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Executive Director of Business Services - EXTENDED

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Please see Special Instructions for more details.

NOTICE: THIS RECRUITMENT WILL REMAIN “OPEN UNTIL FILLED”

METHOD OF APPLICATION:

Interested applicants must complete the online application, apply for the position, and attach the specified “REQUIRED” documents.

To be considered, each section on the application must contain the requested information (do not state "SEE RESUME" or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. The Office of Human Resources (OHR) may request additional references.

In addition to a full complete application, applicants are required to attach all “REQUIRED” documents. Official transcripts will be required upon offer of employment.

Applicants bear sole responsibility for ensuring that their applications are complete and “REQUIRED” documents are attached prior to the “INITIAL SCREENING DATE.” Incomplete applications will not be considered. All submitted materials become the property of the South Orange County Community College District (SOCCCD), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.

DEADLINE FOR APPLICATION:

This recruitment will remain “OPEN UNTIL FILLED.” For guaranteed consideration, a complete application, and all “REQUIRED” documents are required to be submitted electronically by the “INITIAL SCREENING DATE.” Applications submitted via facsimile or electronic mail will not be accepted.

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Posting Details

Position Information

Link to job brochure:
Classification Title Executive Director of Business Services
Job Category: Classified Management
Job Open Date: 07/27/2017
Job Close Date:
Initial Screening Date 09/11/2017
Position ID: P0007288
Job Open ID: 6521
Position Title: Executive Director of Business Services - EXTENDED
Location 30-District
Department Purchasing (Dist) (Dist-013-092)
Term: 12 Months/Year
Salary Schedule Link: Click Here for Current Salary Schedule
Pay Basis: Monthly
Pay Range: 23 - at $151,632 to $213,372 (salary placement in the salary range will be based upon comparable experience and qualifications; increases are given annually thereafter up to highest step)
% of Range: 100%
Hours per week: 40
Work Schedule Monday - Friday
Receives Benefits: Yes
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Position-Specific Benefits:
Additional Position Information:

Additional Information

Summary Description:

To plan, organize, coordinate and direct the District’s centralized purchasing, contracting, risk management, material management, and related functions, including purchasing, contract administration, capital project equipment and procurement, District-wide procurement standards, Procurement Card program development and administration, contracting operations, property, liability, worker’s compensation and other risk management programs relating to the District’s self-insurance and conventional insurance coverage including claims’ activity management, records management, mail and courier services, shipping and receiving, warehouse operations, central stores, fixed asset management, material safety data sheets, and surplus disposal program.


Working cooperatively with the Vice Chancellor of Business Services and ensure that areas of assignment are operating within appropriate fiscal parameters and remain in compliance with District, local, State and/or federal requirements; ensure timely and accurate submission of required reports; coordinate with other departments, vendors, consultants, and outside agencies in matters related to areas of assignment; supervise and evaluate the performance of assigned staff; and provide responsible and complex support to Vice Chancellor of Business Services; ensure that areas of assignment maintain strict ethical and legal practices; review related operating policies and procedures periodically and implement improvements.


To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; and encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and an interest based approach to problem solving.


SUPERVISION RECEIVED AND EXERCISED:
Receives Business direction from the Vice Chancellor of Business Services.

Exercises functional and technical supervision over the Purchasing Manager, Risk Manager, Central Services Manager, Contracts Specialist, consultants and other personnel as assigned.

Distinguishing Characteristics:
Representative Duties:

Duties may include, but are not limited to the example of duties listed in Job Duties. Please see Job Duties for details.

Knowledge of:

