Associate Vice President, Administrative Services

Job description

Associate Vice President, Administrative Services

Mt. San Antonio College

Job Category: Management

Employee Group:

Time (Percent Time): 100%

Term (months/year): 12 months/year

Current Work Schedule (days, hours): Monday - Friday, 7:30am - 4:30pm

Salary Range: M-23

Salary: Steps 1 - 6, $165,672 - $179,580 annually

Shift Differential:

Health & Welfare: The College contributes $7,930 toward annual premiums for medical, dental, vision, and life insurance coverage. Lifetime retirement benefits provided for eligible retirees. The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and MetLife Social Security Alternative Plan. Note Salary and Health & Welfare Benefits are subject to change.

Department: Administrative Services

Open Date: 02/15/2018

Closing Date:

Open Until Filled: Yes

Basic Function/Overview:
Under administrative direction, plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of the Fiscal Services Department, including accounting, accounts payable, accounts receivable, student accounts, Payroll, Purchasing, budget preparation and control, audit, and oversight of the Auxiliary Services Operations; coordinates assigned activities with other College divisions, departments, outside agencies, and the public; provide oversight to the Chief Compliance and College Budget Officer in the development of policies and procedures related to fiscal operations, and works in coordination to monitor all financial transactions and activity; must be able to foster positive relationships with staff and must utilize team building concepts to establish positive teamwork in the delivery of customer service; collaboration and consultation with the campus community such as users, other division staff, and faculty in division activities that directly affect them is required; fosters cooperative working relationships among College divisions, departments, and with intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex professional assistance to the Vice President, Administrative Services in areas of expertise. This position is overtime exempt.

Receives administrative direction from the Vice President, Administrative Services. The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over management, supervisory, professional, technical, and administrative support staff through subordinate levels of management and supervision. May act as the division head in the absence of the Vice President, Administrative Services.

This is a management classification that oversees, directs, and participates in all activities of the Fiscal Services Department, including short- and long-term planning and development and administration of departmental policies, procedures, and services. This class works closely with the Chief Compliance and College Budget Officer and provides assistance to the Vice President, Administrative Services in the development of financial controls and compliance issues. This class provides assistance to the Vice President, Administrative Services in a variety of administrative, coordinative, analytical, and liaison capacities and may include other units as assigned either short- or long-term. Successful performance of the work requires knowledge of public policy and College functions and activities, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering College goals and objectives within general policy guidelines. The class is distinguished from the Vice President, Administrative Services in that the latter is responsible for the overall management of all functions in the Administrative Services Division.

Essential Duties/Major Responsibilities:

Financial Planning and Analysis
• Develops and communicates annual operating and capital budgets and, with subordinate directors (Director of Fiscal Resources and CCCBO), leads the campus’ annual budget process.
• Participates in the development and oversight of strategic planning and long- and short-term financial goals, targets and objectives.
• Coordinates as needed, with deans and directors and their staff to assure sound fiscal practices in accordance with institutional guidelines and applicable state and federal laws/regulations.

Accounting and Business Operations
• Oversees and ensures the timely and accurate accounting for College business transactions and reporting of financial results in accordance with GAAP, GASB, and state regulatory requirements and provides oversight to adherence of the agreed upon procedures applied to management and accounting controls for Fiscal Independence, EC 85266.5.
• Oversees payroll services and ensures the timely processing of employee and student pay warrants in compliance with federal and state laws and collective bargaining agreements
• Responsible for management of the revenue cycle, billing, A/R, and related processes, including management of the Bursar’s office for student accounts.
• Directs the College’s procurement functions and related processes, ensuring high levels of customer service for campus partners.
• Directs the College’s mail and printing services functions ensuring efficient services through effective cost control methods and high level of delivery to the campus.

Promote the Financial Well-Being of the College
• Explores, develops, and implements programs and strategies to advance cost savings and efficient financial operations of the College.
• Proactively advises and educates the Vice President, Administrative Services and campus leadership on all issues and developments that could materially impact the campus’ operations including financial planning, budgeting and analysis, controllership and revenue cycle functions.
• Develops and maintains systems of internal controls to safeguard the financial integrity of the campus, monitors campus contracts and ensures compliance with government regulations and higher education peer standards.

• Serves as the representative for the Vice President, Administrative Services in fiscal discussions with the California Community College Chancellor’s systems’ office, Los Angeles County Office of Education, other colleges, and others on various institutional and governmental boards and authorities; active in professional organizations that facilitate shared knowledge with regional and national higher education consortia.
• Establishes and maintains collaborative working relationships with the appropriate faculty, staff and governance groups and committees in program and policy development.
• Maintains an ongoing dialogue and establishes a positive working relationship with stakeholders external to the College including other community colleges, cities, etc.

General Management
• Develop the strategic plan and related initiatives for the Fiscal Services organization.
• Ensure accountability and a culture of high performance through the implementation of regular reporting on key performance indicators.
• Ensure a positive and supportive work environment for all staff in the finance organization, promoting a culture of employee engagement, diversity, inclusion and staff development.
• Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
• Provides a working and learning environment that is free from prohibited discrimination, harassment and retaliation (DHR), and provided by applicable law and College policies. Attends College mandated DHR training and participates in DHR investigations as directed. Assist in providing information and resources to individuals who bring forward DHR complaints and reporting possible DHR complaints to the Director, Equal Employment Opportunity Programs in Human Resources and other appropriate authority as necessary.

