Academic Data Specialist

Ventura County Community College District

Academic Data Specialist
Ventura County Community College District

Salary: $63,480.00 – $87,540.00 Annually
Job Type: Classified
Job Number: 2024-00162
Location: Districtwide (Ventura County CA), CA
Department: Districtwide
Closing: 6/25/2024 11:59 PM Pacific


Under the general supervision of an assigned supervisor, perform a wide variety of duties pertaining to the development, maintenance, and implementation of the college catalog, schedule of classes database, curriculum database, degree auditing system, and other instructional-related databases.

There is currently one full-time (12 months/year, 100%) vacancy located at Ventura College.

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, temporary and regular vacancies for the duration of the list, not to exceed one year.

Established in 1925, Ventura College was one of the first community colleges in California and currently has an enrollment of 14,500 students. Located approximately 60 miles north of Los Angeles and 30 miles south of Santa Barbara, the 112-acre campus is set in the rolling hills of Ventura – so close to the ocean that there is a clear view of the Channel Islands from several spots on campus.

More information can be found on the Ventura College website.

The Ventura County Community College District (VCCCD) is a public community college district serving residents through Ventura County. VCCCD’s three colleges – Moorpark College, Oxnard College, and Ventura College – offer programs for transfer to four-year colleges and universities; career technical training, basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement.

The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promotes academic excellence and creates an inclusive educational and work environment for its employees, contractors, students, and the community it serves. With the understanding that a diverse community fosters multi-cultural awareness, promotes mutual understanding and respect, and provides role models for all students, VCCCD is committed to recruiting and employing a diverse and qualified group of administrators, faculty, and staff members who are dedicated to the success of all college students.

The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

New Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule.
Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary.
Advance step placement may be granted depending on related education and experience

New and current employees may be eligible for advanced step placement as outlined in Section 290 – SALARY PLAN in the Rules of the Personnel Commission for Classified Employees (Download PDF reader).

Representative Duties

Perform transcription of course catalog and degree information into degree auditing system using a rules and structured-based scribing process; review discrepancies and update transcriptions to ensure accuracy. E

Facilitate the production of the schedule of classes for on-campus and off-campus instructional programs; generate a variety of enrollment data reports. E

Evaluate, analyze, and verify data to ensure accuracy and integrity; input, process, and maintain a variety of records as requested; retrieve information from databases for a variety of purposes; access data in desired format using open database connectivity (ODBC) enabled products. E

Create and maintain schedule, catalog, and curriculum related databases for all courses and programs; verify course outline and program of study requirements including units and hours of scheduled time, course title/number, minimum qualifications, prerequisite, co-requisite, recommended preparation, attendance methods, material fees, and transferability; verify and submit Management Information Systems (MIS) local and State data. E

Calculate and enter faculty assignments; calculate department chair reassigned time and salary; prepare flex obligation forms for contract and non-contract faculty; update instructor assignments and account information and provide other needed course data; update and maintain source documents. E

Coordinate and schedule facility use for off and on-campus classes and programs. E

Participate in districtwide efforts to standardize statistical reporting; confer with staff and various committees in order to identify appropriate data sources for reporting requirements and to improve the accuracy and integrity of data reported. E

Provide data input training and technical assistance on degree auditing and database systems to staff and faculty as needed; test and troubleshoot new software releases and updates. E

Initiate rollover procedures for each new term’s schedule and update preschedule error report; coordinate the accurate publication of the electronic and/or hardcopy schedule to the website; utilize web design software to update associated campus webpages where applicable. E

Utilize desktop publishing software to prepare and maintain the college catalog; update curriculum and mandated changes; ensure accuracy of course data. E
Respond to inquiries from the public, faculty, administration, and other employees regarding classes. E

Serve on a variety of committees related to course/catalog maintenance. E

Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E

Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. E

Perform other duties as assigned.

E = Essential duties

Minimum Qualifications

Graduation from high school or evidence of equivalent educational proficiency AND four years of clerical experience including experience inputting data, retrieving data, and generating reports in a database.


An associate degree from a recognized college or university AND three years of clerical experience including experience inputting data, retrieving data, and generating reports in a database.


An associate degree from a recognized college or university with coursework in database applications, computer programming, database development, computer applications, or a related field AND two years of clerical experience including experience inputting data, retrieving data, and generating reports in a database.


A bachelor’s degree from a recognized college or university AND two years of clerical experience including experience inputting data, retrieving data, and generating reports in a database.


A bachelor’s degree from a recognized college or university with coursework in database applications, computer programming, database development, computer applications, or a related field AND one year of clerical experience including experience inputting data, retrieving data, and generating reports in a database.

Supplemental Information


This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by the posted deadline date on this bulletin.

The examination process may consist of any of the following components:

A) Training and Experience Evaluation = Qualifying (pass/fail)

B) Technical Interview = 100% weighting on final score


A T&E is an assessment of training and experience, beyond the minimum requirements, that has prepared the candidate for the position as evidenced in the application materials. Please be sure to answer every component of each supplemental question as your responses will be scored and serve as your score on the training and experience (T&E) evaluation.

The candidates with the highest passing scores on the T&E will be invited to the technical interview.


Date Range: Monday, July 15, 2024 – Friday, July 19, 2024

Location: Zoom

The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email.


Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

PLEASE BE AWARE THAT ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NO LONGER BE ABLE TO MAKE REVISIONS. If additional versions of your application are submitted, only the most recent will be considered.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Duration of work experience is calculated based off a standard 40-hour full-time work week. Part-time work experience will be prorated based on a 40-hour full-time work week. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience.


Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran’s credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.


All appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion.


Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodation should document this request in an email to including an explanation as to the type and extent of accommodation needed to participate in the selection process.


If a degree/coursework is used to meet minimum qualifications, an official copy of your transcripts will be required upon hire. If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. Visit the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education to search for institutions that are recognized as accredited. If you need your transcripts evaluated, please review the list of agencies approved for foreign transcript evaluation (Download PDF reader) (Download PDF reader). If applicable, an official copy of your foreign transcript evaluation will also be required upon hire.

For more information about the recruitment process at VCCCD, including responses to Frequently Asked Questions, please visit our Classified Careers page.

To apply, please visit


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