Instructional Design & Systems Administrator

📍 Job Overview

Job Title: Instructional Design & Systems Administrator

Company: California Western School of Law

Location: San Diego, CA, US

Job Type: Full Time

Category: Educational Technology Operations / Learning Management Systems Administration

Date Posted: 2026-03-23T20:52:00

Experience Level: Mid-Level (2-5 years)

Remote Status: On-site

🚀 Role Summary

• Serve as the primary administrator for the Canvas Learning Management System (LMS), ensuring its optimal performance and continuous improvement through feedback evaluation and system updates.

• Manage and maintain the Canvas environment, including user accounts, enrollments (primarily via SIS imports), course shell creation, and integration with various educational applications.

• Apply adult learning theories and instructional design principles to develop engaging and relevant learning materials for both web-based and instructor-led formats.

• Act as the main point of contact for LMS vendor relations, troubleshooting, and issue resolution, ensuring seamless integration with tools like Panopto, Zoom, Turnitin, and others.

• Develop and deliver training resources and sessions for faculty and staff on LMS best practices and new features, enhancing the overall teaching and learning experience.

📝 Enhancement Note: This role sits within the Educational Technology team, focusing on the operational administration and strategic enhancement of the institution's learning technology ecosystem. The emphasis is on system administration, user support, content design, and process optimization within the Canvas LMS framework, aligning with GTM (Go-To-Market) principles of user adoption and continuous improvement.

📈 Primary Responsibilities

• Act as the lead administrator for the Canvas LMS, continuously iterating and improving the system based on user feedback and evolving educational technology trends.

• Oversee the daily operations of the Canvas environment, including managing templates, term calendars, accessibility dates, and monitoring system updates.

• Execute the creation of course shells each term, ensuring timely and accurate setup for faculty and students.

• Manage user accounts and enrollments, with a strong focus on efficient and automated processes via SIS imports.

• Plan, implement, and maintain updates, improvements, and new features for the LMS to maximize utilization and enhance user experience.

• Manage and troubleshoot integrations with critical third-party applications such as Zoom, Panopto, Watermark, Qwickly, Turnitin, Intedashboard, and Examplify.

• Support departmental teaching and learning initiatives by regularly updating student-facing department pages and providing ad-hoc training as required.

• Ensure consistency and quality in the e-learning experience across all courses and programs.

• Serve as the primary liaison with the Canvas LMS vendor for all technical issues, support escalations, and feature requests.

• Process and track learning technology requests via a ticketing system, managing both formal training requests and daily help desk inquiries.

• Stay current with LMS best practices, emerging learning technologies, and relevant industry trends through continuous professional development.

• Develop and generate regular analytical data reports on LMS usage, performance, and user engagement as requested by stakeholders.

• Conduct comprehensive training sessions for new faculty and staff on Canvas LMS functionalities and best practices.

• Maintain and update the training content library, particularly on Lib Guides, ensuring all resources are current and relevant.

• Apply adult learning theories and instructional design methodologies to create compelling and effective instructional materials, including web-based modules and instructor-led content.

• Collaborate with Education Technology staff on ticket management, software support, and the setup/maintenance of classroom technology.

• Foster professional working relationships with various departments across the organization to understand their technology needs and provide tailored support.

• Participate actively in department meetings, committees, and task forces, contributing to strategic discussions and projects.

• Proactively communicate project status, identify potential issues, and report on work progress to the supervisor.

• Perform other assigned duties as a collaborative team member, contributing to the overall success of the Educational Technology department.

📝 Enhancement Note: The responsibilities highlight a blend of technical system administration, user support, and instructional design. The emphasis on "continuous iteration," "maximizing utilization," and "vendor liaison" points to a proactive, results-oriented approach common in operations roles focused on system efficiency and user adoption. The requirement to "process and track learning requests via ticketing system" underscores the operational workflow management aspect of this role.

🎓 Skills & Qualifications

Education: Bachelor's degree in Instructional Design, Educational Technology, Information Technology, or a closely related field. Equivalent combinations of education and relevant experience will be considered.

