Vice President, Administrative Services
- Employer
- Mt. San Antonio College
- Location
- Walnut, CA
View more categoriesView less categories
- Executive Administration Jobs
- Vice Presidents
- Employment Type
- Full Time
- Institution Type
- Community College
Job Details
CM-198-2024
Posting Title:Vice President, Administrative Services
Division:Administrative Services
Department:Administrative Services Office
FTE:100
Term (month/year):12 months/year
Primary Work Schedule:Mon - Fri, 40 hours
Health & Welfare::Mt. San Antonio College offers a college-paid comprehensive benefits package which includes medical, dental, and vision insurance for the employee and eligible dependents. Lifetime supplemental medical benefits are also available for eligible retirees.
The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services.
*Note: The District does not cover Medicare expenses. Please visit the Mt. San Antonio College Benefits Website for further information.
Steps 1 - 6: $271,896. - $310,152. annually
Open Date:12/04/2024
Initial Screening Date:01/27/2025
Open Until Filled:Yes
District Rights:We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.
Application Requirements:First Review of Applications: Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the above listed Initial Screening Date are assured consideration.
Applicants must submit all of the following materials online, unless otherwise noted, at Mt. SAC Employment Website 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. If applicable, all candidates, including current or former employees of the college, are required to show evidence of the awarded/conferred degree from the issuing college/university, and this evidence must be submitted with the online application to demonstrate that the required educational qualifications are met. Unofficial transcripts or a copy of the diploma are acceptable at the time of application. Official transcripts will be requested if an offer of employment is made.
5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.
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 the Mt. SAC Employment Website to complete and submit your application for this position.
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 Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources telephone #: (909)274-4225. Human Resources e-mail: employment@mtsac.edu.
Do Not include photographs or personal information (e.g. DOB, place of birth, etc.) on your application or supporting documents.
Long Distance Travel for Interviews: If you are selected to participate in an interview and attendance will require you to travel in excess of 150 miles from your residence, please contact the Human Resources Technician listed on the interview invitation to discuss accommodation and/or travel reimbursement.
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 to the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the National Association of Credential Evaluation Services Website.
Selection Procedure::A committee will evaluate applications, considering the 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 start date will follow Board approval and live scan clearance receipt.
DEFINITION:
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 and vending; 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.
Receives administrative direction from the President/Chief Executive Officer. 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, professional, technical, and administrative support staff through subordinate levels of management and supervision.
Examples of Essential Functions(Illustrative Only):1. Serves as an Assistant Chief Executive Officer and Chief Business Officer for the College, overseeing budget, accounting, purchasing, banking, mail services, and payroll; parking and security; bookstore and food services; risk management; custodial, facilities, warehousing, construction, maintenance and operations, and grounds; event coordination and performing arts center operation; information systems infrastructure, network administration, academic technology and support, telecommunications systems, and presentation services; and other duties as assigned.
2. Assumes responsibility for implementation, interpretation, revision, and evaluation of the College’s financial condition, including the adequacy of internal control procedures and state and federal programs and fiscal compliance. Works closely with the Instructional Services, Student Services, and School of Continuing Education units on short and long-term FTES plans and strategies.
3. Oversees the retiree benefits irrevocable trust fund; ensures actuarial studies are completed as required and develop a plan for funding the liability.
4. Develops cash flow analysis related to the College’s general obligation bonds; issues general obligation bonds as needed to support the College’s construction plans; serves as the main point of contact with legal counsel, financial advisors, underwriters, and rating agencies; ensures compliance with continuing disclosure requirements and bond covenants; oversees the Independent Citizen’s Oversight Committee and ensures its compliance with legal requirements.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. Provides guidance to the Chief Technology Officer (CTO) in the oversight of information technology including information systems infrastructure, network administration, academic technology support, and telecommunications systems; and replacement and repair of audio-visual, video, and communications equipment used for instructional and operational support by the College.
12. 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.
13. 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.
14. 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.
15. Directs the functions and activities of the College Technical Services of the Performing Arts Center and Summit Event Center, Event Services, and Broadcast and Production Services, including production operations, box office, and ticketing activities.
16. 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.
17. 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. Assures mandated reports are submitted to appropriate State or federal agency according to established timelines.
18. 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.
19. 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.
20. Reviews, analyzes, and evaluates pending legislation, legal mandates, regulations, and guidelines that may affect the College’s Administrative Services programs, functions, and activities; anticipates and identifies legal issues and counsel administration in the development of strategies for resolution; confers with legal counsel as appropriate; maintains current knowledge of laws, trends, policies, procedures, and practices used in similar functional areas in a public community college district; develops legislative materials related to budget, finance, facilities planning and other related areas; analyzes impact on the College; recommends legislative strategies and strategies for reporting, decision-making and presentation purposes as appropriate; reviews and recommends legislation which could benefit the College and its population/clientele; and maintains communications with appropriate government agencies, state and national organizations.
21. Advises administration and the Board of Trustees on labor and employee relations costs during negotiations; interprets financial provisions of negotiated contracts and ensure that employment-related actions are in conformance with negotiated agreements and applicable laws and regulations.
22. Directs the preparation and maintenance of a variety of narrative, financial, and statistical reports, files, and records as required by the President/CEO. Oversees the preparation of materials and reports and make presentations periodically, as necessary.
23. Encourages professional excellence among division personnel and promotes an organizational culture of customer service, innovation, and quality services; trains, guides, supervises, supports, and evaluates the performance of assigned personnel; delegates and reviews assignments and projects; establishes and monitors timelines and prioritizes work; establishes clear expectations for effective performance of assigned functions; evaluates work products and results and ensures continuous improvement of the division through organizational change management, new technology solutions, assessment of best practices and feedback from internal customers to increase productivity and effectiveness.
