Student Association budget, and budgets for other funds under the control of the District;
Sets up and maintains an accurate accounting system and supervises the accounting of all District, Student Association, and other funds under the control of the District;
Accounts for the receipt of all income and payment of all obligations;
Prepares financial reports as required by the Governing Board, President/Superintendent, county, and state offices;
Coordinates the annual District audit and the implementation of the auditor's recommendation;
Supervises all maintenance and construction contracts and the District's facilities development and building construction program, including preparation of all planning documentation, coordination of architectural proposals for construction of new facilities or remodeling of existing facilities;
Responsible for the maintenance, repair, and upkeep of all District buildings, property, equipment, and vehicles, including the supervision of maintenance, custodial, and groundskeeping staff;
Coordinates and enforces District policies regarding the placement of permanent and temporary signs on the campus;
Supervises the warehousing and stores activities and maintains a perpetual inventory of all properties of the District and the Student Association;
Coordinates and supervises the planning and maintenance of the District's computer system, including telecommunications;
Supervises the operation of auxiliary enterprises;
Responsible for approval of purchase orders for items included in the annual budget. Purchases all equipment, supplies, and properties for the District; provides legal documentation and notices; and supervises competitive bidding procedures;
Responsible for adequate insurance coverage of all District property and personnel;
Performs other duties as assigned by the President/Superintendent.
1.3 EMERITUS STATUS - CERTIFICATED STAFF
(See Section 3.l0)