Regional Operations Manager, Bay Area Community College Consortium (BACCC)

Employment Opportunity

Cabrillo College is seeking an experienced professional to serve as Regional Operations Manager for the 28-college Bay Area Community College Consortium (BACCC). BACCC is one of 8 regional consortia, funded by the Chancellor’s Office, to facilitate collaborative responses to regional workforce development needs. Cabrillo serves as the fiscal agent for BACCC.

The Regional Operations Manager ensures effective integration and synergy of regional programs through liaison with subgrantee business offices, BACCC and the Chancellor’s office. This position manages, controls and coordinates the processing of regional sub-grants for BACCC including the Strong Workforce Program; provides fiscal, technical and contract management support to the region’s community college and K-12 sub-grant recipients; monitors and approves invoices for payments; and performs analytical work and project management.

Why this opportunity is for you:
BACCC is committed to achieving the following goals.

1. Provide pathways that enable all Bay Area students to find employment and advance to livable wages
   
   
2. Meet the needs of employers in the Bay Region for well-qualified candidates for positions that pay livable wages
   
   
3. Ensure equity in participation, completion, and employment
   
   

The successful candidate shares these goals and will have demonstrated the ability to develop productive relationships with multiple agencies, project manage transactions with the agencies, and provide technical assistance as needed such that funds flow to subgrantees in a timely manner, accurate reports of expenditures are made on a timely basis, and subgrantees feel supported in meeting their contractual obligations.

COMPENSATION AND BENEFITS

Starting Salary Range: $60,944 to $85,754 per year. Salary placement is determined by documented education and experience. Cabrillo College provides an annual doctoral stipend of $3,977 for eligible employees.

Benefits:
Cabrillo College currently provides a generous benefit stipend for employees plus dependents that employees apply towards benefit selections for medical, dental, life, and short-term/long-term disability insurance. Depending on health plan selections, in many cases full-time employee net out-of-pocket for benefit premiums may be as low as $0.

Classified administrators are required to join the Public Employee's Retirement System (PERS) and as such must contribute up to 7% of their monthly salary to PERS on a pre-tax basis. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance:
This opportunity is a full time assignment, 12 months per year. Cabrillo administrators enjoy a 225-day work schedule, which equates to an average of 20 self-selected non-work days, 15 set holidays, and 3 individual responsibility days off annually. 12 days of sick leave accrue annually.

Cabrillo’s Commitment to Equity and Diversity :
The ideal candidate will share Cabrillo and BACCC's commitment to educating the region’s racially and socioeconomically diverse student population and working towards the goal of equity for these populations in participation in the region’s career programs; in successful completion of these programs; and of placement in employment at livable wages within the students' fields of study.
Employees at Cabrillo College support quality programs and services to students that promote their diverse and evolving needs as they progress toward their individual educational goals. Come join us in our vision to improve the world, one student at a time!

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Assists in the development of and implements processes and procedures to manage and facilitate the efficient program grant allocation and invoicing of Strong Workforce Program regional sub-grants; facilitates information sharing on work process issues and process improvements.
• Provides support to regional colleges for the successful implementation of Strong Workforce projects; manages the program grant applications and allocations; processes new contracts and contract modifications when needed by grantees or as additional funds are allocated; closes out grants.
• Serves as liaison between grantee colleges’ fiscal department staff and fiscal agent (Cabrillo College) on grant contracts and cash advances, receipt of invoices for reimbursement, initiation and tracking of payments, fiscal year closeout and renewal of blanket purchase orders and other fiscal matters; provides information and assists with resolution of contractual issues.
• Monitors project implementation and performs detailed review of grantee invoices to ensure conformance with Strong Workforce Program provisions and grant allocation; requests additional information and invoice modifications to ensure compliance with grant contract terms and conditions; briefs upper management on contract issues and disagreements and recommends appropriate actions/methods for resolution.
• Establishes project and grant records in BACCC and Chancellor’s Office databases and software; ensures the accuracy of grant contract filing systems containing original contract agreements and amendments; maintains and updates files and databases; distributes contract documents to parties of interest; maintains contract records and other specialized records.
• Provides leadership in the development and implementation of special projects including maintenance and use of NOVA and other specialized software; process enhancements and the implementation of new services; develops training materials and provides training to regional colleges on technology enhancements and new procedures and methodologies.
• Provides or directs program-specific software support and technical training; analyzes, troubleshoots and resolves or coordinates the resolution of software problems and errors with regional end users, IT professionals and software providers; answers technical questions and provides guidance to users on system functionalities and problem correction; resolves or refers server, network, database or other complex problems to appropriate IT professionals for resolution; develops work process and procedural changes to improve work efficiency and effectiveness.
• Provides support and assistance to the Director and Chair as needed; maintains a variety of standard and specialized records and files; maintains spreadsheets and databases; generates sensitive and complex reports and documents.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disabil­ity, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.

