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Vice President for College Administrative Services

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

Deadline for Application: THIS RECRUITMENT WILL REMAIN OPEN UNTIL FILLED. For guaranteed consideration, your complete Application (including 9 Professional References listed on the Application), Cover Letter, Resume and Unofficial Transcripts are required to be submitted electronically by the INITIAL SCREENING DATE-January 3, 2018. Applications submitted via facsimile or electronic mail will not be accepted.

Applicant bears the sole responsibility for ensuring that the application is 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, and will not be returned, will not be copied, and will be considered for this position only. Any supporting document 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.

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.

Posting Details

Position Information

Link to job brochure:
Classification Title Vice President for College Administrative Services
Job Category: Classified Administrator/Manager
Job Open Date: 11/21/2017
Job Close Date:
Initial Screening Date 01/03/2018
Position ID: P0004523
Job Open ID: REQ0006776
Position Title: Vice President for College Administrative Services
Location 20-Saddleback College
Department Administration (SC-027-000)
Term: 12 Months/Year
Salary Schedule Link: Click here for current Salary Schedules
Pay Basis: Monthly
Pay Range: 25
% of Range: 100%
Hours per week: 40
Work Schedule
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:

Under the direction of the College President and in cooperation with District leadership, to provide visionary leadership for developing an administrative services organization, including, but not limited to, Fiscal Services (including budget, accounting and contracts), Facilities, College Police, Maintenance & Operations, Grounds, Contracted Services, Technology Services, Construction/Renovations, Food Service and Bookstore operations, Grant Management, Student Payments Office and Veterans Office, which maintains fiscal and operational integrity and shall be the established administrative support services authority on campus.

To provide leadership for College and District planning; ensure timely and accurate submission of College financial reports, including the adopted budget; provide fiscal oversight of the College Foundation; provide leadership in the planning, development, continuous evaluation and improvement of assigned programs and services; recommend the hiring of, train and evaluate staff; and serve as a member of the College’s Executive Staff.

To view financial framework of the entire District and plan, organize, coordinate, direct and control the College’s administrative support programs, operations, activities and staff, ensuring that programs are operating within the appropriate fiscal parameters and remain in compliance with District, local, State and/or federal requirements.

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; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services; and promote a culture of inclusiveness, valuing differing views and cultural differences.

To maintain effective working relationships with faculty, staff and students, as well as on a District-wide basis with the other community college and District services; and advocate for the community college using a collaborative, collegial leadership style that also supports the College’s and District’s strategic plan and achievement of College and District-wide goals and objectives.

To build trust among all constituencies in assigned college and District through a commitment to transparency, participatory governance, collaboration, collegiality, and cooperation. .


SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the College President, technical work direction from the Vice Chancellor of Business Services and interacts in a collaboratively effective manner on a regular basis with District staff as needed.

Exercises functional and technical supervision over the Senior Director of Facilities, Director of Technology Services, Chief of Police and other management, technical and support personnel as assigned; and train all subordinate managers and ensure they understand finance, budget and accountability.

Distinguishing Characteristics:

Receives general direction from the College President, technical work direction from the Vice Chancellor of Business Services and interacts in a collaboratively effective manner on a regular basis with District staff as needed.

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:

Applicable District policies and local, State and federal laws, codes and regulations.
Computer systems and software applications related to area of assignment, including capabilities and limitations.
District and College organization, operations and objectives.
Interpersonal skills including tact, patience and diplomacy.
Effective oral and written communication skills.
Methods and techniques used in financial research and revenue forecasting.
Modern office practices, procedures, methods, and equipment.
Modern principles, practices, methods and techniques of directing administrative support functions such as Facilities, Technology, College Police, Student Payments Office, and Veterans Office.
Modern principles, practices, methods and techniques of finance administration involving accounting and budget development and administration.
Organizational and management practices as applied to analysis and evaluation of assigned fiscal programs, policies and operational needs.
Principles and practices of mathematics, statistics and financial analysis.
Principles and practices of training, supervision and performance evaluation.

Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Assist in developing policies and procedures for areas of assignment.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Coordinate the development and administration of a community college budget.
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 the financial stability of the College and prepare statistical and financial statements, reports and analyses.
Forecast current and future revenues and expenditures affecting the College’s financial condition. Interpret and analyze financial and budget data and draw logical conclusions.
Interpret, apply and explain applicable District policies and procedures and local, State and federal laws and regulations.
Learn the College and District organization, operations and policies.
Operate computer and applications software, including database management, spreadsheet, word processing and software related to area of assignment.
Operate modern office equipment such as computer, printer, calculator, copier and facsimile machine.
Plan and organize work.
Plan, develop, organize, coordinate, direct, monitor, control and evaluate assigned functions and services.
Prepare and administer budgets for assigned program areas.
Prepare comprehensive financial summaries, statements, reports, analyses, oral and written reports and recommendations in a concise manner readily understood by those not familiar with higher education administration and finance.
Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Select, train, lead, direct, supervise and evaluate the performance of assigned personnel.
Understand and effectively and collaboratively work in a complicated multi-college, diverse learning and working environment, as well as within a system of community college districts.
View financial framework of the entire District.
Work effectively with others to determine and achieve college goals.
Work independently with minimum administrative direction.
Work within the structure of the entire District, and understand the college’s role within the larger scope to ensure the District’s best interest.

Education and Experience Guidelines:

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

Education/Training:

A Bachelor’s degree or higher from an accredited college or university with major course work in finance, accounting, business or closely related field. Master’s degree preferred. Degree in Finance or Accounting preferred.

Experience:

Five years of increasingly responsible leadership experience in the development, organization, and management of administrative support services including, but not limited to, fiscal services for a large public educational organization, including at least four years in a supervisory capacity. Executive or senior level community college administrative experience preferred.

License or Certificate:

Valid license as a Certified Public Accountant (CPA) is preferred, but not required. Must possess a valid unrestricted California Driver’s License; the use of a personal vehicle for local travel in performance of job duties will be required on an occasional basis.

Conditions of Employment:

The work environment and physical demands described here are representative of those required by 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 terminal. Incumbents are subject to contact with administrators and other personnel, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods of time, walk short distances on a regular basis, travel to various locations to attend meetings and conduct work, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 10 pounds.

Additional Position Information:
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.

Job Duties

Job Duties

Duties and Responsibilities

Work within the structure of the entire District, and understand the college’s role within the larger scope to ensure the District’s best interest.

Duties and Responsibilities

Provide vision and leadership in evaluating Administrative Services programs, service levels and impact on College operations and student success; and identify opportunities for improvement and implement actions to strengthen services to students and the campus community.

Duties and Responsibilities

Serve as the chief advisor to the College President on strategic matters related to budget development, finance administration, facilities services, property management, safety, purchasing, construction and renovations, grounds and general maintenance, information systems and other administrative concerns.

Duties and Responsibilities

Develop the annual estimates of income and expenditures for various College programs; make recommendations to the College President regarding total estimated expenditures to assure compliance with projected income for the same period.

Duties and Responsibilities

Assist with the College planning process to link with the annual budget.

Duties and Responsibilities

Work in collaboration with the College President, Vice President for Instruction, the Vice President for Student Services, and other executive staff to integrate instruction, support services and operational services for student success.

Duties and Responsibilities

Communicate, collaborate, and foster effective interactions with other District or college fiscal services personnel, administrators and support personnel, representatives of State and federal agencies, educational institutions, social service organizations, counselors and others to coordinate programs and activities, as appropriate.

Duties and Responsibilities

Serve as a member of the College President’s executive team to help achieve the goals and objectives of the College and to make recommendations to the College President regarding plans, policies and procedures of College operations and budget.

Duties and Responsibilities

Provide institutional leadership in the promotion of collegial consultation process through active participation in College and District-wide committees.

Duties and Responsibilities

Plan, coordinate and direct the development of the annual College restricted and unrestricted budgets, including local income, grants, contracts and categorical funds.

Duties and Responsibilities

Provide oversight of Foundation, Enterprise, and Auxiliary fiscal operations.

Duties and Responsibilities

Serve as a resource to District negotiation teams.