Americans with Disabilities Act and OSHA requirements.
Applicable sections of the California Education Code, Public Contract Code, Government Code, Uniform Commercial Code, Business and Professions Code and other applicable laws, codes and legislative mandates.
California multi-campus community college organization, operations and objectives.
California tax structures for goods and services.
Commodity markets and pricing methods.
Current information technology and systems, including implementation and maintenance of an automated purchasing and fixed assets management system, control applications, and contract management system. Current international, national, and local business and economic conditions.
Modern office methods, practices, procedures and equipment.
Oral and written communication skills.
Principles and practices of management, including public cost accounting, budget preparation and administration, marketing, inventory control, cost benefit analysis, contract negotiations, dispute resolution, organization planning, business communication and report writing, storekeeping and warehousing.
Principles and practices of risk management activities such as risk identification/reduction, loss control, asset protection, employee safety, workers’ compensation programs, etc.
Principles and practices of training, supervision and performance evaluation.
Quantity buying procedures and market pricing, trends and sources.
Proper storage, use, handling and disposal of toxic chemicals and other hazardous materials.
Sources for goods and services typically used in California community colleges.
State, county and District organization, operations, policies, procedures and objectives.
State-of-the-art theories, principles, practices, procedures, techniques, methods, and legal requirements of public procurement, contract administration, and material management, including emerging legal concepts pertaining to electronic commerce.
Technical aspects of field of specialty.
Trends of manufacturing and production.
Types of supplies, materials and equipment commonly used by the District.
Workers compensation law and requirements, safety loss control and risk management principles.

Ability to:

Analyze and monitor contractual agreements and insurance policy matters.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Analyze situations accurately and adopt an effective course of action.
Analyze, classify and rate risks, exposure and loss expectancies.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Demonstrate commitment to a comprehensive, student-oriented environment that facilitates learning and student development.
Demonstrate commitment to the community college concept, including the open door philosophy and a diverse employee and student population.
Demonstrate dedication to keeping individuals informed, while seeking their opinions and providing a range of purchasing and contract services.
Demonstrate dedication to the improvement of the educational process.
Demonstrate interpersonal skills using tact, patience, and courtesy.
Demonstrate sensitivity to all facets of the community including the needs of various groups comprised within.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
Evaluate quality and price of products and services to judge suitability and alternatives.
Exercise initiative and work independently with minimum administrative direction.
Exercise leadership to advance the District’s mission.
Facilitate communication and understanding of perspectives among management, faculty, staff, students, and the community, within the framework of a multi-college district.
Interpret and respond to market prices and trends.
Interpret, apply and explain statutes, regulations, policies, legislative mandates and legal opinions.
Investigate and resolve complaints and accomplish conflict resolution.
Learn specialized software applications.
Maintain records and prepare reports; administer workers’ compensation, liability, and property claims.
Maintain the highest level of ethical behavior and ensure auditable compliance with all departmental operations.
Meet schedules and timelines.
Negotiate with vendors and contractors to obtain best prices and contracts.
Operate computer and applications software, including database management, spreadsheet, word processing and specialized software related to area of assignment.
Operate other modern office equipment, such as calculator, printer, copier and scanner.
Participate in the planning process while participating in the achievement of the goals and priorities of the District as a whole.
Participate in the process, development, and achievement of the District’s vision, and communicate that to staff.
Plan, organize and administer a variety of diverse operations in a multi-site campus setting.
Prepare and maintain complex and comprehensive records, reports and recommendations.
Prepare and manage budgets for assigned programs.
Relate effectively to and work cooperatively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
Select, train, supervise and evaluate the performance of assigned personnel.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Work cooperatively and responsively with all segments of the Colleges, District and community at large.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:

A Bachelor’s degree from an accredited college or university with major course work in business or public administration, purchasing or related field. A Master’s Degree in a related field is desirable.

Experience:

At least four years of increasingly responsible professional experience directly related to purchasing, contract administration, public works contracts and material management, including at least three years in a management position, preferably in an educational or other public agency, including at least one year in a supervisory capacity. Required experience includes preparation of formal sealed bids and recent use of state-of-the-art computerized financial/accounting system. Coursework in legal studies or contract law is highly desirable.

License or Certificate:

Valid California driver’s license. National certification as a Certified Purchasing Manager (CPM) is desirable.

Conditions of Employment:

The work environment and physical demands described here are representative of those required of an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Standard office setting. Typically, duties are performed in an office environment while sitting at a desk or computer workstation. An incumbent is subject to contact with others, frequent interruptions, noise from talking or office equipment and demanding timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

The incumbent regularly sits for long periods, walks short distances on a regular basis, travels to other District and County locations to attend meetings and conduct work; uses hands and fingers to operate an electronic keyboard or other office machines; reaches with hands and arms; speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.

Additional Position Information:

NOTICE: THIS RECRUITMENT WILL REMAIN “OPEN UNTIL FILLED”

METHOD OF APPLICATION:

Interested applicants must complete the online application, apply for the position, and attach the specified “REQUIRED” documents.