Experience: A minimum of 4-6 years of dedicated experience in Learning Management System (LMS) administration is desired. Experience working within a higher education setting is strongly preferred.

Required Skills:

• Proven expertise in Learning Management System (LMS) administration, with a strong preference for extensive experience with Canvas.

• Solid understanding of adult learning theories and instructional design principles to develop effective learning content.

• Proficiency in managing user accounts, enrollments, and course structures, particularly through automated processes like SIS imports.

• Experience in integrating various educational technology tools and applications with an LMS (e.g., Zoom, Panopto, Turnitin).

• Strong analytical and troubleshooting skills to diagnose and resolve technical issues promptly and effectively.

• Excellent written and verbal communication skills, essential for training, documentation, and stakeholder interaction.

• Exceptional organizational and time management skills, with the ability to prioritize multiple tasks and manage projects simultaneously.

• Detail-oriented approach to ensure accuracy and completeness in all tasks, from system configurations to report generation.

• Strong problem-solving capabilities, with an aptitude for identifying root causes and implementing practical solutions.

• Superior interpersonal and customer service skills for effective collaboration with faculty, staff, and vendors.

Preferred Skills:

• Canvas Certified Administrator certification is highly preferred, or a strong willingness to obtain certification shortly after hire.

• Experience with video conferencing and content management software such as Panopto and Zoom.

• Advanced computer proficiency, including intermediate to advanced MS-Excel skills for data analysis and reporting.

• Familiarity with Microsoft Office 365 suite, including Outlook and Teams.

• General internet skills and aptitude for learning new technologies quickly.

• Familiarity with MS Active Directory for user account management principles.

• Experience with other educational technology tools like Watermark, Qwickly, Intedashboard, or Examplify.

📝 Enhancement Note: The requirement for 4-6 years of LMS administration experience, coupled with a Bachelor's degree, places this role at a mid-level to senior-mid-level within the operations/systems administration field. The emphasis on "Canvas Certified Administrator preferred" indicates a specific, high-value skill. The preference for higher education experience highlights the need for understanding academic workflows and stakeholder needs in an educational context.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Demonstrations of successful LMS administration projects, showcasing system configuration, user management strategies, and integration implementations.

• Case studies detailing the design and deployment of instructional materials, highlighting the application of adult learning theories and their impact on learning outcomes.

• Examples of process improvements initiated and executed within an LMS or related educational technology system, emphasizing efficiency gains and enhanced user experience.

• Documentation of system optimization efforts, including how feedback was gathered, analyzed, and used to drive enhancements in the learning technology ecosystem.

Process Documentation:

• Workflow designs for common LMS administration tasks, such as course creation, user enrollment, and integration management, illustrating clear steps and dependencies.

• Documentation of procedures for handling user support requests, including escalation paths and vendor liaison protocols.

• Examples of data reporting frameworks developed to track LMS usage, user engagement, and system performance, demonstrating analytical capabilities.

• Process maps for implementing system updates or new features, including testing phases and communication strategies.

📝 Enhancement Note: While a formal "portfolio" may not be explicitly requested in every application, the nature of this role (Instructional Design & Systems Administrator) strongly implies that candidates should be prepared to showcase their work. This includes examples of system configurations, training materials, process documentation, and case studies of system improvements. For operations roles, demonstrating tangible improvements and well-documented processes is crucial.

💵 Compensation & Benefits

Salary Range: $75,000.00 - $82,000.00 Annual Salary

Factors influencing the final salary within this range include the candidate's experience, skills, knowledge, abilities, education, certifications, and the law school's specific business and organizational needs. The higher end of the range is reserved for exceptionally qualified candidates. The stated range represents the budgeted salary the law school reasonably expects to pay, potentially differing from a broader "Annual Full Pay Range" which might account for internal equity and broader budget considerations.

Benefits:

• Generous employer contribution towards Medical, Dental, and Vision Insurance plans.

• 403(b) Employer Retirement contribution of 8% of salary (up to $8,000 annually), fully and immediately vested.

• Company-paid Life and Accidental Death & Dismemberment (AD&D) Insurance.

• Company-paid Long-Term Disability Insurance.

• Flexible Spending Plan (FSA) for healthcare and dependent care expenses.

• Paid Winter Break and Fall Break periods.

• Additional 10+ Paid Holidays throughout the year.

• Accrued Paid Time Off (PTO) for vacation, sick leave, and personal days.

• Comprehensive Wellness Programs designed to support employee health and well-being.

Working Hours: This is a full-time position, typically requiring 40 hours per week. The role also states that candidates must be willing to work evenings and weekends as needed to support institutional needs, system updates, or urgent issues.

📝 Enhancement Note: The salary range is competitive for a mid-level Systems Administrator with specialized instructional design responsibilities in the San Diego area. The benefits package is robust, particularly the 8% immediate vesting retirement contribution and comprehensive paid time off, which are attractive aspects for operations professionals seeking stability and work-life balance. The "willingness to work evenings and weekends" is a common expectation for critical system administrators.

🎯 Team & Company Context

🏢 Company Culture

Industry: Higher Education (Law School)

Company Size: The provided data doesn't specify company size, but as a law school, it likely operates with a dedicated faculty, administrative staff, and student body, suggesting an organization of moderate to large size within its sector.

Founded: Established in 1924, California Western School of Law (CWSL) is San Diego's oldest law school, holding ABA accreditation and AALS membership. This long history implies a stable, established institution with a rich tradition and a commitment to legal education.

Team Structure:

• The Educational Technology team, to which this role reports, likely comprises specialists focused on various aspects of academic technology, including LMS administration, instructional design support, AV/classroom technology, and potentially IT infrastructure related to education.

• The role reports to the Associate Director for Educational Technology & Strategic Initiatives, indicating a hierarchical structure within the EdTech department.

Methodology:

• The role emphasizes a data-driven approach to system improvement, utilizing LMS analytical data reports to inform decisions and demonstrate impact.

• Workflow planning and optimization are central, particularly in managing the Canvas LMS and integrating it with other systems.

• Automation and efficiency are key, as seen in the reliance on SIS imports for user management and the need to streamline support processes.

Company Website: https://www.cwsl.edu/

📝 Enhancement Note: Operating within a law school context means the culture likely values academic rigor, professional development, and a commitment to service. The emphasis on diversity and inclusion in the company description suggests an environment that promotes equity and broad representation. The "on-campus" nature of the role means integration with the campus community and its specific operational needs is paramount.

📈 Career & Growth Analysis

Operations Career Level: This position is positioned as a Mid-Level to Senior-Mid-Level role within the operations and educational technology domain. It requires a foundational understanding of system administration and a developing expertise in instructional design, with a focus on a specific, critical platform (Canvas LMS). The responsibilities involve a blend of daily operational tasks and strategic contributions to the learning technology ecosystem.

Reporting Structure: The role reports to the Associate Director for Educational Technology & Strategic Initiatives. This provides a clear reporting line and access to leadership for guidance, project alignment, and career development discussions. The structure allows for mentorship in strategic initiatives and advanced system management.

Operations Impact: The Instructional Design & Systems Administrator significantly impacts the law school's operational efficiency and academic effectiveness. By ensuring the smooth functioning and optimal utilization of the Canvas LMS and integrated tools, this role directly supports the faculty's ability to deliver high-quality instruction and the students' learning experience. Effective system administration and instructional support contribute to student success, faculty satisfaction, and the overall reputation of the institution's educational technology services.

Growth Opportunities:

• Skill Advancement: Deepen expertise in Canvas LMS administration, pursue advanced certifications, and explore specialized areas within educational technology.

• Instructional Design Mastery: Develop advanced instructional design skills, potentially leading to roles focused purely on curriculum development or learning experience design.

