Vice President, Administrative Services

Job description

Requisition Details

Position TitleVice President, Administrative ServicesHow many positions are you recruiting for?1CampusWest Valley CollegeDefinition

West Valley College, is recruiting a Vice President of Administrative Services to join their leadership team in Saratoga, California. Take a closer look at West Valley and how the Vice President of Administrative Services role may be the next step in your career.

West Valley College, is seeking an energetic leader who thrives in a fast-paced and innovative environment to fill the position of Vice President of Administrative Services. The college is known for the strength of our academic programs and faculty as well as our equity-minded and student-focused approach that combines high-tech and high-touch.

West Valley is about success. It’s about helping students create a future for themselves so they can contribute to a world that needs their talents, drive and enthusiasm. We do that by providing as much one-on-one interaction with students as possible. The results speak for themselves.

  • 656 students transferred to UCs and CSUs in the Fall 2017 semester
  • 705 students earned AA/AS degrees in 2017
  • 139 students earned certificates that led to careers in 2017
  • We host learners from 25 countries who come to the United States looking for the kind of instruction that will help them contribute to the global economy.
  • We offer classes on our beautiful 143-acre Saratoga campus in the foothills of the Santa Cruz Mountains, located at the southwest border of Silicon Valley. Here you can expand your mind, hang out with friends, and contemplate a world of ideas.

The Vice President of Administrative Services (VPAS) provides vital leadership, oversight, and communication regarding the fiscal health and administrative services necessary to run a college. Under the direction of the President, the VPAS will oversee all aspects of college fiscal operations including resource allocation processes, budget development, planning, coordination, and monitoring of college budgets and fiscal operations which is approximately $50MM. The VPAS further develops and coordinates administrative services programs, including facilities planning and maintenance, emergency preparedness, college printing services, and contract relationships with the bookstore and food services. The VPAS also oversees the educational technology services unit at the college. This position serves as liaison to district fiscal, facilities, and construction functions and ensures that the college’s administrative functions are managed according to District policies, collective bargaining agreements, and local, state, and federal laws.

The VPAS will work closely with senior leadership across the college, including administrators, faculty, classified professionals, and students. The VPAS serves as the coordinator and facilitator of college committees and task forces and will provide leadership to accomplish a diverse range of goals to meet student needs.

West Valley College is committed to fostering an increasingly diverse and inclusive learning community and applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.


This is an academic administrator position with an anticipated start date in November 2020. This is an exempt position and is not subject to overtime.

Salary and Benefits


  • Anticipated Hiring Range: $172,379-$183,586 annually, dependent upon experience (Administrative Salary Schedule, Range 30, Steps A-C).
  • Annual salary step increases to maximum of salary range, $214,901 (Administrative Salary Schedule, Range 30, Step G)

Benefits include:

  • Additional compensation: $1,500 for doctorate added to base salary annually, to be prorated on a monthly basis.
  • Employer-contributed medical, dental and vision for employee, spouse and/or dependents.
  • Employer-paid long term disability for employee.
  • Employer-provided life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 22 days vacation leave accrued annually (25 days after 5 years).
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Professional development and renewal leave.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
  • CalSTRS retirement.
Minimum Qualifications

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

1.Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.

2.Equivalent to a Master’s degree from an accredited college or university with major course work in business administration, public administration, or a related field.

3.Seven years of increasingly responsible experience in finance and budgeting in an academic environment, including two years of administrative and management responsibility.

Desired Qualifications

The ideal candidate will also demonstrate the following desired qualifications:

  • Budget development and maintenance for an organization with multiple funding sources. Planning, developing, and evaluating comprehensive administrative services/activities at an institution of higher education.
  • Experience with strategic and operational planning processes utilized at large, public sector organizations.
  • Demonstrated experience working collaboratively with stakeholders in a college community/participatory governance setting and creating a climate that fosters communication and collaborative problem solving.
  • Development and implementation of a broad variety of administrative support services (e.g., contract food services, facilities maintenance and rental, telecommunications services, and printing and duplication services).
  • Knowledge of principles and practices of leadership, management and supervision.
  • Knowledge of local laws, State Education Code sections, federal laws and regulations governing community colleges.
  • Commitment to collaboration and customer-service orientation to serving the needs of the college.
Knowledge and Abilities

Desired Knowledge & Abilities:

  • Principles and practices of accountancy, budget development and maintenance, and agency fund accounting.
  • Principles and practices of facilities management and operation.
  • Principles and practices of leadership, motivation, team building, and conflict resolution.
  • Pertinent local, state and federal laws, rules and regulations.
  • Organizational and management practices as applied to the analysis and evaluation of programs.
  • Principles and practices of organization, administration, and personnel management.
  • Principles and practices of budget preparation and administration.
  • Principles and practices of participatory governance and effective practices of adult teaching and learning.
Examples of Duties and Responsibilities

Duties may include, but are not limited to, the following:

  • Develop, plan and implement division goals and objectives; recommend and administer policies and procedures.
  • Coordinate division activities with those of other divisions, departments, and outside agencies and organizations; provide staff assistance to the President and Chancellor; prepare and present staff reports and other necessary correspondence.
  • Direct, oversee and participate in the development of the division’s work plan; assign work activities, projects, and programs; monitor workflow; review and evaluate work products, methods and procedures.
  • Supervise and participate in the development and administration of the administrative services budget; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures.
  • Select, train, motivate and evaluate staff; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures; maintain discipline and high standards necessary for the efficient and professional operation of the division.
  • Plan, organize, coordinate, review, and evaluate the college’s budget development and maintenance functions.
  • Review reports related to the financial resources of assigned programs and services; assure that resources are allocated efficiently and effectively; review compliance reporting to funding sources.
  • Coordinate and facilitate facilities construction and modification projects.
  • Supervise and administer licensed use of college facilities on a rental basis.
  • Serve as a member of the president’s leadership team; establish and achieve institutional goals in accordance with the college’s educational and facilities master plan; ensure that development of short and long-term plans for all instructional programs and services occur in concert with the college’s overall direction and priority.
  • Represent the division to outside groups and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
  • Research and prepare technical and administrative reports and studies; prepare written correspondence as necessary.
  • Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
  • Foster an environment that embraces diversity, integrity, trust, and respect.
  • Be an integral team player, which involves flexibility, cooperation, and communication.
  • Perform related duties as assigned.
Working ConditionsOther DutiesPhysical DemandsApplicant Information


1. A Current Resume or Curriculum Vitae

2. A cover letter (3 pages or less) outlining how your background and experience will serve the future needs of the College and the community that we serve. Include how your life experiences, studies or work have influenced your understanding of, and commitment to, diversity, equity and inclusion.

3. List of References


  • Submission of complete electronic application documents to Human Resources is the applicant’s responsibility.
  • Incomplete documents will not receive committee consideration.
  • Application documents will not be sent to applicants nor received by Human Resources via fax.
  • All materials in your file become District property, will not be returned, and will be considered for this vacancy only.
  • Applicants who, due to a disability, require accommodations to complete the application, testing, or the interview, should contact Human Resources at (408) 741-2174 to arrange assistance.

Applications will continue to be accepted electronically until the position closing date of September 29, 2020. Submissions are encouraged prior to that date.

For questions and confidential inquiries contact:
Sean McGowan
Human Resources Recruitment Specialist
Phone: (408) 741-2174
Email: [email protected]

West Valley College is working with Another Source ( to maximize our recruiting outreach. Applicants are encouraged to also register their interest in this position with Another Source at

Selection Process


  • After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
  • All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
  • Travel expenses to attend first-level interview are the responsibility of the candidate.
  • Application materials become the property of the District and will not be returned or duplicated.
  • The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
  • The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
  • Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
  • Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Special Instructions to the ApplicantPosting NumberFY20/21-002FTOpen Date08/25/2020Close Date09/29/2020Open Until FilledNoRequisition Specific Questions

Required fields are indicated with an asterisk (*).

    Applicant DocumentsRequired Documents
    1. Resume/CV
    2. Cover Letter
    3. List of References
    Optional Documents




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      Job No:
      Posted: 9/22/2020
      Application Due: 9/29/2020
      Work Type: