Vice President of Administrative Services

Job description



Vice President of Administrative Services

San Mateo County Community College District


Posting Number: 2014652S
Department: Administrative Services CAÑ (DEPT)
Location: Cañada College
Position Number: 3A0017
Percentage of Full Time: 100%
FLSA: Exempt (does not accrue overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Note:
Min Salary: $167,400 (annual)
Max Salary: $215,040 (annual)
Position Type: Administrative/Supervisory Positions

Who We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District:
Cañada College, which was designated as a Hispanic Serving Institution in approximately 2000, is part of the San Mateo County Community College District, which currently enrolls approximately 23,000 students, the majority of whom are from minoritized populations. Of the students at Cañada College, 3.0% are African-American, 0.1% are American Indian, 11.1% are Asian, 3.7% are Filipino, 36.8% are Latinx, 1.4% are Pacific Islander, 25.8% are White, 15.1% are Multi-Ethnic, and 2.9% are unknown.

Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position:
Reporting directly to the College President, the Vice President of Administrative Services serves as chief financial administrator for the College and is responsible for the overall design, development, organization, delivery, supervision, evaluation, and fiscal management of a comprehensive College business services program including fiscal services, budget development and management, expenditure control, purchasing liaison and control, cashiering functions, facilities rental, emergency preparedness, mail room services, switchboard, and contract services. In coordination with District central services, the Vice President shall also be responsible for College maintenance, operations, capital construction, and facilities modification, as well as safety and security.

In addition, the Vice President, Administrative Services will assume a primary role in interpreting and analyzing complex budget and financial information and data, including information from the State Chancellor's Office, the Governor's Office and Legislature, and will provide this information to the College community in a clear and informative manner. As a member of President's Cabinet, the Vice President of Administrative Services is also responsible for conceptualizing, developing, recommending, and implementing the College's strategic plan as it relates to College administrative services functions. The Vice President of Administrative Services will fulfill the role of a senior College administrator by participating in long-range and comprehensive planning, and in providing expertise and counsel on ongoing management issues across all administrative units of the College.

Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Plans, organizes, and arranges appropriate training and staff development activities; provides new employee orientation

2. Organizes, attends, or chairs a variety of meetings as required; serves on communities and special projects as assigned; coordinates programs and services as appropriate with other District and College personnel

3. Learns emerging technologies and advances (e.g. software applications) as necessary to perform duties in an efficient, organized, and timely manner

4. Institutes and maintains appropriate internal controls, budgetary controls, and audits; assures fiscal compliance with a variety of applicable laws, regulations, and restrictions related to College operations, financial transactions, and expenditures of funds

5. Develops, directs, coordinates, and supervises personnel, operations, and activities of all College business services programs and ensures compliance with District policies, Education Code, Title 5, and state and federal regulations

6. Coordinates the development and preparation of the College’s annual operating budgets and provides expenditure and purchasing control

7. Serves as a member of and provides leadership to the College President’s senior administrative team in the areas of fiscal and operational issues, strategic planning, College and facilities safety issues, disaster/crisis action planning, and other issues

8. Confers with College administrators and others regarding management issues involving administrative services of the College, including recommendations for new or revised policies and procedures; assures that all administrative services interface effectively and appropriately support the College’s educational programs and services

9. Serves as contract administrator for major College commercial contracts

10. Prepares regular financial reports for the College President, College budget committees, and other appropriate groups

11. Serves as a member of the District’s budget leadership team and provides expertise in strategic planning, operational planning, and program review to facilitate attainment of institutional goals in accordance with its Educational Master Plan and the District’s Strategic Plan in coordination with the leadership of other District entities as appropriate

12. Coordinates with District Facilities Maintenance and Operations regarding the maintenance of College buildings and grounds, and custodial services

13. Coordinates with District Public Safety regarding campus safety and security issues, as well as emergency preparedness (SEMS) and training

14. Directs and supervises the College emergency and disaster preparedness plans and procedures

15. Develops and maintains communications with community agencies, including local police and fire departments having jurisdiction over the College campus, and other agencies providing emergency response services

16. Establishes internal and external consensus and brings together divergent groups, building teams, and creating an environment that supports innovation and risk taking

17. Provides oversight for the use and identification of needs for College facilities

18. Administers the College’s facilities rental program

19. Organizes, coordinates, and facilitates College-level construction planning for new facilities and facilities modifications, and coordinates with District staff and contractors during the construction and/or modification of College facilities

20. Assures all facility project modifications proceed toward established goals and these activities do not conflict with or unnecessarily interrupt College programs and services

21. Directs and supervises all cashiering services for the College and provides full bookkeeping services for the Associated Students

22. Leads or participates in District-wide or College committees, initiatives, teams, or ad-hoc groups

23. Serves as College liaison to District and Campus Department of Public Safety

24. Serves as College liaison to District and Campus Auxiliary Services, including bookstore, cafeteria, and athletic club operations

25. Analyzes situations accurately and adopts effective courses of action, meets schedules, and adheres to multiple deadlines and timelines

26. Performs other duties as assigned

Minimum Qualifications:
• Master’s degree or above in business administration or a closely related field OR equivalent OR a licensed CPA• Minimum of two years of increasingly responsible business administration experience in a complex organization that includes documented experience as a controlling manager of budget and accounting operations• Demonstrated experience with facilities planning and management, including scheduled maintenance and new construction• Demonstrated experience with computerized financial information systems and their use in financial analysis and reporting• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff

Physical Requirements:
This classification requires sitting for extended periods of time, pushing and pulling, and visual acuity. The ability to type, use phone, stand intermittently, walk, bend and stoop, occasionally lift, carry, push, pull or otherwise move objects of light to moderate weight, work at a computer, including sitting and viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, dexterity of hands and fingers to operate keyboard, ability to communicate and provide information to others; ability to operate a motor vehicle and drive to off campus locations in order to perform the essential functions.

Equivalence to Minimum Qualifications:


Knowledge, Skills and Abilities:
1. Knowledge of principles and practices of California school budgeting, accounting, auditing, and internal cost controls, particularly related to community colleges

2. Knowledge of fund accounting and risk management

3. Skill in complex budget planning, management, and analysis

4. Ability to use independent judgment in the interpretation and application of laws, regulations, policies, and procedures

5. Skill in providing creative and innovative leadership in all areas of administrative services

6. Ability to work collaboratively with campus and District-wide administrators, faculty, staff, and constituency groups

7. Knowledge of participatory governance, team building, and collaborative decision-making processes

8. Highly developed analytical and organizational skills

9. Demonstrated skill in effective written and oral communication

10. Skill and ability to work effectively with members of an academic community in a non-adversarial manner

11. Ability to work in a fast-paced, multi-tasking environment

Preferred Qualifications:
Higher education administrative experience that has included directing the work of others, budget development and management, and all components of a comprehensive administrative services operation.

Benefits:
Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 08/27/2018
First Review Date: 10/08/2018
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position). 2. A resume that details all relevant education, training, and other work experience. 3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills. For questions related to this posting, please contact: SMCCCD Office of Human Resources 3401 CSM Drive, San Mateo, CA 94402 Tel.: (650) 574-6555 Fax:(650) 574-6574 Web Page: www.smccd.edu/hr

Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
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5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Accommodations:
Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2017 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2017 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2017 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

To apply, visit: https://jobs.smccd.edu/





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Job No:
Posted: 8/28/2018
Application Due: 8/29/2019
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