• System Integration Expertise: Gain experience in integrating a wider array of educational tools and platforms, becoming a go-to expert for complex system architectures.

• Leadership Potential: With proven success and strategic contributions, opportunities may arise for promotion to Senior Systems Administrator, Lead Instructional Designer, or Assistant Director roles within the Educational Technology department.

• Project Management: Take on leadership of specific technology implementation projects or strategic initiatives within the EdTech team.

📝 Enhancement Note: The career path for this role can branch into deeper technical specialization in systems administration or pivot towards instructional design and educational strategy. The "Strategic Initiatives" aspect of the reporting line suggests that contributions beyond routine administration, such as process improvements and new technology adoption, are valued and could lead to advancement.

🌐 Work Environment

Office Type: This is an on-campus position, meaning the work environment is within the California Western School of Law's physical facilities in downtown San Diego. The role involves working within the Educational Technology team's designated office space.

Office Location(s): The office is located in downtown San Diego, CA, 92101. This prime location offers convenient access to downtown amenities, restaurants, and public transportation. The law school also provides free on-campus parking facilities.

Workspace Context:

• The workspace is likely a collaborative office environment within the Educational Technology department, fostering interaction with colleagues who manage other aspects of academic technology.

• Access to necessary operations tools and technology, including computers, software licenses, and potentially classroom technology for testing or support, will be provided.

• Opportunities for interaction with faculty and staff will be frequent, stemming from support requests, training sessions, and collaborative project work.

• The environment is expected to support focused work for system administration and detailed analysis, as well as dynamic interaction for training and problem-solving.

Work Schedule: The standard work schedule is likely Monday to Friday, 40 hours per week, aligning with typical full-time employment. However, candidates must be willing to work evenings and weekends as required, which is common for system administrators needing to perform maintenance, updates, or respond to urgent technical issues outside of regular business hours.

📝 Enhancement Note: The "on-campus" requirement is critical. This role is not remote and requires physical presence. The downtown San Diego location is a significant perk, offering lifestyle benefits. The mention of "free on-campus parking" is a practical consideration for employees commuting to the location.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A review of submitted resumes and cover letters to assess minimum qualifications, relevant experience, and alignment with role requirements.

• First Interview (Phone/Video): Typically with the hiring manager (Associate Director) or a member of the EdTech team. This stage focuses on assessing technical skills, understanding of LMS administration and instructional design principles, customer service approach, and general fit with the team.

• Second Interview (On-site/Video): This may involve a panel interview with key stakeholders (e.g., faculty representatives, other EdTech team members) or a more in-depth discussion with the hiring manager. It will likely include scenario-based questions to evaluate problem-solving abilities and operational decision-making.

• Skills Assessment/Case Study: Candidates may be asked to complete a practical exercise or present a case study demonstrating their proficiency in a specific area, such as troubleshooting an LMS issue, designing a training module, or outlining a system optimization plan.

• Final Interview: Potentially with a higher-level administrator or a final discussion with the hiring manager to confirm fit and extend an offer.

Portfolio Review Tips:

• Showcase System Administration: Prepare examples of your work in managing an LMS, such as screenshots of configurations, user management workflows, or integration diagrams.

• Highlight Instructional Design: Include samples of instructional materials you've developed (e.g., tutorials, guides, course module outlines), emphasizing how you applied adult learning principles.

• Document Process Improvements: Present a case study detailing a process you optimized (e.g., a more efficient way to create course shells, a streamlined support ticket process), quantifying the benefits (time saved, error reduction).

• Demonstrate Data Analysis: If possible, include examples of reports you've generated or analyses you've performed related to LMS usage or user engagement, explaining the insights derived.

• Tailor to Canvas: Emphasize any specific experience with Canvas LMS, as this is the primary system for the role.

Challenge Preparation:

• Be ready to discuss how you would troubleshoot common Canvas issues (e.g., user login problems, assignment submission errors, integration failures).

• Prepare to explain how you would onboard new faculty to Canvas, including the content you would cover and the training methods you would use.