Other Duties:

Assumes leadership and performs other duties within the Division and the College as assigned.

Knowledge Of:

1. Extensive demonstrated budgetary and planning skills on very large, dynamic, and complex budgets.
2. Proven analytical and abstract reasoning skills, familiarity with modeling techniques and their application.
3. Proven ability and skill to identify and analyze complex situations and needs to recommend or implement effective courses of action.
4. Proven track record of engaged management and strategic planning skills.
5. Demonstrated expertise around internal controls including financial controls, oversight of state and federal regulatory requirements, auditing, and risk management.
6. Modern financial systems.
7. Methods and techniques for the development of presentations, contract negotiations, business correspondence, and information distribution; research and reporting methods, techniques, and procedures.
8. English usage, grammar, spelling, vocabulary, and punctuation.
9. Techniques for effectively representing the College in contacts with governmental agencies, community groups, and various business, professional, educational, and regulatory organizations.
10. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.

Skills and Abilities:

1. Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
2. Prepare and administer large and complex budgets; allocate limited resources in a cost effective manner.
3. Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
4. Develop and maintain an effective, productive, professional, cooperative relationship with employees at all levels of the organization and to work collaboratively with individuals and groups to incorporate their ideas and adapt to their needs.
5. Direct and supervise a large and diverse staff including the ability to provide a supportive work environment, develop employees, motivate the organization, and provide effective and sound judgement and leadership.
6. Operate modern office equipment including computer equipment and specialized software applications programs.
7. Use English effectively to communicate in person, over the telephone, and in writing.
8. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum Qualifications/Education & Experience:

Equivalent to graduation from a regionally accredited four-year college or university with major coursework in accounting, finance, or a related field and five (5) full-time equivalent years of management and/or administrative experience in finance and accounting in a Fiscal Services Department. Evidence of community involvement both internal and external to the campus and with governmental agencies.


Preferred Qualifications:

Master’s degree in finance, accounting, organizational development, or related field preferred.

License(s) & Other Requirements:
Employees may periodically be required to operate a vehicle that necessitates possession of a valid California driver’s license. Such employees must have the ability to secure and maintain a valid California driver’s license.

Working Environment:
Incumbents work in an office and classroom environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with upset staff, students, and/or the public in interpreting and enforcing departmental policies and procedures.

Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment including a computer; to operate a motor vehicle, and to visit various College and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.


Instructions re: Confidential Letter of Recommendation:

Conditions of Employment:

Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources.

Notice to all prospective employees - The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here:

The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Examination Requirements:

Typing Certificate Requirements:

Application Procedure:

Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on March 16, 2018 (Initial Screening Date) are assured consideration.
Applicants must submit all of the following materials online at to be considered for this position:
1. A Mt. San Antonio College online application.
2. A cover letter of no more than five (5) pages that addresses how your education and experience have prepared you to successfully fulfill the five principal duties outlined in this position announcement: (I) Financial Planning and Analysis, (II) Accounting and Business Operations, (III) Promote the Financial Well-Being of the College, (IX) Communication, and (X) General Management.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. List names and contact information for eight professional references, including: present and former supervisors, administrative peers, administrative and classified subordinates, union and/or campus governance representatives. You may list them in the references section of the application or as a separate attachment.
5. College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.

Special Notes:

Please note: A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through the Office of Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected]

TRAVEL POLICY: Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to $500 maximum. Relocation costs will be borne by the successful candidate. Travel reimbursement claims must be submitted no later than 30 days following the interview date.


Foreign Transcripts:

Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.


Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected]

Selection Procedure:
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview. Interviews may include a writing sample, committee presentation, and/or performance test. The committee will recommend finalists to the President/CEO and/or his designee for a second interview. The number of vacancies is dependent on student enrollment, College resources, needs, and Board of Trustees’ approval. The start date will follow Board approval and receipt of live scan clearance.

Special Instructions to Applicants:

To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at to complete and submit your application for this position.

Letters of Recommendation

The required letters of recommendation are not required to be confidential but if your reference prefers to send a confidential letter, please follow these instructions and notify your reference directly. To obtain a confidential letter of recommendation, you must enter the reference’s name and email address in the fields provided under the “Confidential References” section of the application.

NOTICE: In order for your reference to receive an email with a link to attach a confidential reference letter, you must complete your application and reach the status of “Under Review by HR”. It is recommended that you complete your application and reach this status well in advance of the deadline to provide your reference ample time to attach the letter.

It is the sole responsibility of the applicant to assure that all required and any optional documents are attached by no later than 11:59 PM PST of the initial screening date shown on the job posting.

EEO Policy:
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest:
Conflict of Interest

Cancel RTF Policy:
We reserve the right to reopen, re-advertise, delay, or cancel filling this position.

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Job No:
Posted: 2/16/2018
Application Due: 5/7/2018
Work Type: