Position Information

Position Information

Job Title:Vice President, Administrative ServicesPosition Number:Department:Administrative ServicesJob Category:ManagementTime (Percent Time):100%Term (months/year):12 months/yearCurrent Work Schedule (days, hours):Monday - Friday, 40 hours per week minimum; nights and weekends as neededSalary Range:Executive Management Salary ScheduleSalary:Steps 1 - 6, $212,724 - $242,988 annually; Placement up to step 3 based on qualificationsShift Differential:Open Date:10/02/2019Initial Screening Date:10/31/2019Open Until Filled:YesApplication Procedure:

Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on October 31, 2019 (Initial Screening Date) are assured consideration.

Applicants must submit all of the following materials online at http://hrjobs.mtsac.edu to be considered for this position:

1. A Mt. San Antonio College online application.

2. A cover letter describing how the applicant meets the required education and experience.

3. A detailed résumé that summarizes educational preparation and professional experience for the position.

4. Three (3) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).

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.

Health & Welfare:

The College provides fully paid medical, dental, vision, and life insurance benefits for the Vice President, spouse, and dependents. Lifetime retirement benefits provided for eligible retirees.

The District participates in the Public Employees’ Retirement System (PERS) and State Teachers’ Retirement System (STRS) retirement programs.

Note Salary and Health & Welfare Benefits are subject to change.

Basic Function/Overview:

COLLEGE OVERVIEW

For nearly 70 years, Mt. San Antonio College has established a national reputation for educational excellence and distinction. Mt. SAC is among the largest of California’s 112 community colleges, serving nearly 60,000 students annually on a beautiful 420-acre campus in Walnut, California, just 25 miles east of Los Angeles. The college ranks among the nation’s top degree-awarding institutions and serves as the gateway to top universities for its many transfer students. Mt. SAC is the home of California’s largest Honors Program, and students consistently earn state, national, and international recognition in a wide range of disciplines, including the arts, health sciences, forensics, aviation, and athletics (national football and soccer title champions). Also Mt. SAC annually hosts the world’s largest cross country invitational and the world-renowned Mt. SAC Relays.

In 2017, the Accrediting Commission reaffirmed Mt. SAC’s accreditation for the maximum allowable duration of seven years for Community and Junior Colleges of the Western Association of Schools and Colleges.

The College’s 2,100 employees work in a culture of excellence, where they are valued and recognized for innovation and effectiveness. Employee satisfaction is high, and campus climate is positive and collaborative. Employees are encouraged to engage in opportunities and initiatives that support the College’s mission. Mt. SAC’s senior administrative team is strong and committed to empowering employees with developmental opportunities and providing the facilities and resources they need to enhance the learning experiences of students.

For a more detailed overview of Mt. SAC, please go to http://www.mtsac.edu/about

BASIC FUNCTION:

Under the direction of the President & CEO, plan, organize, control and direct College-wide Administrative Services operations and activities including budget, accounting, purchasing, banking, mail services, and payroll; parking and security; bookstore, food services, vending, and satellite stores; risk management, emergency operations center, and insurance; custodial, facilities, warehousing, construction, maintenance and operations, and grounds; information technology/student information system; and event coordination, performing arts center, and presentation services; and coordinate and direct personnel, resources, communications and information to meet College needs and assure smooth, efficient, and cost-effective Administrative Services activities; supervise and evaluate the performance of assigned personnel.

Essential Duties/Major Responsibilities:

1.Plans, organizes, controls, and directs College-wide Administrative Services operations and activities including budget, accounting, purchasing, banking, mail services, and payroll; parking and security; bookstore, food services, and satellite stores; risk management and insurance; custodial, facilities, warehousing, construction, maintenance and operations, and grounds; and event coordination, performing arts center, and presentation services; information systems infrastructure, network administration, academic technology and support, and telecommunication systems; establish and maintain related timelines and priorities; assure related activities comply with established standards, requirements, internal controls, laws, codes, regulations, ordinances, policies and procedures.

2.Coordinates and directs personnel, resources, communications, and information to meet College needs and assure smooth, efficient, and cost-effective Administrative Services activities; directs the development and implementation of Administrative Services plans, projects, programs, services, systems, strategies, goals, and objectives; directs and controls activities to assure proper and timely resolution of related issues, conflicts and discrepancies.

3.Supervises and evaluates the performance of assigned personnel; interviews and selects employees and recommends transfers, reassignment, termination, and disciplinary actions; coordinates subordinate work assignments and reviews work to assure compliance with established standards, requirements and procedures; assures employee understanding of established requirements.

4.Directs the development and preparation of the Administrative Services and College budgets to assure proper allocations, funds disbursement, fiscal solvency, and compliance with legal requirements; evaluates and projects annual income and expenditures; controls and authorizes expenditures; monitors College spending to assure compliance with established limitations.

5.Monitors and analyzes Administrative Services operations, activities, and fiscal functions for financial effectiveness and operational efficiency; directs the planning, development, and implementation of policies, procedures and programs to enhance the financial effectiveness and operational efficiency of Administrative Services operations, activities, and fiscal functions.

6.Plans, organizes, controls, and directs Fiscal Services operations and activities including the review, evaluation, maintenance and adjustment of funds, budgets, and accounts; directs financial record­keeping, reporting, and auditing functions to assure accurate and timely accounting and reporting of accounts, funds, and budgets; directs and participates in annual internal auditing activities.

7.Coordinates and directs College-wide operations and activities involved in the inspection, cleaning, maintenance, and repair of buildings, facilities, grounds and equipment; identifies construction needs and directs the planning, development, scheduling, design, and implementation of construction and renovation projects to meet the educational and operational needs of the College.

8.Assures adequate resources to meet Facilities Planning and Management and College-wide needs; directs operations and activities involved in the purchasing of College supplies, services, and equipment; directs related bidding and contract administration functions; assures cost-effectiveness and quality of services and products; reviews, analyzes, and provides approval for major contracts.

9.Provides consultation and technical expertise to administrators, personnel, and others concerning Administrative Services operations; responds to inquiries, resolves issues and conflicts, and provides detailed and technical information concerning related laws, codes, standards, requirements, plans, services, accounts, projects, budgets, goals, objectives, rules, regulations, policies, and procedures.

10.Directs the preparation and maintenance of a variety of narrative, financial, and statistical records, files and prepares reports related to Administrative Services programs, facilities, projects, budgets, compliance, services, systems, accounts, funds, financial activity, personnel, and assigned duties; assures mandated reports are submitted to appropriate State or federal agency according to established time lines.

11.Directs Auxiliary Services Corporation operations, activities, and support services including bookstore and food services and related functions (i.e., vending); administers activities to assure and enhance cost-effectiveness, profitability, and quality of related services and products.

12.Provides guidance to the Chief Technology Officer (CTO) in the oversight of Information Technology including information systems infrastructure, network administration, academic technology support, and telecommunication systems.

13.Administers payroll processing functions to assure employees are paid in an accurate and timely manner; directs activities to assure eligible employee receive available vacation and sick leave, and other benefits provided by the College.

14.Plans, organizes, controls, and directs College-wide Risk Management operations, emergency operations center, and activities including insurance, general liability, loss prevention, and Workers’ Compensation programs and functions; reviews, analyzes, and provides authorization for insurance claims as appropriate.

15.Coordinates and directs Police and Campus Safety functions to assure the well-being of students, staff, and visitors, including patrol, parking enforcement, investigations, and support services.

16.Directs the functions and activities of the College Technical Services of the Performing Arts Center, Event Services, and Broadcast and Production Services, including production operations, box office and ticketing activities; use of campus facilities for non-instruction events; operational support for broadcast production activities; and replacement and repair of audio-visual, video, and communications equipment used for instructional and operational support by the College.

17.Coordinates the short-term investment of College funds; monitors and analyzes market conditions and economic and financial trends to identify and analyze investment opportunities available to the College; determines optimal type and amount of investments and initiates related transactions; directs the appraisal, control, and sale of College properties.

18.Oversees the acquisition and management of fund sources including General Obligation Bonds, Bond Anticipation Notes, Revenue Bonds, and related revenue vehicles.

19.Provides technical information and assistance to the President & CEO regarding Administrative Services operations, activities, projects, needs, and issues; participates in the formulation and development of policies, procedures, and programs.

20.Communicates with administrators, personnel, and outside organizations to exchange information, coordinates activities and programs, and resolves issues or concerns; directs and participates in the preparation and distribution of Administrative Services correspondence.

21.Operates a variety of office equipment including a computer and assigned software; drives a vehicle to conduct work.

22.Provides administrative leadership for collective bargaining activities as directed; provides technical assistance in the development and negotiation of collective bargaining agreements; maintains confidentiality of sensitive and privileged information.

23.Serves as a member of the President’s Cabinet; coordinates, attends, and conducts a variety of meetings, boards, and committees; prepares Board of Trustees agenda items as needed; prepares and delivers oral presentations concerning Administrative Services operations, activities, projects, needs, and issues.

Other Duties:

Performs other related duties as assigned.

Knowledge Of:

1.Planning, organization, and direction of College-wide Administrative Services operations and activities including accounting, purchasing, parking and security, banking, bookstore, food service, mail, satellite stores, warehousing, risk management, insurance, payroll, custodial, facilities construction, maintenance and repair functions, campus events, broadcasting and presentation services, and performing arts center.

2.Accounting, budget, and business functions of a College district.

3.General methods, practices, procedures, materials, tools, and equipment used in facility inspection, cleaning, planning, construction, maintenance, and repair activities.

4.Generally accepted accounting and auditing principles, practices, and procedures.

5.Building construction practices and laws governing the construction and renovation of public buildings. Safety, risk management, asset protection, and loss control principles, strategies, and techniques. General principles, methods, practices, and procedures of purchasing and contract administration.

6.Applicable local, State, and federal laws, codes, ordinances, regulations, policies and procedures.

7.College organization, operations, policies, and objectives.

8.Policies and objectives of assigned programs and activities.

9.Principles and practices of administration, supervision, and training.

10.Advanced theory and application of budgetary planning and control in a college system.

11.Oral and written communication skills.

12.Interpersonal skills using tact, patience, and courtesy.

13.Operation of a computer and assigned software.

14.Public relations techniques.

Skills and Abilities:

1.Plan, organize, control and direct College-wide Administrative Services operations and activities including accounting, purchasing, parking and security, banking, bookstore, food service, mail, satellite stores, warehousing, risk management, insurance, payroll, custodial facilities construction, maintenance and repair functions, campus events, broadcasting and presentation services, and performing arts center.

2.Coordinate and direct personnel, resources, communications and information to meet College needs and assure smooth, efficient, and cost-effective Administrative Services activities.

3.Supervise and evaluate the performance of assigned personnel.

4.Direct the development and implementation of Administrative Services plans, projects, programs, services, systems, strategies, goals, and objectives.

5.Identify construction needs and direct the planning, development, scheduling, design, and implementation of construction and renovation projects.

6.Provide technical direction in the development and preparation of the general College and other College-wide budgets.

7.Monitor, analyze, and modify policies, procedures, and programs to enhance the financial effectiveness and operational efficiency of Administrative Services operations and activities.

8.Plan, organize, control, and direct College accounting operations and activities including the review, evaluation, maintenance and adjustment of funds, budgets, and accounts.

9.Communicate effectively both orally and in writing.

10.Interpret, apply, and explain rules, regulations, policies, and procedures.

11.Establish and maintain cooperative and effective working relationships with others.

12.Operate a computer and assigned office equipment.

13.Analyze situations accurately and adopt an effective course of action.

14.Meet schedules and time lines.

15.Work independently with little direction.

16.Plan and organize work.

17.Direct the preparation and maintenance of a variety of narrative, financial, and statistical reports, records, and files related to assigned activities.

Minimum Qualifications/ Education & Experience:

Equivalent to a Master’s degree or higher from a regionally accredited college or university with major coursework in a business related field.

Five (5) full-time equivalent years of increasingly responsible fiscal experience or facilities construction and maintenance experience or information technology experience.

Three (3) full-time equivalent years of experience in an administrative capacity.

Equivalencies:Preferred Qualifications:

1.Doctorate degree from a regionally accredited college or university.

2.Five (5) full-time equivalent years of senior-level college administrative experience.

License(s) & Other Requirements:

The incumbent may periodically be required to get to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.

Examination Requirements:Working Environment:

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with 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 District 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. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Hazards: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: http://www.mtsac.edu/safety/pdf/2014ASRFinal.pdf

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.

Typing Certificate Requirements: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: employment@mtsac.edu.

DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.

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

THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.

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.

Inquiries/Contact:

Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: employment@mtsac.edu.

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 http://hrjobs.mtsac.edu to complete and submit your application for this position.

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.

Letters of Recommendation

All letters of recommendation must be uploaded to the application.

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

Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).

Cancel RTF Policy:

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

Quick Linkhttp://hrjobs.mtsac.edu/postings/7355Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
   • I understand this statement
2. * Incomplete applications packets will not be considered. Stating “see resume” on your application will be considered an incomplete response.
   • I understand this statement
3. * Evidence of minimum qualifications must be established in the online application form. Supporting documents such as cover letter, resume, etc. will not be used for the purpose of determining minimum qualifications.
   • I understand this statement
4. * Letters of recommendation including confidential letters of recommendation must be received prior to the initial screening date deadline in order for the application to be guaranteed consideration. Applications submitted without letters of recommendation (if required) will be considered incomplete.
   • I understand this statement
5. * What does it mean for you to have a commitment to diversity? How have you demonstrated that commitment? How would you see yourself demonstrating it here?

   (Open Ended Question)

6. * What does 'equity' mean to you? How would you enact your definition of equity in this position?

   (Open Ended Question)

Optional & Required DocumentsRequired Documents

1. Cover Letter
2. Resume/Curriculum Vitae
3. Letter of Recommendation 1
4. Letter of Recommendation 2
5. Letter of Recommendation 3
6. Transcripts to Meet Required Qualifications

Optional Documents

1. Transcripts - Continued
2. Other Document 1
3. Other Document 2
4. Other Document 3