Vice President, Administrative Services
Vice President, Administrative Services
Ideal Candidate Statement:
Ohlone Community College District is looking for its next Vice President of Administrative Services. This is an exciting time for Ohlone and you will want to be part of our innovative and continuously improving environment. The ideal candidate is an effective leader, both strategically and operationally, who will guide short and long term financial planning to ensure the College’s ability to meet its mission. An innovative thinker who works well in a collaborative and diverse environment, the candidate will be able to communicate key issues clearly in order to facilitate decision-making and promote understanding. The candidate will help to implement the College strategic plan and provide leadership and vision in the master planning process.
The successful candidate is highly experienced with all aspects of the management of Bond programs and construction of new facilities.
The Vice President, Administrative Services has primary leadership responsibilities for planning, implementing and coordinating the administrative departments of the College. In assuming these responsibilities, the Vice President must work closely with all administrative directors and other college administrators. While the managerial functions related to the administrative departments rest with the Directors, the Vice President serves as a leader in long-term planning and furthering the Strategic Plan, the Facilities Master Plan, the Safety and Security Master Plan, and the goals and objectives of Ohlone College.
The Vice President, Administrative Services will be the primary link between the administrative staff and the Vice President, Academic Affairs and Vice President, Student Services in all budgetary matters.
Job Description Summary:
Under the direction of the President/Superintendent, the Vice President of Administrative Services serves as the chief financial officer of the District, providing leadership for the District's business and financial services and the District's budget. The Vice President oversees the operations of the College's Campus Police Services, Facilities and Operations, Purchasing, Contract and Risk Management. In addition, the Vice President recommends and develops policies and operational procedures related to college goals and strategic planning, local taxation, state financial support, federal funding, and other sources of revenue. The Vice President is an active participant in college-wide shared governance committees and may serve as a chair and/or co-chair of budgetary, operational, and/or planning committees.
Knowledge Skills and Abilities:
The Vice President, Administrative Services will have:
• Demonstrated experience in applying effective leadership principles; expertise in the areas of interpersonal relations, planning, collaboration, issue analysis, risk management, operational effectiveness principles, and decision making tools;
• Experience in enterprise resource planning/ERP (preferably Colleague);
• Understanding of business processes and operations, grants and contracts, budgeting and resource management processes;
• Knowledge of accounting, financial procedures, California Education code, union negotiations procedures, bond program management, and contract management; knowledge of real estate transactions is highly desirable;
• Knowledge of applicable federal, state, and local laws, codes, and regulations;
• Ability to assess needs, think strategically, solve complex problems, and analyze and interpret quantitative and qualitative information;
• Ability to communicate effectively and credibly orally and in writing; ability to speak effectively in public; ability to listen effectively;
• Demonstrated high ethical standards in all interactions;
• Ability to write reports, perform standard mathematic calculations, and understand statistical concepts and their applications;
• Skill in managing projects, prioritizing and organizing work, delegating work, and supervising and training staff;
• Demonstrated ability to communicate well at all levels of the college, foster good relations with campus constituents, work collaboratively and effectively with staff, peers, faculty, vendors, administrators, and students;
• Ability to stay flexible and open-minded at all times;
• Ability to manage resources when demand exceeds supply;
• Ability to act as teacher, facilitator, coach, and partner in creating cohesive teams; ethical in all matters; networks with others; able to bridge artificial boundaries between silos in the college organization.