To be considered, each section on the application must contain the requested information (do not state “SEE RESUME” or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. The Office of Human Resources (OHR) may request additional references.

In addition to a full complete application, applicants are required to attach all “REQUIRED” documents. Official transcripts will be required upon offer of employment.

Applicants bear sole responsibility for ensuring that their applications are complete and “REQUIRED” documents are attached prior to the “INITIAL SCREENING DATE.” Incomplete applications will not be considered. All submitted materials become the property of the South Orange County Community College District (SOCCCD), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.

DEADLINE FOR APPLICATION:

This recruitment will remain “OPEN UNTIL FILLED.” For guaranteed consideration, a complete application, and all “REQUIRED” documents are required to be submitted electronically by the “INITIAL SCREENING DATE.” Applications submitted via facsimile or electronic mail will not be accepted.

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Additional Classification Information:
Position Specific Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Job Duties

Job Duties

Duties and Responsibilities

Plan, develop, coordinate, organize, implement, direct and review comprehensive, legal and ethical programs and activities for the procurement, risk management, warehousing, materials handling and inventory control of District and college instructional and non-instructional supplies, equipment and the contracting and contract administration of professional services in coordination with assigned supervisor and college representatives; review, monitor and evaluate operations and activities and take corrective actions as necessary.

Duties and Responsibilities

Review and approve all purchase orders, ensuring correct issuance and compliance with District standards and other legal requirements; and advise and make recommendations to the Vice Chancellor of Business Services regarding major procurements. In the absence of the Vice Chancellor of Business Services, assume purchasing responsibilities with full signature authority.

Duties and Responsibilities

In a coordinated effort with the Facilities Planning department, administer the procurement of capital equipment and furnishing for all new construction and remodeling projects; and coordinate the development of cooperative purchasing.

Duties and Responsibilities

Assure the accurate and timely development, solicitation, evaluation and negotiation of bids and proposals; comply with competitive bidding requirements; review final contract documents and final changes prior to bidding; coordinate advertising and bidding procedures for furniture, fixtures and equipment and multi- year contracts; facilitate Request for Proposal (RFP) processes from all District locations; develop and prepare bid specification documents for items requiring a formal bid; conduct pre-bid conferences; respond to bidder’s request for information and develop addenda; solicit and analyze bids; determine bid selection processes; notify bid awardees; approve bid alternates; obtain the highest quality products and services available at competitive pricing; advise vendors regarding all areas of District purchasing and contracts process; negotiate District contracts with vendors when appropriate; and recommend bid awards to the Board of Trustees for approval.

Duties and Responsibilities

Plan, organize and administer the logistical requirements and material management of a multi-campus district, including the surplus property and salvage materials through public sales, auctions, contracts, or donations; ensure develop, implement and maintain appropriate methods and procedures to optimize efficient and effective delivery, asset inventory and overall material management of procured items, including regular interaction with U.S. Postal Service, various package delivery and overnight delivery systems.

Duties and Responsibilities

Compile and analyze data related to program participation and evaluation; analyze funding required to continue or expand functions, programs and activities; ensure the timely and accurate preparation and submittal of annual budgets for assigned functions; monitor, review and administer Board-approved budgets for areas of assignment; prepare recommendations, justifications and cost estimates regarding budget requests; authorize and control expenditures, according to District policies and applicable regulations; review periodic budget reports to compare actuals against forecasts; provide explanations of variances as necessary; and ensure that records are maintained and retained according to District and legal requirements.

Duties and Responsibilities

Communicate and provide technical expertise, direction, guidance, advice and assistance to others regarding areas of assignment, such as automated purchasing, the contracting process and the fixed asset program, to coordinate assigned programs, operations and activities; respond to public records act requests for information in coordination with the District’s Director of Public Affairs and Government Relations.

Duties and Responsibilities

Confer with legal counsel for legal interpretations related to procurement, contracting, risk management, and material management and non-personnel administrative services as needed; ensure legal requirements for all purchase requisitions and purchase orders are met, including adherence to Diversity and EEO compliance policies and regulations; coordinate and review contracts for availability of funding and legality to assure maximum cost effectiveness and minimal legal liability.