• Anticipate questions about how you stay current with educational technology trends and best practices.

• Practice articulating your understanding of adult learning theories and how they inform your approach to instructional design.

• Be prepared to discuss your experience with vendor management and escalation processes.

📝 Enhancement Note: The emphasis on a portfolio, even if not explicitly requested in the initial application, is crucial for operations roles. Candidates should be ready to demonstrate practical application of their skills through examples, case studies, and process documentation. The interview process is standard for mid-level roles, with a strong focus on both technical competency and interpersonal skills.

🛠 Tools & Technology Stack

Primary Tools:

• Canvas LMS: The core system for this role. Deep administration and user support experience is essential. Familiarity with its features, configuration options, and integration capabilities is paramount.

• Video Conferencing & Content Management: Panopto and Zoom are explicitly mentioned. Proficiency in administering, supporting, and integrating these tools with Canvas is required.

• Integrations: Experience with tools like Watermark, Qwickly, Turnitin, Intedashboard, and Examplify, and understanding how they connect and function within an LMS environment.

• Ticketing System: Experience with a help desk or ticketing system (e.g., Zendesk, ServiceNow, Jira Service Management) for managing support requests and tracking issues.

Analytics & Reporting:

• MS-Excel: Intermediate to advanced proficiency is required for data analysis, report generation, and potentially creating dashboards.

• Canvas Analytics: Understanding how to extract and interpret data from Canvas's built-in reporting features.

• Reporting Tools: Familiarity with any specific institutional reporting or business intelligence tools, if applicable, for generating more complex analytics.

CRM & Automation:

• SIS Imports: Experience with managing user accounts and enrollments via Student Information System (SIS) imports is a key operational task. Understanding data formats and import processes is crucial.

• MS Active Directory: Familiarity with user account management principles within an Active Directory environment is beneficial.

• Microsoft Office 365: Proficiency with Outlook for communication and Teams for collaboration.

📝 Enhancement Note: The technology stack is heavily focused on the educational technology ecosystem, with Canvas at its center. A strong understanding of how these tools integrate and support educational workflows is more important than just knowing individual tools in isolation. The mention of "aptitude for learning new technology" is key, as the EdTech landscape is constantly evolving.

👥 Team Culture & Values

Operations Values:

• Efficiency & Optimization: A core value is to streamline processes, improve system performance, and maximize the utilization of learning technologies to benefit faculty and students.

• Data-Driven Decision Making: Utilizing LMS analytics and user feedback to inform system updates, training development, and strategic planning.

• User-Centric Support: Providing excellent customer service and timely, effective support to faculty, staff, and students, fostering a positive experience with educational technology.

• Collaboration & Teamwork: Working effectively within the Educational Technology team and cross-functionally with other departments to achieve shared goals.

• Continuous Learning: Staying abreast of advancements in LMS technology, instructional design, and educational best practices to maintain a high level of expertise.

Collaboration Style:

• Cross-Functional Integration: Actively engaging with faculty, academic departments, IT services, and administrative offices to understand needs and integrate technology solutions.

• Process Review & Feedback: Fostering an environment where processes are regularly reviewed and feedback from users is actively sought and incorporated for continuous improvement.

• Knowledge Sharing: Participating in team meetings and other forums to share expertise, best practices, and lessons learned related to LMS administration and instructional design.

• Proactive Communication: Maintaining open lines of communication with supervisors, team members, and stakeholders regarding project status, challenges, and successes.

📝 Enhancement Note: The values emphasize operational excellence, user support, and continuous improvement, which are hallmarks of effective operations teams. The collaborative nature required for this role means strong interpersonal skills and a team-oriented mindset are essential for success.

⚡ Challenges & Growth Opportunities

Challenges:

• Keeping Pace with Technology: The rapid evolution of educational technology requires continuous learning and adaptation to new features, integrations, and best practices.

• Balancing Support & Development: Juggling the demands of daily user support and system maintenance with the need to work on longer-term projects like system optimization and training development.

• Faculty Adoption & Training: Ensuring diverse faculty members with varying technical proficiencies effectively adopt and utilize the LMS and its features, often requiring tailored training approaches.

• Integration Complexity: Managing and troubleshooting integrations between Canvas and a variety of third-party tools, which can sometimes be complex and require deep technical understanding.

• Data Interpretation: Effectively translating LMS analytical data into actionable insights that can drive meaningful improvements in teaching and learning.

Learning & Development Opportunities:

• Advanced Canvas Certifications: Pursuing higher-level certifications or specialized training modules offered by Instructure (Canvas).

• Instructional Design Workshops: Participating in workshops or courses focused on advanced instructional design methodologies, multimedia development, or accessibility standards.

• Educational Technology Conferences: Attending industry conferences (e.g., EDUCAUSE, OLC Accelerate) to network, learn about emerging trends, and discover new tools.

• Vendor Training: Engaging with vendor training sessions for integrated tools (Panopto, Zoom, etc.) to become an expert user and support resource.

• Mentorship: Opportunities to learn from senior members of the EdTech team or leadership regarding strategic initiatives and career development within educational technology operations.

📝 Enhancement Note: The challenges highlight the dynamic nature of the EdTech field and the importance of adaptability. The growth opportunities are clearly defined, emphasizing professional development in both technical and pedagogical areas, which is crucial for career progression in operations and instructional design.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you had to troubleshoot a complex issue within an LMS. What was the problem, what steps did you take, and what was the resolution?" (Focus on your problem-solving process, analytical skills, and ability to document steps.)

• "How would you approach designing and delivering training for faculty on a new Canvas feature, considering varying levels of technical expertise?" (Demonstrate your understanding of adult learning, communication strategies, and user support.)

Company & Culture Questions:

• "Based on your research, what do you see as the biggest opportunities or challenges for educational technology at a law school like CWSL?" (Show that you've researched the institution and understand its specific context.)

• "How do you envision your role contributing to CWSL's mission of training ethical, competent, and compassionate lawyers?" (Connect your operational skills to the broader institutional mission.)

Portfolio Presentation Strategy:

• Structure Your Examples: Organize your portfolio logically, perhaps by functional area (LMS Admin, Instructional Design, Process Improvement) or by project.

• Quantify Results: For any process improvement or system optimization, use data to demonstrate the impact (e.g., "reduced course creation time by 20%," "improved user satisfaction scores by 15%").

• Tell a Story: For case studies, frame your work as a narrative: the challenge, your solution, and the outcome.

• Focus on Relevance: Highlight examples that most closely align with the responsibilities listed in this job description.

• Be Prepared for Q&A: Anticipate questions about your specific contributions, the rationale behind your decisions, and lessons learned.

📝 Enhancement Note: Interview preparation should focus on demonstrating a blend of technical proficiency, pedagogical understanding, and strong operational execution. Candidates should be ready to provide concrete examples from their experience that align with the core responsibilities, especially those related to system administration, user support, and process improvement within an educational technology context.

📌 Application Steps

To apply for this Instructional Design & Systems Administrator position:

• Submit your application through the CWSL Career Center website: https://workforcenow.adp.com/jobs/apply/posting.html?client=35y2n&ccId=19000101_000001&type=MP&lang=en_US

• Customize Your Resume and Cover Letter: Tailor your application materials to specifically highlight your experience with Canvas LMS, instructional design methodologies, system administration, and user support within higher education. Use keywords from the job description.

• Prepare Your Portfolio: Gather examples of your work, including system configurations, instructional materials, process documentation, and case studies of system improvements. Be ready to discuss these during interviews.

• Research CWSL: Familiarize yourself with the law school's mission, values, academic programs, and any recent news or initiatives related to educational technology. This will help you tailor your responses and demonstrate genuine interest.

• Practice Your Interview Responses: Prepare thoughtful answers to common interview questions, focusing on behavioral examples and scenario-based responses that showcase your operational skills, problem-solving abilities, and customer service approach.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.