The Vice President, Administrative Services:
• Provides leadership and oversight of college departments including Bond Construction and Capital Projects, Business Services, Campus Police Services, Facilities and Maintenance, Grounds and Custodial, Purchasing and Contract Management;
• Serve as the chief advisor to the President on strategic matters related to budget development, finance administration, facilities services, legal, safety and other key administrative concerns;
• Plan, organize, control and direct the formulation of business and fiscal policies; make recommendations to the President and the Board of Trustees regarding legal aspects of the business and fiscal aspects of the College;
• Assure the fiscal integrity and financial solvency of the College; conduct long-range financial planning, manage fiscal processes and assure effective internal controls and appropriate use of college funds to achieve college objectives and goals;
• Manage the College risk management programs, mitigate risk and assure effective insurance coverage of college property and personnel;
• Supervise, manage and negotiate construction, maintenance, and other college business contracts; coordinate architectural and other proposals for the construction of new facilities or renovation of existing structures; oversee college contractual and public bidding processes;
• Oversee the maintenance of and upkeep of college building, property and equipment;
• Serve as a liaison between the College, government agencies, outside college representatives and other outside organizations regarding administrative services issues;
• Direct the preparation and maintenance of a variety of narrative and statistical records, files and reports related to area programs, projects, budgets, compliance, services, systems, financial activity, personnel and assigned duties; assure mandated reports are completed and submitted to appropriate local, state or federal agencies according to established timelines;
• Oversee the annual District audit and the implementation of the auditor’s recommendations;
• Provide consultation and technical expertise to the President, the Board of Trustees, administrators, personnel, outside agencies and the public concerning area operations, activities and related functions; respond to inquiries, resolve issues and conflicts and provide detailed and technical information concerning related laws, codes, standards, requirements, goals, objectives, rules, regulations, policies and procedures;
• Review and approve items submitted by the functional areas managed for presentation to the Board; direct the research, assembly and compiling of a variety of technical information related to the college and area operations, services and functions; oversee the preparation and distribution of correspondence, fiscal documents and informational materials related to assigned activities.
• Plan, organize and implement long and short-term programs and activities designed to develop assigned programs and services;
• Provide leadership and oversight to the development, implementation and monitoring of college annual budgets; develop and prepare the annual preliminary budget for the Administrative Services department; analyze and review budgetary and financial data; control and authorize expenditures in accordance with established limitations;
• Oversee all District facility operations including sustainability, energy management and deferred maintenance programs;
• Supervise and evaluate the performance of assigned personnel; interview and select employees and recommend transfer, reassignment, termination and disciplinary actions; coordinate subordinate work assignments and review work to assure compliance with established standards, requirements and procedures; assure employee understanding of established requirements;
• Performing other duties as assigned by the President/Superintendent.
Education and Experience:
The Vice President, Administrative Services will possess:
• A Master’s degree business, accounting, public administration, finance, or a related area from an accredited college or university OR a Bachelor’s degree in business, accounting, public administration, finance, or a related area and a Master’s degree in Educational Administration. A combination of education and experience will be considered for equivalency;
• A minimum of three years of recent senior management level experience in business services or related fields. Experience in a community college environment highly desirable;
• Understanding and commitment to the mission of the California Community Colleges;
• Evidence of understanding and sensitivity to the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students and staff.
• An understanding of the California Community College mission, its educational and financial issues, the laws and regulations of California, and the changing role of community colleges;
• Demonstrated experience with strategic planning and strong fiscal management linking resource allocation to planning and priorities of the College;
• Demonstrated record of fiscal responsibility and accountability;
• Background of supporting efforts in environmental sustainability;
• Demonstrated support for staff development;
• Demonstrated ability to work effectively and cooperatively with diverse constituents within a participatory governance environment;
• Experience in a union environment.
$152,835 - $195,063 Per Year
Posting Detail Information:
Number of Vacancies: 1
Desired Start Date:
Position End Date (if temporary):
Close Date: 4/23/2018
Open Until Filled: No
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.
Ohlone offers a competitive benefits package. Employee pays for health benefits from salary. Below is a list of some of our offerings:
1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees’ Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Longevity pay step increase based on your years of service
8. IRS Section 125 Flexible Medical Spending Plan
9. 457(b) Deferred Compensation Plan (employee contributes)
10. 403(b) Tax Shelter Annuity Plan (employee contributes)
*Benefits will be prorated for positions less than 100%
Immigration Reform & Control Act of 1986:
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.”
A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.
EEO Statement Summary:
Ohlone College does not discriminate on the basis of race, gender, ethnicity, sexual orientation, religion, national origin, age, disability, or disabled veteran status in providing educational services and programs, or in the employment process, pursuant to Federal and State statutes and regulations pertaining to unlawful discrimination.
Conditions of Employment:
Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts and proof of freedom from tuberculosis. In addition you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance.
To apply, visit: https://employment.ohlone.edu