Job Details

Learning Management System Administrator

Position Number: 9919049
Location: Gilroy, United States
Position Type: Instructional Technology and Design

Learning Management System Administrator

Gavilan College

Salary: $40.11 - $49.73 Hourly

Location: Gilroy Campus

Job Type: Full-Time

Job Number: 202500200

Department: Distance Education

Closing: 11/13/2026 11:59 PM Pacific

Bargaining Unit: CS

Definition

Under the direction of the Director of Library, Learning Resources, and Distance Education, the Learning Management System (LMS) Administrator serves as the primary technical authority for Gavilan College's learning management system platform. This full-time, classified position is responsible for the comprehensive administration, configuration, maintenance, security, and ongoing improvement of the LMS environment that supports online, hybrid, and web-enhanced instruction throughout the college. The LMS Administrator is integral to ensuring that Gavilan's digital learning environment is available, accessible, compliant, and continuously evolving to meet the needs of a diverse student population and instructional faculty.

Distinguishing Characteristics

THE IDEAL CANDIDATE:

The ideal candidate will be an experienced technology professional with strong technical expertise in LMS administration and a clear understanding of how technology supports teaching and learning in a higher education environment. They will have a strong commitment to education and the mission of the College, to providing excellent service to faculty and students, and to continual improvement in the systems and services that support instruction. The successful candidate will bring hands-on experience administering a complex LMS, managing integrations and data flows, troubleshooting system and user issues, and working with technologies such as LTI, APIs, SIS integrations, authentication systems, and accessibility tools. They will support active, innovative, and collaborative approaches to meeting faculty and student needs and will continually evaluate emerging technologies and practices to identify effective resources and services for the campus community. They will also be a patient and responsive communicator with strong oral and written communication skills and the ability to explain technical information clearly to users with varying levels of technical expertise. They will demonstrate sound judgment in matters involving student data privacy, security, accessibility, and regulatory compliance and will work collaboratively with faculty, Information Technology, and other campus partners.

Essential Duties

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.

LMS Platform Administration & Maintenance

Serve as primary system administrator for the institutional LMS (e.g., Canvas or equivalent), including all back-end configuration, system settings, institutional customizations, and platform governance.
Monitor system health, server performance, uptime, and error logs; respond to and resolve system alerts in a timely manner.
Plan, test, schedule, and execute LMS software upgrades, patches, and hotfixes in coordination with the vendor and IT Team; communicate maintenance windows to stakeholders.
Work with the IT Team?to manage user roles, permission structures, authentication integrations (SSO/SAML), and account provisioning/deprovisioning workflows.
Maintain detailed technical documentation, including system configuration records, change logs, integration inventories, and disaster recovery procedures.
Serve as the primary liaison with the LMS vendor for technical support escalations, licensing, contract compliance, and roadmap planning.
Conduct regular audits of system settings, inactive accounts, stale course shells, and storage utilization; perform routine database and content cleanup.
Collaborate with the IT Team during high-demand periods, system outages, special projects, or staff absences, functioning as a knowledgeable cross-departmental technology resource.
Manage LMS-related infrastructure matters including server hosting, network access, SSL certificates, and integration authentication.

B. LTI Tool Vetting, Installation & Lifecycle Management

Research, evaluate, and formally vet proposed third-party LTI tools for educational efficacy, security posture, privacy compliance, accessibility, and technical compatibility prior to any institutional deployment.
Manage the complete LTI tool lifecycle: procurement review, institutional approval coordination, installation, configuration, user acceptance testing, staged rollout, ongoing monitoring, and decommissioning.
Maintain a centralized LTI tool registry documenting all active integrations, associated Data Processing Agreements (DPAs), vendor FERPA compliance attestations, accessibility certifications (VPATs), and renewal dates.
Collaborate with faculty, instructional designers, and department chairs to assess new tool requests and align deployments with instructional goals and college policy.
Conduct annual reviews of all active integrations to evaluate continued educational value, vendor viability, compliance standing, and cost justification.
Configure LTI 1.3/LTI Advantage implementations including deep linking, Names & Roles Provisioning Services (NRPS), and Assignment & Grade Services (AGS).

C. FERPA Compliance & Student Data Privacy

Ensure all LMS configurations, data workflows, API connections, and third-party integrations fully comply with the Family Educational Rights and Privacy Act (FERPA) and applicable California student privacy laws (including SOPIPA and CCPA/CPRA as applicable).
Review, negotiate where appropriate, and maintain records of vendor Data Processing Agreements (DPAs), FERPA school official designations, and student data sharing disclosures.
Serve as a subject matter expert and resource for faculty and staff regarding FERPA obligations as they relate to online course delivery, gradebook management, and digital tools.
Participate in the college's response to student educational records requests, data breaches, and privacy incidents involving the LMS or integrated platforms.
Develop and deliver FERPA compliance awareness materials and training for LMS users and new faculty as needed.
Monitor regulatory developments and update institutional practices to reflect changes in federal or state student privacy law.

D. Accessibility Compliance

Ensure the LMS interface, course templates, integrated tools, and all institutionally published digital content meet or exceed Section 508 of the Rehabilitation Act and Web Content Accessibility Guidelines (WCAG 2.1 Level AA) standards.
Conduct periodic accessibility audits of the LMS environment and integrated platforms using automated tools (e.g., WAVE, axe) and manual review; document findings and drive remediation.
Evaluate Voluntary Product Accessibility Templates (VPATs) and Accessibility Conformance Reports (ACRs) as a required component of the LTI vetting process.
Collaborate with the Accessible Education Center (AEC), instructional faculty, and IT to identify and resolve accessibility barriers encountered by students with disabilities.
Develop resources, templates, and training materials to support faculty in building and maintaining accessible online course content within the LMS.
Stay current with evolving accessibility regulations, guidelines, and best practices in higher education technology.

E. Enrollment & Course Management

Work with the IT Team to administer automated and manual student enrollment processes, ensuring accurate and timely synchronization between the Student Information System (SIS) and the LMS throughout all enrollment periods.
Manage course shell creation, cross-listing, section merging, blueprint course synchronization, and enrollment roster maintenance for credit, noncredit, and continuing education offerings.
Troubleshoot and resolve SIS-to-LMS data sync errors, missing enrollments, duplicate accounts, and grade passback failures in coordination with Admissions and Records and IT.
Process faculty, staff, observer, and guest access requests; manage role assignments and access permissions throughout the academic year.
Coordinate with the Registrar, department schedulers, and Admissions staff to align LMS course availability with the institutional academic calendar and add/drop deadlines.
Archive and manage concluded course data in accordance with the college's records retention schedule and FERPA requirements.

F. Help Desk Support & Troubleshooting

Assist the Distance Education Coordinator in delivering technical support to faculty, students, and staff for all LMS-related issues via phone, email, ticketing system, and in-person channels.
Diagnose and resolve complex technical problems related to course access, multimedia content, assignment submission, grading tools, video integration, and third-party LTI tools.
Maintain and continuously improve a support knowledge base including FAQs, how-to guides, video tutorials, and troubleshooting flowcharts accessible to all user groups.
Track and manage support tickets through the college's helpdesk platform; analyze ticket data to identify recurring issues, systemic failures, and opportunities for preventive improvement.
Provide proactive communication to the college community regarding known issues, scheduled maintenance, and available workarounds.
Participate in on-call or extended-hours support during critical periods including semester start, finals, and major system events, as operationally required.

G. New Feature Rollout & Continuous Improvement

Manage the end-to-end planning, piloting, and staged rollout of new LMS features, tools, and platform updates, including stakeholder communication plans, faculty training, and post-launch feedback collection.
Design and facilitate training workshops, webinars, one-on-one sessions, and self-paced instructional resources for faculty and staff on LMS features, digital pedagogy tools, and best practices for online instruction.
Collaborate with the Distance Education Coordinator to evaluate emerging educational technologies, conduct needs assessments, and make evidence-based recommendations for platform investments.
Represent the Distance Education Department on relevant institutional committees (e.g., Technology Advisory, Distance Education, Curriculum) as assigned.
Contribute to the Distance Education Department's annual program review, technology planning documents, and institutional effectiveness reporting.
Participate in joint IT/Distance Education planning efforts for institutional technology upgrades, migrations, and implementations that affect learning technology systems.
Perform related duties and responsibilities as assigned.

Minimum Qualifications, Education, and Experience

MINIMUM QUALIFICATIONS:
Knowledge of:

LMS platform architecture, administration, role configuration, and system maintenance workflows.
LTI standards and specifications, API-based integration patterns, SIS data structures, flat-file and API-based import/export processes, and enrollment automation methodology.
Web accessibility testing methodologies, assistive technology compatibility, and VPAT evaluation.
Student data privacy regulatory frameworks: FERPA, SOPIPA, CCPA/CPRA, and related California Education Code provisions.

Skill in/Ability To:

Ability to independently prioritize, plan, and manage multiple concurrent projects and support requests in a fast-paced environment.
Demonstrated problem-solving skills with a methodical, evidence-based approach to diagnosing complex technical issues.
Capacity to work effectively both independently with minimal supervision and as a cooperative member of a small, collaborative team.
Commitment to continuous professional development and self-directed learning in a rapidly evolving technology landscape.
Strong interpersonal skills and cultural competency to serve a diverse community college population with patience and equity-mindedness.
Ability to interpret and apply relevant laws, regulations, policies, and procedures accurately and consistently.

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:

Bachelor's degree in information technology, computer science, instructional technology, or a closely related field, or an equivalent combination of education and directly related experience sufficient to demonstrate the required knowledge and abilities.

Minimum of two (2) years of demonstrated hands-on experience administering a learning management system (e.g., Canvas, Blackboard, etc.) in a higher education, K-12, or comparable institutional environment.

PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are:

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 provided to enable individuals with disabilities to perform the essential job functions

The primary work environment is an office setting. The standard work schedule is 40 hours per week, 12 months per year, with a specific daily schedule established by the supervisor. Occasional evening or weekend hours may be required during semester-start enrollment periods, critical learning management system (LMS) maintenance windows, major system upgrades, or emergency IT response situations. The position is primarily sedentary and requires extended periods of computer use, with occasional light physical activity associated with moving or setting up computer equipment weighing up to 25 pounds. Travel to off-site locations or professional learning events may be required as needed. Following successful completion of the initial probationary period, a hybrid remote work arrangement may be considered in accordance with District policy and procedures, operational needs, and supervisor approval.

NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

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

All applicants for faculty and academic administrator positions must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency. (Download PDF reader)

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

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To apply, please visit https://www.schooljobs.com/careers/gavilan/jobs/5527731/learning-management-system-administrator

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