Assistant Vice President of Administrative Services

Location
California, United States
Salary
Salary Not specified
Posted
May 04, 2021
Position Type
Executive, Other Executive
Employment Level
Executive
Employment Type
Full Time


Assistant Vice President of Administrative Services

Salary: See Position Description
Closing Date:
Job Type: Full Time
Location: Kentfield & Indian Valley (Novato) Campuses, CA

Description

PRIORITY SCREENING DATE: June 7, 2021

Open Until Filled

All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the College until the position is filled.

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COVID ANNOUNCEMENT
Due to COVID-19, most of College of Marin's operations and instruction are taking place remotely until further notice, with the exception of positions deemed essential. At this time, applicants should be prepared that, if selected to interview for a position at the College, all interviews will be held remotely.

DIVERSITY STATEMENT

College of Marin strives to embrace diversity in all forms: it strives to be an inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.

COM serves a county population of approximately 250,000 residents. Based on fall 2019 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (8%), Black/African American (3%), and Multi-racial (7%) students.

College of Marin is an equal opportunity employer and does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, genetic information, genetic condition, status as a veteran, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans With Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive Order 11246 (as amended), COM is an Equal Opportunity Employer.


POSITION OVERVIEW

Under the direction of the Assistant Superintendent/Vice President (AS/VP) of Administrative Services, the Assistant Vice President of Administrative Services (AVP) is responsible for various support functions and fiscal operations of the College to include: planning, organizing, directing, and reviewing the activities and operations of the Administrative Services. The position will support the College and align with the College's mission, vision, and goals while fostering and creating an environment which strives to project and meet college and student needs. The AVP of Administrative Services also supports the AS/VP of Administrative Services in the areas of the District budget, including accounting and financial reporting, audits and other services as assigned. The incumbent is expected to collaborate with academic and student services departments to contribute in ensuring that all students may achieve their educational goals.

NATURE AND SCOPE

The AVP of Administrative Services is responsible for administrative leadership and supervision of the support functions and fiscal operations of the College, including fiscal services, college services, facilities rentals, grant and asset management, transportation, concessions, vending, contracts, and related areas. The AVP of Administrative Services works closely with the AS/VP of Administrative Services and the Superintendent/President for both long-term planning and daily administration, and interfaces with the District on behalf of the College.

Essential Functions

The essential duties and responsibilities listed below illustrate the various types of work that may be performed. Omission of specific statements of duties and responsibilities does not exclude them from the position if the work is similar, and they are related or are applicable to the assignment. Incumbents may not perform all of the listed duties and may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
  • Provides administrative leadership and fiscal oversight and monitoring for categorically funded programs, self-sustaining and contracted services operations, administrative support functions such as mailroom, receiving, and printing services, and related areas. Provides administrative and fiscal oversight of the College's grants. Manages the College's contracts and agreements. Provides leadership for business alliances to achieve the goals of the campus in providing needed college services.
  • Provides administrative leadership and supervision for the non-instructional use of facilities, including drawing contracts and monitoring income and expenses related to rentals. Supervises and coordinates the activities, services, budget, and operation of administrative services including facilities rentals, space planning and allocation, transportation, asset management, concessions, vending, contracts administration.
  • Directs, oversees, and participates in the development of the Administrative Services division's work plan; assigns work activities, projects, and programs; monitors workflow; reviews and evaluates work products, methods and procedures.
  • Supervises and participates in the development and administration of the District budget; directs the forecast of additional funds needed for staffing, equipment, materials and supplies; monitors and approves expenditures.
  • Develops, plans, and implements division goals and objectives; recommends and administer policies and procedures.
  • Assures appropriate processing and compliance, record-keeping, and related responsibilities in areas of fiscal services, payroll and service agreements. Assures implementation of and effective use of related systems.
  • Coordinates division activities with those of the Student Learning and Success division, departments, and outside agencies and organizations; prepares and presents staff reports and other necessary correspondence.
  • Represents the College with Federal, State, and local government entities, legal counsel, the District Office, auditors and the Chancellor's Office of the California Community Colleges.
  • Assist AS/VP of Administrative Services with developing and administering integrated strategic plans for District plant and facilities, capital outlay projects, property and equipment acquisition and leasing, long-term maintenance and construction, energy conservation, and for auxiliary operations such as vending and accounting services for student organizations.
  • Prepares annual and monthly reports as required and meets all state mandates of the program supervised.
  • Acts as liaison with legal counsel, reviewing property and liability claims, tracking litigation, determining disposition and settlement of claims, and communicating with claimants.
  • Interviews vendors; analyzes prices and market trends; prepares bid specifications and conducts bid openings; contracts administration to include following all relevant laws, develop, maintain and reviewing all District contracts for final signature of AS/VP of Administrative Services.
  • Provides vision and follow-through in meeting the educational needs of the faculty, staff and students through assigned areas of College Operations. Engages in program development consistent with College/District master plan goals.
  • Manages, audits and issues District procurement cards; maintains and retains various records.
  • Selects, trains, motivates, and evaluates staff; provides or coordinates staff training; conducts performance evaluations; implements discipline procedures; maintains discipline and high standards necessary for the efficient and professional operation of the division.
  • Assist AS/VP of Administrative Services with facilities planning and maintenance and operations projects, including capital and bond funds, bid processes, award of contracts and general supervision of ongoing scheduled maintenance and new building projects.
  • Supervises and evaluates staff including recommendations for promotion, permanent employment, professional recognition, performance, or dismissal. Ensures professional development and training; works collaboratively to build team capacity and competencies.
  • Reviews, monitors, and participates in shaping regional, statewide, and federal issues concerning community colleges and disseminates relevant information as appropriate.
  • Participate in Closed and Open sessions of the Board of Trustees. Make presentations at meetings, workshops and at special events. Serve as District representative on and in District and outside committees, conferences, seminars, workshops, commissions and in other activities as assigned.
  • Uses collaborative decision making with staff, faculty, co-workers, and community members.
  • Use a variety of computer software applications to research, format, maintain and report fiscal, statistical and other documentation. Confer with the AS/VP of Administrative Services, Superintendent/President and other senior management staff to develop and maintain ongoing communication channels, in order to provide fiscal and other department information as appropriate.
  • Fosters an environment that embraces equity-minded practices, integrity, trust, and respect. Supports, implements and promotes compliance with the District's Diversity and Equal Employment Opportunity Plan in all aspects of employment and education; increases cultural and ethnic diversity in staffing, programs and services.
  • Coordinates division activities with those of the Student Learning and Success division, departments, and outside agencies and organizations; prepares and presents staff reports and other necessary correspondence.
  • Serves as designee in the absence of the AS/VP of Administrative Services.
  • Assumes additional related administrative and/or fiscal responsibilities as assigned.

  • Other functions:

    Performs related duties as assigned.

    Requirements & Desirables

    REQUIREMENTS
    1. Master's degree in a related area and two (2) to five (5) years of experience in a related area; or equivalent combination of education and experience; and
    2. One year of formal training, internship, leadership or administrative experience with responsibilities in budget planning and/or fiscal management; and
    3. Experience in budget development and management; and
    4. Knowledge of and/or experience with federal regulations, Title 5/Education Code, California regulatory agencies, accreditation requirements, and collective bargaining practices; and
    5. Valid or ability to obtain California driver's license; and
    6. Extensive experience in public contacts that has demonstrated skill in respectful and sensitive communication with people who are diverse in their cultures, language groups, abilities, lifestyle and backgrounds. Demonstrated sensitivity to, and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students.

    DESIRABLE QUALIFICATIONS
    • Leadership experience in a California Community College or other educational institution in finance related operations.
    • Experience working with auditors and external agencies.
    • Experience in grants and other categorical fund accounting.
    • Experience in contract management, facilities management, and other administrative support operations.
    • Experience in oversight and communication of budget-related issues to senior management staff.
    • Experience supervising and leading staff.
    • Knowledge of federal, state, and local budget issues, complex accounting and analytical skills, complex spreadsheet development.

    KNOWLEDGE, SKLLS & ABILITIES
    • Working knowledge of all applicable laws, regulations, guidelines, and contracts, such as California Education Code, Title 5 Regulations, OSHA Regulations, Federal and State Labor laws, District Labor Contract provisions.
    • Strong knowledge of finance and accounting practices with emphasis on college resource management.
    • District Policies and Procedures (including accounting methods and personnel procedures).
    • Information systems, data management and other applicable computer software.
    • Personnel management.
    • Enrollment management as it pertains to State attendance accounting methods and audit.
    • Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
    • Supports, implements, and promotes advancement of the District's equity goals, and Diversity and Equal Opportunity Plan in all aspects of employment.
    • Knowledge of the mission of the California Community Colleges; Federal and California legislation, laws, regulations; processes and shared governance.
    • Knowledge of principles and practices of community college business administration, community college finance, automated financial systems, accounting, budgeting, audits and financial operations, Bond management, California Education Code and other regulations related to community colleges.
    • Knowledge of principles and practices of capital project management, construction and facility supervision, and ability to implement complex tasks.
    • Knowledge of contracts management.
    • Knowledge of grants management and accounting principles.
    • Ability to create and maintain complex spreadsheets and other financial and accounting reports using applicable software.
    • Ability to relate to, and effectively communicate with, the community, administrators, faculty, staff, students, and the Board of Trustees.
    • Ability to cultivate and maintain collegial relationships with those contacted in the course of work, communicate effectively both orally and in writing with the public and the college community, and coordinate and facilitate meetings

    CONDITIONS OF EMPLOYMENT

    Prior to employment, the selected candidate will be required to complete the following:
    1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
    2. Criminal Justice/Fingerprint Clearance.
    3. Board of Trustee approval.
    4. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
    5. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
    6. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
    REQUIRED APPLICATION DOCUMENTS
    The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.

    1. Cover Letter (cover letter)
    2. Resume (resume)
    3. Complete copy of college transcript conferring Bachelor's degree (bachelor's transcript)
    4. Complete copy of college transcript conferring Master's degree (master's transcript)
    5. STATEMENT - Please provide a response to the following prompt (one page maximum; other):

    College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Please describe how you would contribute to creating a welcoming and supportive environment for students from historically underrepresented and marginalized groups.


    (If you hold additional degrees beyond the Bachelor's and Master's level, please attach a copy of your transcript conferring these degrees as well. Unofficial transcripts are acceptable for application purposes, as long as they confer the degree and show the coursework taken and grades achieved. An official transcript would be required upon hire.)

    Supplemental & Salary Information

    PHYSICAL/OTHER REQUIREMENTS

    In accordance with the Americans with Disabilities Act, the following physical, mental and other abilities are required in order to perform the essential functions of this classification: complex data comparison, analysis, and synthesis; attention to detail; public speaking to small and large groups; persuasive communication; negotiation; multi-tasking; flexibility; adaptability; tact and sensitivity.

    RESPONSIBILITY

    Responsibilities include: working independently under broad organizational policies with supervision focusing on results to organizational objectives; and supervising the use of funds. Significant utilization of resources from other work units is required to perform the job's functions. There is an opportunity to impact the Organization's services.

    WORKING ENVIRONMENT

    Incumbents perform much of their work in office or office-related settings, which involves minimal lifting or other physical exertion. Travel is required to other campuses and off-site facilities, workshops, and conferences.

    CLASSIFICATION CATEGORY

    The Assistant Vice President of Administrative Services is a classified administrative position, in compliance with all applicable sections of the California Education Code and related statutes. Employees in this classification are members of the California Public Employees' Retirement System (CalPERS). Classified administrative employees are employed subject to the terms and conditions set forth in the individual's employment agreement with the District.

    SALARY INFORMATION
    FLSA Status: Exempt

    Salary Grade: MGMT Level 7

    Please refer to the Management Salary Schedule on our Human Resources web site for detailed information.

    SELECTION PROCESS
    Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the application deadline, and applicants will be notified of their status, either way, thereafter. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee, and those who are forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.



    To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/3068717/assistant-vice-president-of-administrative-services?pagetype=promotionalJobs


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