Vice President for Administrative Services

Description

Columbia Basin College ("CBC" or the "College") seeks a Vice President for Administrative Services (VPAS) who will serve as the chief business officer with overall responsibility of supporting the educational process by providing effective business services and financial management of the College. Primary responsibilities include oversight of the administrative operations for the College, which includes: business office services, purchasing, contracting, grants management, safety and emergency management, information services, capital planning, construction, physical plant facilities/operations, debt management, campus security and auxiliary services (Bookstore and contracted food services). The VPAS is to provide leadership to the College through contributing to the development of a planning and resource allocation strategy promoting accountability assessment, implementing the college strategic operating plan and capital master plan, and enhancing the college participatory decision-making processes. The VPAS works collaboratively with the other members of the President's Cabinet in support of a positive work environment, college effectiveness and support for student success. A successful candidate for this position must be a consensus builder, effective communicator and epitomize servant leadership. This position reports to the College President.

This position is open until filled. Priority consideration will be given to applicants whose application has been received by January 3, 2021 at 11:59 PM Pacific Time.

Primary Responsibilities

• Accurate and complete knowledge of the budget and accounting management functions, which must be conducted in compliance with applicable rules and regulations of the State Board for Community and Technical Colleges (SBCTC), the Office of Financial Management (OFM), the State Auditor’s Office and other related federal agencies;
• Maintain contact with the appropriate fiscal officers of the above referenced agencies and other colleges in order to represent the fiscal activities of the College;
• Develop and maintain electronic data processing system compatible with the accounting and budgeting systems within the state financial information system - SBCTC Information Technology Division;
• Direct and authorize all aspects of the College budget and accounting processes; plan and develop procedures for budget development which includes a review of departmental spending trends of years prior and strategic institutional priorities for future years, budget monitoring, internal auditing and fiscal operations analysis; and identify the amount of resources available by distributing the appropriated funds according to SBCTC guidelines and by establishing and controlling the local fund estimates for the College;
• Coordinate with the President on budget development, monitoring and accounting, and providing information and expertise to the Board of Trustees and College Vice Presidents and deans;
• Consult with college-wide budget authorities regarding all budgeting activities to ensure the proper budgeting of funds and their use according to the approved budget; contribute to long- and short-range planning by providing timely and accurate information and develop and manage an effective and efficient fiscal account and reporting system;
• Provide vision, leadership and oversight of accounting office services, which submits and monitors all allotments, as required by OFM; prepare monthly reconciliation of allotments to allocations and allocations to departments; generate quarterly budget status reports, reserve account status and variance reports;
• Coordinate the development of the annual college budget that effectively supports the College's mission, strategic plan and core values; provide appropriate oversight of a budget system that promotes open disclosure and collaborative participation while providing timely information for effective budget management;
• Oversee, authorize and control all federal and state Grant expenditures, reports and close out;
• Oversee purchasing, contracting, and materials management;
• Oversee operation of the physical campus, including all buildings, grounds, campus security and auxiliary services, such as Bookstore and contracted food services;
• Oversee capital construction and master facility planning and maintain the monthly reconciliation of the capital project budget to assure that project allocations reflect current allotment status and that all available funds for the projects have been allotted;
• Oversee operation of Information Services for the campus;
• Oversee campus emergency preparedness and response, which includes interface with local police and emergency management officials for joint emergency planning;
• Serve as a member of Faculty Senate Finance Committee and other College committees and councils;
• Act as the College financial liaison with the CBC Foundation;
• Hold signatory authority with the President for all documents related to financial reporting, contracts, grants and legal documents and appointments; and
• Fulfill other duties as assigned by the College President.

Common Duties Established for all Vice Presidents

• Support the mission, vision and values of CBC through courageous and ethical leadership college-wide and as a thought leader and team member of Cabinet;
• Assure college strategies that support student access, success and completion are appropriately prioritized and supported, as well as aligned with the College’s mission, vision and values;
• Work as part of the College’s Cabinet in support of shared goals across the College, regardless of administrative unit, making generous assumptions and conducting open-minded analysis of situations that can assist all parties to learn from failures and create successes;
• Commitment to a Yes, And culture by demonstrating the value of a cohesive, intentional and positive culture that brings out the best in all (i.e., being present and listening, making each other look good, embracing change and failure and choosing positivity);
• Personify leadership that fosters diversity, equity and inclusion, that is transparent, positive, visible and ethical in terms of its service to students, the College and the community; and
• Train, supervise and evaluate employees through college policies and applicable collective bargaining agreements with courageous conversations and the appropriate use of candor and principles of trust, honesty, humility and compassion and the provision of support and appropriate resources geared toward success regardless of employee type.

Required Qualifications

• Master's degree in business, accounting, public administration, educational leadership or related field from an institutionally accredited college or university;
• Five (5) years of senior-level management experience;
• Demonstrated record of effective leadership in budget oversight and business management;
• Excellent oral, written and interpersonal communication skills; and
• Ability to support work with the use of multiple software technologies.

Preferred Qualifications:

• Certified Public Accountant license or designation;
• Seven (7) or more years of experience in a leadership position in an institution of higher education; and
• Knowledge of federal and state laws, policies and procedures related to community college operation and financial administration.

COMPETENCIES:

Participatory Management : Provide opportunity for assigned staff to participate in management decision-making when and where appropriate; consistently seek out appropriate information and input that ensure stakeholders perspective is considered;

Approachability : Willing to take immediate time to actively listen to others; considered “accessible” or can be depended upon to be available when needed; responsive;

Change Management : Initiate and/or manage the change process and energize it on an ongoing basis, taking steps to remove barriers or accelerate its pace;

Visionary Leadership : Create a clear, compelling vision; communicate vision and gain commitment; act in accordance with vision; display passion and optimism; mobilize others to fulfill the vision; lead through influence, rather than authority, and take ownership and accountability for the area of responsibility and decisions made; demonstrate confidence within area of expertise – promote a cooperative work environment; ability to appropriately apply leadership techniques to motivate, develop and guide employees;

Oral & Written Communication : Speak clearly and persuasively in positive and negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings; structure and convey information clearly and effectively through both formal and informal documents; review and edit written work constructively; ability to tailor to audience in mind;

Student Centered : Attention, interest, activities and efforts are centered upon the best interest of students; create and support an environment that enables learners to achieve their personal, academic, and professional goals; provide courteous and helpful responses to all customers, whether they be students, general public or employees from another department;

Support for Diversity, Equity and Inclusion : Reflecting CBC’s mission, vision and values, support initiatives that expand the human qualities that differentiate our workplace and educational setting. Demonstrate and advocate an understanding of differences, open mindedness, compassion, sensitivity and interest in differing viewpoints given the diverse population and show a deep commitment to the involvement of colleagues, students and community members to student experience and success honoring freedom of expression as fundamental to personal, professional and organizational growth;

Accountability : Accountable for own actions, decisions, errors, mistakes and/or failures to act when appropriate; accept responsibility when given, understand what duties employee is responsible for and can be counted upon to carry out those responsibilities; and

Teamwork : Demonstrate a willingness to work with, and help others in completing job assignments, the ability to accept constructive criticism, and to cooperate with fellow employees and supervisors; demonstrate alignment with the "Yes And" culture, (e.g., being present and listening, making each other look good, embracing change and failure and choosing positivity).

TERMS OF EMPLOYMENT:

This is a twelve (12) month per year, full-time exempt position. The standard work hours will be Monday through Thursday 7:00 a.m. to 4:30 p.m., and Friday 7:00 a.m. to 12:00 p.m.; however, this position has 24 x 7 responsibilities with weekend and evening responsibilities required. This position is overtime exempt.

PROCESS NOTE:

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

CONDITIONS OF EMPLOYMENT:

In the interest of providing a healthy, safe and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:

The employee is frequently required to sit, talk, or hear; use repetitive hand motions; and to stand, walk, reach, bend, or lift up to five pounds regularly. Moving materials weighing up to 25 pounds may be required infrequently.

WORKING CONDITIONS:
Work generally takes place in an office environment with frequent use of a computer, telephone, and other office equipment. The noise level is typical of an office environment; the incumbent may encounter frequent interruptions throughout the work day.

Occasional travel, greater than 40-hour workweeks, evening meetings, and an on-call status should be expected.