Duties and Responsibilities

Formulate administrative procedures related to risk management to ensure minimal legal and contractual liability to the District in all aspects of purchasing, contracting, risk management, and material management, through knowledge and interpretation of federal and State laws, legislative mandates, business law, Uniform Commercial Code, and the California Government Code, Public Contract Code, Labor Code and Education Code; review and recommend legislation which could benefit the District and its population.

Duties and Responsibilities

Provide technical assistance in the areas of property and liability insurance, and workers’ compensation, review, analyze, the various insurance claims relating to the District’s conventional insurance coverage; work with insurance brokers/agents regarding acquisition, maintenance, and implementation of conventional insurance coverage; ensure compliance with all workers’ compensation program requirements; analyze and coordinate all claims with the colleges and third party administrators; and develop and maintain financial details, related summaries and various status reports.

Duties and Responsibilities

Coordinate the requirements of SB 198 (Injury Illness Prevention Program) with the District Human Resources Department; assist with the requirements of AB 75 (Recycling) with campus/department representatives; assist in the maintenance and/or development of new or revised operation procedures for new or modified programs and coverage’s, legislative changes and District policies and regulations.

Duties and Responsibilities

Analyze District procedures to ensure compliance with governing board policies, Education Code provisions, and other State, federal and miscellaneous regulations; coordinate closely with Human Resources ADA Director on matters related to workers compensation issues, employee back to work goals, and accommodations.

Duties and Responsibilities

Maintain current knowledge of applicable State and federal laws, codes and regulations, labor contracts, District policies and procedures and other legal requirements; keep abreast of new, modified and/or updated scheduling technologies, construction materials, material testing requirements and protocols, and fair market pricing structures.

Duties and Responsibilities

Analyze data and develop, initiate, implement, direct, monitor, review and evaluate administrative operating policies and procedures for multi-campus purchasing, contract administration and material management operations and activities, in accordance with applicable legal requirements, to optimize efficient and effective delivery of services and assure maximum cost effectiveness and value to the District; develop organizational structures and work processes that facilitate attainment of established program goals and objectives; and develop Annual Unit Review; assure the development and dissemination of “how to” information related to new or revised automated systems, requirements or regulations affecting assigned operations and services.

Duties and Responsibilities

Attend, chair and/or make oral presentations to a variety of committees, taskforces, workgroups, search committees and meetings as necessary; provide expertise, guidance and assistance regarding assigned programs, operations, activities and services; represent the District at local, State, or national meetings as appropriate; represent the Vice Chancellor of Business Services at local and regional procurement meetings as assigned; and maintain liaison with appropriate government agencies and organizations.

Duties and Responsibilities

Plan, coordinate, organize, schedule, direct, monitor and review the work assignments and activities of subordinates; train, guide, supervise and evaluate their performance, work products and results; establish and monitor timelines and prioritize work; interview, select and recommend hiring of employees as vacancies occur; recommend transfers, reassignment, termination and disciplinary action; motivate staff and resolve conflicts within the group; ensure compliance with established procedures and improve assigned operations to provide better service as needed.

Duties and Responsibilities

Meet with subordinate managers, supervisors, and staff to discuss departmental issues and provide administrative direction and guidance; contribute to department meetings, agenda, content and training; research and resolve problems; analyze work effort, problems and issues, develop and implement processes for solutions; and evaluate work products and results of supervised consultants and contractors.

Duties and Responsibilities

Perform related duties as assigned.

Documents Needed for Applying

Required Documents
  1. Resume / CV
  2. Cover Letter
  3. Transcript 1
Optional Documents
  1. Transcript 2

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Have you obtained a Bachelor's degree from an accredited college or university with major course work in business or public administration, purchasing, or a related field?
    • Yes
    • No
  2. * Have you obtained a Master’s degree in a related field?
    • Yes
    • No
  3. * Have you acquired at least four years of increasingly responsible professional experience directly related to purchasing, contract administration, public works contracts and material management?
    • Yes
    • No
  4. * Does your experience include at least three years in a management position?
    • Yes
    • No
  5. * Has your experience been acquired in an educational or other public agency?
    • Yes
    • No
  6. * Does your experience include at least one year in a supervisory capacity?
    • Yes
    • No
  7. * Does your experience include preparation of formal sealed bids and recent use of a state-of-the-art computerized financial/accounting system?
    • Yes
    • No
  8. * Have you obtained coursework in legal studies or contract law?
    • Yes
    • No