24. Provides vision and leadership for a diverse, dynamic, and innovative community of managers, faculty, staff, and students.
25. Maintains confidentiality of sensitive and privileged information.
26. Operates a variety of office equipment including a computer and assigned software; drives a vehicle to conduct work.
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.
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.
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.
1. Doctorate degree from a regionally accredited college or university.
2. Five (5) full-time equivalent years of senior-level college administrative experience.
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.
Equivalencies:Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.
Environmental Elements:Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Physical Demands:Must be able to work in a standard office setting and use standard office equipment, including technological devices; to communicate with individuals at various College and meeting sites; the ability to understand and comprehend written and electronic materials; the ability to receive, review, and respond to communications in person, before groups, and over the telephone and through various media. This is primarily a sedentary office classification although movement between work areas may be required. Positions in this classification occasionally may need to physically 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.
Conditions of Employment:The person holding this position is required to be present on Mt. San Antonio College’s campus to perform all essential duties and responsibilities.
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. Costs for live-scan services shall be borne by the candidate.
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: Mt. SAC Annual Security Report.
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.
Our Mission: The mission of Mt. San Antonio College is to support all students in achieving their educational goals in an environment of academic excellence. Specifically, the College is committed to providing quality education, services, and workforce training so that students become productive members of a diverse, sustainable, global society. The College pledges to prepare students for lifelong learning through the mastery of basic skills, the achievement of associate degrees and certificates, and the completion of career and transfer pathways. The College will carry out this commitment by providing an engaging and supportive teaching and learning environment for students of diverse origins, experiences, needs, abilities, and goals. The College is dedicated to serving our community through improving economic achievement, advancing civic engagement, enhancing personal well-being, promoting critical thinking, and enriching aesthetic and cultural experiences.
Our Vision: Mt. San Antonio College strives to be regarded as one of the premier community colleges in the nation. We will be viewed as a leader in community college teaching, programs, and services. As a premier community college, we will provide access to quality educational programs and services, focusing on student success within a climate of integrity and respect. We will earn this reputation by consistently exceeding the expectations of our students, our staff, and our community.
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.
The District works to create an inclusive environment that provides a safe haven for international students, veterans, re-entry students, LGBTQIA+ students, and students of various learning styles regardless of citizenship status.
We are committed to hiring Faculty, Staff, and Management who understand how cultural diversity in the academic environment promotes academic excellence, fosters cultural, racial, and human understanding, and provides positive role models for all students.
We recruit and retain quality employees who are reflective of our students and the community we serve, in addition to providing all personnel with equity and diversity training.”
The District is a proud Chicanx/Latinx, and Hispanic-Serving Institution, Asian American and Native American Pacific Islander-Serving Institution, and Minority Serving Institution, serving over 66,446 students based on the 2022-2023 academic year.
The student population is as follows:
- by Race/Ethnicity – 57.02% Latinx, 9.33% White, 19.36% Asian, 2.82% Filipino, 0.23% Pacific Islander, 3.33% Black/African American, 0.28% American Indian/Alaskan Native, 2.02% two or more races and 5.61% unknown;
- by Gender– 54.35% Female, 42.91% Male, 0.47% Non-Binary, 2.27% unspecified;
- and by Age – 46.03% ages 19 or younger, 20.37% ages 20-24, 9.05% ages 25-29, 5.64% ages 30-34, 3.87% ages 35-39, 5.04% ages 40-49, 10% ages 50 and older.
The current employee population is as follows:
- by Race/Ethnicity – 37% Latinx, 29% White, 15% Asian, 6% Black/African American, 1% Middle Eastern or North African, 1% Native Hawaiian or Other Pacific Islander, 2% Two or More Races, 9% unknown;
- by Gender – 56.47% Female, 42.19% Male, 1.34% Non-Binary;
- and by Age – 3.94% ages 20-29, 19.46% ages 30-39, 30.21% ages 40-49, 46.39% ages 50 and older.
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).
Inquiries/Contact:Human Resources
1100 N. Grand Avenue, Walnut, CA 91789-1399
Phone: (909) 274-4225
E-mail: employment@mtsac.edu
Organization
Mt. San Antonio College provides the full college experience without the full college debt. As a nonprofit California Community College, Mt. SAC is known for providing a top-tier education and extensive student services while keeping classes at just $46 a unit.
Location
The campus sits on 420 rolling acres in Walnut, California, located on the eastern edge of the Greater Los Angeles Area. The city of Walnut is considered one of the Best Small Towns to Live In by Money Magazine, which highlighted only one other California town. A diverse suburb just 25 miles from Downtown Los Angeles, Walnut is known for its nationally reknowned schools and equestrian community. The city combines the charms of rural living with the benefits of being located just 25 miles from Downtown Los Angeles.
Mt. San Antonio College serves everyone, from residents to working professionals and international students. Its local College District boundaries encompass the communities of Baldwin Park, Bassett, Charter Oak, Covina, Diamond Bar, the southern portion of Glendora, Hacienda Heights, City of Industry, Irwindale, La Puente, La Verne, Pomona, Rowland Heights, San Dimas, Valinda, Walnut, and West Covina. Learn about our district and trustees.
Dynamic Community
At Mt. San Antonio College, diversity is what brings our campus to life. Our students come from unique backgrounds and are all at different places in their lives. Some are here straight from high school, while others have families and full-time jobs, but they are all here for the same reason: to achieve their goals through education. We proudly serve more than 50,000 students from all walks of life. About half of our students are seeking degrees and certificates. The other half are enjoying community programs, workforce development classes and other non-credit courses. Learn more about demographics on our Facts and Stats page.
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