Job Details

Director, Institutional Research and Planning

(Position Number: D70002)

Posting Closing Date: Friday, April 5, 2024

Full-Time 12-month Position (1.0 FTE)

40 hours per week plus benefits

Salary Range: Management Salary Schedule, Track 5

(Currently: $118,260.98 - $153,952.99)

About Gavilan:

Located in the heart of California between San Jose and Monterey, Gavilan College's main campus in Gilroy serves a diverse student population in a beautiful, park-like setting. In addition, we have campus centers located in Hollister, San Martin, and South San Jose, which offer students a variety of courses and programs. Our community recently voted to pass Measure X, a bond to renovate the main campus and build a full-service campus in Hollister. Gavilan is proud to meet the needs of our growing community, offering high-quality education in more than 70 transfer-related fields and over 30 industry-relevant career pathways. In 2023, we awarded over 1,200 Associate Degrees/career education certificates.

Gavilan College, a Hispanic Serving Institution with a 60% Latinx student population, is committed to achieving educational equity for all students. We work to provide students with a rich and relevant learning experience that emphasizes student engagement in and out of the classroom, encouraging students of all ethnic and socioeconomic backgrounds to realize their goals and become socially responsible leaders. When you join our team at Gavilan College, you will become part of an innovative and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, administration, students, and community partners.

Gavilan College fosters justice, equity, diversity, and inclusion through its Principles of Community. As a member of the Gavilan College community, you will join us in valuing the worth and dignity of every person, the pursuit of truth, devotion to excellence, and the principles of democratic citizenship. All Gavilan employees strive to maintain these ideals in an environment of inclusiveness and mutual respect. We live these shared Principles of Community and work collaboratively to serve as a model of an exemplary, student-centered community-serving college.

Ideal Candidate:

Gavilan College is committed to recruiting individuals that embody our Principles of Community by:

• actively demonstrating a commitment to embracing and celebrating diversity;


• committing to collaboration, effective communication and the development of strong working relationships;


• promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and


• demonstrating commitment to a college that prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who can reframe inequities as a problem of practice. In addition, they can demonstrate a commitment to student-centered practices, effective cross-disciplinary and cross campus collaboration, transparent decision-making, and purposeful service to the community. The ideal candidate will understand the importance of and embrace shared governance at all levels of decision-making at the college.

The ideal candidate must have the skills and knowledge to provide leadership, vision, and direction to establish a comprehensive Institutional Effectiveness department centered on student equity at Gavilan College. The candidate must have strong skills in extracting and validating data from the college's Student Information Systems and generating analytical reports to inform the President's Executive Cabinet and the college community. Strong knowledge of the Student-Centered Funding Formula (SCFF) and enrollment management principles are required. The ideal candidate must be able to promote institutional effectiveness through continuous evaluation for improvement. They must have experience leading college planning projects and committee work and navigating participatory governance structures. Candidates must have strong written, oral, and public speaking skills. Equity-minded applicants with experience working in a dynamic environment and who understand the value of serving a diverse student population are encouraged to apply.

The Position:

Are you interested in creating an exceptional educational environment for students who are part of a dynamic, inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to reach their potential through innovative, structural change, we invite you to apply for the Director, Institutional Research and Planning. At Gavilan College, we welcome your commitment to fostering a learning environment where resources are devoted to developing opportunities for students to break barriers and thrive as scholars and community members.

Under the direction of the Superintendent/President, provide leadership, vision, and direction for a comprehensive District-wide institutional effectiveness program; administer, coordinate, and communicate college-wide planning and evaluation to foster data-informed decision-making across the institution; oversee strategic and integrated planning, program review, institutional research, and grant development processes; promote institutional effectiveness through continuous evaluation for improvement; develop, implement and direct institutional research and planning projects to provide information about the District's students, programs, and organizational effectiveness; supports enrollment management with quality data; supervise and evaluate the performance of assigned staff.

Distinguishing Characteristics:

Develops, maintains, and uses institutional databases to support decision-making, budgeting, assessment and evaluations, accreditation, educational master planning, program review, enrollment management and trend analysis, student equity and student success studies. This leadership position requires the ability to work independently in a complex, fast-paced environment with a high level of accuracy, reliability, and collaboration.

Essential Duties: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

• Provide leadership and consultation to faculty, staff, committees and others concerning institutional effectiveness, planning, accreditation, student learning outcomes, student equity and student support, and decision-making activities; respond to inquiries, resolve issues, and provide detailed and technical information concerning related data, research, projects, reports, practices, programs, policies and procedures in compliance with local, State and Federal requirements; research trends in community-based demographics, education, and a variety of other information used to support decisions.


• Serve on President's Extended Cabinet and collaborate with Cabinet members, college shared governance committee members, and others in reviewing, interpreting, and determining implications of District practices and measures of institutional effectiveness; coordinate and participate in the development and analysis of related data; provide District leadership in promoting the use of data and information in decision-making activities.


• Coordinates the strategic planning process that integrates program review, unit planning, divisional planning and college-wide planning which establish annual and long-range goals.


• Provides college stakeholders with data projections and forecasting for strategic enrollment management goals and principles as it relates to meeting college long-term Full-Time Equivalent Student (FTES), Guided Pathways and the Student-Centered Funding Formula (SCFF) goals.


• Coordinate, develop, implement, and conduct surveys, and studies in support of District needs, goals and objectives; perform analysis and preparation of reports based on these surveys; develop and administer the District's research agenda in collaboration with the President and Vice Presidents.


• Provide guidance, coordination, and leadership for institutional research, including research methodology, data analysis, and statistics, developing recommendations and actionable strategies and providing details and technical research and planning reports; assist staff in developing research instruments for data collection and assessment; interpret and present the findings of research studies, plans, and reports to a variety of audiences with varying levels of understanding and knowledge about institutional research and planning, including the District Governing Board, administration, faculty and staff, community members, and Federal and State agencies.


• Plan and coordinate professional development and in-service training for staff, faculty, and administrators in areas such as enrollment management, integrated planning, program review, and other topics as needed.


• Oversees the planning, organization, implementation, and evaluation of a comprehensive and integrated institutional research program and evidence-based planning process that leads to college dialogue about effectiveness and continuous improvement.


• Initiates and conducts ongoing dialogue of the college's performance with respect to outcomes assessments in the academic, student services, and administrative area levels.


• Collaborate and communicate with faculty, staff, and administrators to provide research, analysis and reporting of institutional statistics, internal and external administrative reports, student profile data, student success data, and other information to assist with institutional planning and decision-making.


• Assists with evaluating the impact of student success initiatives as they relate to the college's Strategic Plan, Guided Pathways, and other efforts.


• Engages the wider college community in conversations about planning practices and principles to increase user understanding.


• Prepares institutional effectiveness reports for the college and helps the college community understand how to utilize the information in such reports for their specific planning purposes.


• Facilitates college dialogue in understanding and implementing planning system and resource allocation at all levels.


• Makes recommendations to key stakeholders regarding directions the District should take in the areas of educational planning.


• Cultivates the institution's research capacity and data analytic capabilities.


• Train, supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination, and disciplinary actions; develop, monitor, and evaluate staffing needs.


• Assists with grant-writing and review as needed.


• Conducts and updates college planning assumptions.


• Prepare a variety of mandated and requested District, State and Federal reports related to the Integrated Postsecondary Education Data System (IPEDS); provides coordination, leadership, planning, control, and data for various other reports pertaining to institutional effectiveness, strategic and institutional planning, and decision-making, and evaluating key performance indicators for Districtwide quality improvement.


• Assists the college's accreditation liaison officer (ALO), facilitating college dialogue through all aspects of improvement related to the Accrediting Commission for Community and Junior Colleges (ACCJC) accreditation process.


• Remains current on ACCJC standards and processes and informs the college community of changes.


• Assists with the preparation and submission of all required reports to ACCJC.


• Oversees the submission of IPEDs and assist with California Community College Chancellor's Office Management Information Systems (MIS) reporting.

Minimum Qualifications Education and Experience:

Knowledge of:

• Theories and principles of research design, methodology, sampling, descriptive and inferential statistics, report writing and qualitative and quantitative analysis, and research strategies.


• Program review, student learning and/or service area outcomes, institutional dialogue, and continuous quality improvement.


• Student Centered Funding Formula (SCFF) elements.


• Software and models including current technical aspects of data mining, information management and other related web-based technologies.


• Computer software associated with research, such as spreadsheet, statistical software, data warehousing, databases, inter/intranet, operating systems, networks, and other emerging technologies, etc.


• Grant writing and reporting


• Planning principles, especially in relation to higher education.


• Resource development and budget preparation and control.


• External data reporting, such as IPEDS and MIS.

Skill in/Ability to:

• Communicate effectively both orally and in writing; establish and maintain cooperative and effective working relationships; make presentations to large and small groups.


• Exercise leadership in the areas of research, planning, and institutional effectiveness.


• Plan, coordinate and conduct research, studies, and surveys related to assessment, planning, and evaluation of college programs.


• Utilize an integrated planning process to ensure that the Campus develops and implements master plans, strategic plans, enrollment plans, and student equity plans that significantly improve student access and success.


• Possess technical skills to extract data from the college's student information system and establish data validation standards to provide reliable, accurate, and complete data and analysis to inform the President's Cabinet and other academic or non-academic decision-makers about the College's effectiveness in serving students and our communities.


• Prepare data visualizations, analytical reports, and recommendations.


• Interpret, apply, and explain plans, research findings, rules, regulations, policies, and procedures.


• Recruit, train, supervise, and evaluate personnel.


• Plan and organize work effectively to meet schedules and timelines.


• Organize and chair meetings, lead workshops, facilitate group discussions, and work collaboratively and collegially with faculty and staff in idea generation, goal setting, and decision making.


• Have an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, including those with physical or learning disabilities as it relates to differences in learning styles, and successfully foster and support an inclusive educational and employment environment.

Other Requirements:

Must possess a valid California driver's license and have a satisfactory driving record.

Specified positions within this class may require certification of bilingual skills.

Illustrative Education and Experience: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

Graduation from an accredited college or university with a master's degree and at least three years of progressively responsible experience in administering, designing, and effectively maintaining an institutional research program; or at least three years as a Research Analyst or Coordinator in a Research and Planning Department; or an equivalent combination of training and experience.

Physical Characteristics:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Vision sufficient to read computer screens and handwritten and printed documents; manual dexterity to operate keyboards and manipulate papers; speech and hearing to obtain and relay information; and bending and reaching to obtain or replace files and records. This work is performed indoors in a typical office environment.

Application Process:

To be considered for this excellent opportunity the following items are required to be received by the CCC Registry no later than 5:00pm on Friday, April 5, 2024 following CCC Registry website: www.cccregistry.org

1. CCC Registry online application (all sections are required to be completed, Education, Employment History, Professional References, Diversity Statement, and General Information). Apply at www.cccregistry.org *

2. Cover letter detailing how you meet the characteristics specified in the ideal candidate section of the job announcement (2-pages maximum)*

1. Abbreviated Curriculum Vitae or Resume*

*Denotes application materials that are required for full consideration.

As an equal opportunity employer, we are required to compile summary data on applicants. We are requesting your assistance in providing the information on the personal and ethnicity section of your CCC Registry profile. The completion of the questionnaire is voluntary. The form will remain in the Human Resources department and will be kept confidential and separate from all hiring documents. It will not be forwarded to those making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application materials on the CCC Registry website, please contact the CCC Registry directly at registry@yosemite.edu or call (800)245-4157.

Please make sure to contact the CCC Registry at (800)245-4157 AFTER you have applied for this job to verbally confirm that your application materials were submitted correctly and that your application is included in this recruitment.

If you have a verifiable disability and require accommodation to complete the application process, please contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

NON-DISCRIMINATION

Gavilan Joint 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, physical or mental disability and any other status protected by applicable federal and state laws. Applicants who require accommodations to complete the application or interview process, please contact the Human Resources Office at (408) 852-2823 for assistance.