OTHER DUTIES

• Represents BACCC on a variety of internal and external project teams, committees.
• Participates and assists in the usage of regional collaboration tools such as website and Google Docs; attends and assists with BACCC sponsored regional meetings and events.
• Provides advice and recommendations on the application of sub-grant allocations and contracting policies; drafts new and revised contracting policies, procedures, contract templates, forms and other materials.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• 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, AND
• Graduation from an accredited four-year college with a bachelor’s degree and coursework in finance, accounting or business administration, AND
• At least five years of progressively responsible experience in contracts administration, grants administration or program management; OR
• Applicants not meeting the above minimum requirements may apply on the basis of equivalency. Please see our HR website for the Equivalency Application form and information .

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• BACCC goals, objectives, policies, procedures and practices applicable to area of assignment.
• Principles, practices and techniques of grant development and administration including contract monitoring and financial/program reporting.
• Federal and state grant-funding regulations and requirements related to management and compliance expectations.
• College payroll and general accounting system operations, practices and procedures.
• Concepts and practices of business process and systems analysis.
• Methods and techniques for troubleshooting hardware and software-related issues.
• General principles, practices and techniques used in customer service, public relations and community outreach.
• Research methods and analysis techniques.
• Principles and practices of effective management and supervision.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Applicable sections of the California Education Code and other applicable federal, state and local laws, rules and regulations.
• Safety policies and work practices applicable to the work being performed.
• Applicable Administrative Procedures, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:

• Plan, organize, oversee and evaluate the processes and activities of assigned functions.
• Review grantee contracts and invoices, perform cost calculations and make accurate determinations on payments and program compliance.
• Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
• Analyze and make sound recommendations on complex technical data and legal requirements associated with grants and contract administration.
• Work collaboratively with regional college administration and support staff and provide expert advice and counsel on Strong Workforce Program grants and projects.
• Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
• Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
• Communicate effectively, both orally and in writing.
• Operate a computer and use standard business software.
• Establish and maintain effective working relationships.
• Represent BACCC effectively in public settings and one-on-one with colleges, employers and the public on a variety of complex issues.
• Uphold BACCC’s mission, values and objectives.
• Support an inclusive work environment that fosters diversity, respect and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:
A valid California driver’s license and the ability to maintain insurability under the College’s vehicle insurance program.

Additional Information

Application Process:

1. Completed application
2. Resume
3. Answer Supplemental Questions
4. Attach the following:
   • Unofficial transcripts from all colleges attended showing degree(s) conferred (copies, and downloads are acceptable). Foreign transcripts must be evaluated for U.S. equivalency at the applicant’s expense - click here for more information AND/OR
   • Equivalency Form – click here (optional) Submit this form with supporting materials if you do not possess the minimum qualifications as listed in the job announcement and feel you have the equivalent education and/or experience. Unofficial transcripts for college-level coursework must be included when submitting this form.

Please note : All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants
Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including reference letters) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas.

Selection Procedure
A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment
Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

EEO Statement
Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at (831) 479-6217.