VP of Finance & Operations

The Vice President of Finance & Operations has broad responsibility for leading the College’s financial, business and facility planning by recommending and implementing policies for the College.  The position is responsible for the operations of the Accounting, Human Resources, Facilities, Auxiliary Services, Purchasing, Shipping and Receiving, Information Technology, Risk Management and Campus Safety.  This position formulates and interprets College policy concerning general administrative personnel and fiscal functions.  The Vice President reports to the President and serves as advisor to the President in the policies affecting all business services areas, while fostering collaboration with faculty, staff, student organizations and the communities served by the College.   

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provide leadership for stewardship and accountability of College financial resources and the management and care of facilities using best practices, research and collaboration with higher education colleagues.

• Keep the President fully informed on matters of planning and managing the finances and general business operations of the College through regular communications, reports, and meetings and successfully translate financial matters to the Board of Trustees and campus community.

• Serve as the Treasurer of the College upon appointment by the Board of Trustees, and as the chief fiscal officer for the College with signatory responsibility on financial matters related to the College and serve as the senior budget officer for the division of Financial and College Operations. Maintain compliance with board policy and Illinois legislation in purchasing processes and communicate such to College budget officers.  Responsible for ensuring payment for all necessary and appropriate College purchases and contractual obligations in accordance with College policy.     

• Monitor the College’s financial condition and present monthly financial reports to the President. Oversee the preparation and presentation of financial information as required by the President, Board of Trustees, and governmental agencies.  This includes comprehensive and comparative financial and statistical information as requested by the President.  Prepare a comprehensive, annual report between January and March for presentation to the President on matters related to the status and effectiveness of the Financial & Business Operations division of the college.

• Oversee the preparation of the annual tax levy.

• Oversee the annual fiscal audit and various other College audits including response and oversight for the development or revision of policies and procedures to ensure compliance with recommendations and/or findings with the goal of preventing repeat occurrences.

• Establish and administer the appropriate and state-approved accounting procedures in compliance with generally accepted account procedures (GAAP), including fixed asset tracking.
• Coordinate with executive administration in the allocation of resources through a collaborative decision-making process to accomplish college educational mission and goals in accordance with established budget processes.
• Prepare the College’s annual legal budget in accordance with Illinois Public Community College Act and Illinois Community College Board requirements and present the budget recommendation to the President.
  
  
• Maintain awareness of new legislation, rules and regulations that may impact the College to formulate compliance plans and reporting strategies.
  
• Responsible for maintaining a future focused, multi-year Facilities Master Plan with analysis and documentation supporting capital projects. Plan is to include anticipated or desired funding sources.  Will prepare and present annual capital budget as part of the budgeting process.    

• Responsible for coordinating the qualification-based selection (QBS) process in compliance with the Local Government Professional Services Selection Act (50 ILCS 510) for architects, engineers and consultants; guiding development of program needs; assuring conformance of contract documents to program specifications; and monitoring of bidding, contract award, construction and budget control.

• Partner with the Director of Facilities in maintaining the buildings and grounds that provides a first impression that acts to assist in the recruitment of students.

• Creatively seek financial sources and solutions for improvement of existing facilities to enhance the learning environment.
  
• Responsible for the efficient operation of campus auxiliary services, which include an internally managed bookstore and contracted food service and public safety service.
• Maintain an orderly and safe working and learning environment with oversight of Public Safety and emergency planning and operations. In doing so, maintain compliance with the Illinois Campus Security Enhancement Act (110 ILCS 12/20).
• Responsible for development of an annual risk management plan, funded to the degree possible with protection, settlement and liability tax levy resources which includes, but is not limited to, the insuring of college property and liability protection for the college, the employees and Board of Trustees.
• Oversee the work of the College’s Director of Business Services to ensure accounts payable, accounts receivable, shipping and receiving, and payroll and employee benefits are administered accurately and in accordance with applicable laws, regulations, and Generally Accepted Accounting Principles (GAAP). Support the Director of Business Services in ensuring accurate, timely and informative communication to students of balances owed.  Responsible for the provision and oversight of installment plans and the coordination of collection efforts.  Must coordinate with the Financial Aid Office and the Saints Foundation for the application of scholarships and waivers to student accounts and for the processing of student refunds.
• Collaborates with the Director of IT to develop and support the College’s information technology infrastructure so that the network is secure, personally identifiable information is protected and the department serves the college community. 
  
• Responsible for the collection and submission of financial, facility and human resource data to meet reporting requirements and assist other College divisions with meeting reporting requirements. Support other divisions in data-driven decision making by providing accurate and timely financial data.
• Responsible for employment recommendations to the President and Board for all positions within the Financial & Business Operations division and in accordance with College employment policies and affirmative action procedures.
• Must be bondable.

OTHER DUTIES AND RESPONSIBILITIES include, but are not limited to, the following.

• Maintain accurate up-to-date records of all contractual agreements. Convey the status of such contractual agreements at the appropriate times.

• Serve on administrative teams in collective bargaining negotiations with recognized faculty and employee unions.

• Establish and administer proper accounting procedures for external grants and contracts, (including student financial aid), as well as, funds held in trust (i.e. student organizations).

• Provide jurisdictional leadership to the Professional Development, Campus Safety, and Cost Containment/Fiscal Planning committees.

• Assist the President in maintaining liaison with the Illinois Community College Board, the Illinois Board of Higher Education, and other civic and governmental agencies.

• Oversee the development of a bi-annual College Environmental Sustainability Report and the development and submission of reports relative to use of natural resources and/or waste reduction as required by the Illinois Solid Waste Management Act (415 ILCS 20/3.1).

• Perform other duties as assigned by the College President (related duties as required are duties that may not be specifically listed in the class specification or position description, but that are within the general occupational series and responsibility level typically associated with the employee's class of work).

SUPERVISORY RESPONSIBILITIES

Oversee various departments as outlined.  Setting goals for performance and deadlines in ways that comply with the College’s mission and Strategic Plan. Organize workflow and ensure employees understand their duties or delegated tasks.  Monitor employee productivity and provide constructive feedback and coaching.  Staff supervised include Director of Business Services, Director of Human Resources, Administrative Assistant I, Director of Information Technology, Director of Facilities, and Bookstore Manager.

EDUCATIONAL AND LEADERSHIP EXPERIENCE

Required:   Master’s Degree in business administration, finance or closely related field, or equivalent combination of education and experience.  Minimum of five years of successful leadership experience with recent administrative leadership in accounting, management or related field.  Excellent ability to interpret financial statements and information, strong technical skills with some experience in enterprise level administrative software systems, Microsoft Excel, and experience in a range of business disciplines.  An understanding of the regulatory environment, and proven talent for the development and execution of a long-term financial strategy. 

Preferred:  CPA (Certified Public Accountant) designation or CPFO (Certified Public Finance Officer) certification with broad leadership experience.  CSBO (Chief School Business Official) Endorsement and experience as a school business official for K-12.  Experience working in a community college environment. 

MATHEMATICAL SKILLS:   Minimum mathematical ability associated with this job:  Ability to add, subtract, multiply, and divide all units of measure.  Perform the four operations with like common and decimal fractions.

Compute percentages.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Lifting:  Raising objects from a lower to a higher position or moving objects horizontally from position to position.  Lifting items up to 20 pounds in weight.

WORK ENVIRONMENT 

Work is primarily in an office/school environment.  Noise levels usually are moderate.