Duties and Responsibilities

Oversee grant applications and submittals which are consistent with the College mission, and overall grant management operations and adherence to reporting deadlines to ensure grant compliance and grant integrity.

Duties and Responsibilities

Train, guide, supervise and evaluate the performance of assigned personnel; delegate and review assignments and projects; evaluate work products and results; establish and monitor timelines and prioritize work, interview, select and recommend hiring of employees; recommend transfers, reassignment, termination and disciplinary actions; motivate and develop staff and resolve conflicts.

Duties and Responsibilities

Plan, develop, organize, coordinate, direct and evaluate the fiscal programs, services, operations and activities of assigned college involving facilities, grounds, bookstore, food services, safety, environmental efficiencies, Foundation, technology, police, student financial services, student veteran’s services and other operations as identified for college-wide budget and accounting.

Duties and Responsibilities

Forecast short-range and long-range college revenues and expenditures; prepare multi-year financial projections and financial analysis for the College President, Board of Trustees or District management.

Duties and Responsibilities

Perform accounting and budgeting work according to Title 5, Section 59011 of the California Code of Regulations for submission to the District Fiscal department including, but not limited to, the annual Audit or other external reviews as needed; ensure the timely and accurate maintenance of budget for the College and may include its ancillary organizations such as Associated Student Government (ASG) and Foundation; prepare journal entries for college for submittal and approval to District accounting department.

Duties and Responsibilities

Compile and analyze data related to area of assignment; develop organizational structures and work processes that facilitate attainment of established program goals and objectives.

Duties and Responsibilities

Coordinate college fiscal affairs with District departments and personnel; work cooperatively with District offices and personnel on behalf of the College to develop, implement and maintain appropriate criteria, methods and procedures to optimize efficient and effective delivery of services related to assigned functions; monitor and evaluate operations and activities and take corrective actions as necessary.

Duties and Responsibilities

Provide technical expertise, information and guidance to the College President regarding assigned functions; assist in the formulation and development of policies, procedures and programs; develop and administer goals, objectives, policies and priorities for areas of assignment.

Duties and Responsibilities

Prepare, administer, and monitor annual budgets for area of assignment; prepare recommendations, plans and justification for integration into College plans and budget allocation; co-chair College Strategic Planning and Budget Committee; authorize expenditures according to District policies and applicable regulations, as appropriate.

Duties and Responsibilities

Provide technical expertise and guidance regarding areas of responsibility; research and resolve problems; ensure compliance with established procedures and improve operational functions.

Duties and Responsibilities

Provide assistance to college management and staff in the development, preparation, maintenance and reporting of fiscal records, including accounting and budget records.

Duties and Responsibilities

Provide college-wide leadership for budget and planning; with the Director of Planning, Research and Grants, co-chair the Planning and Budget Steering Committee and work together to develop the strategic plan and budget integration; develop college facility, technology, police, contracted services, equipment and staffing plans; provide leadership in District/college planning by serving on the Educational and Facilities Master Plan committee; and provide leadership for the accreditation process.

Duties and Responsibilities

Represent the College on State committees and task forces and on District and College committees, such as the District Resource Allocation Committee (DRAC); chair assigned college committees; serve on other committees, task forces and other work groups; provide technical expertise concerning the operations of the College.

Duties and Responsibilities

Represent the College on the Retirement Board of Authority to provide guidance for the accounting treatment of other post-employment benefits; assist in District compliance with Government Accounting Standards.

Duties and Responsibilities

Ensure the timely and accurate preparation and submittal of a variety of statistical and narrative reports, proposals, recommendations and other materials, as needed or requested, including budget reports.

Duties and Responsibilities

Prepare, administer and monitor annual budgets for area of assignment; prepare recommendations and justifications regarding budget requests; authorize expenditures according to District policies and applicable regulations.

Duties and Responsibilities

Maintain current knowledge of changes, concepts, methods, requirements, regulations and policies for assigned programs, including computer programs and software enhancements.

Duties and Responsibilities

Make oral presentations and conduct workshops to provide specialized information regarding the fiscal services of the College; assure the dissemination of information related to new or revised automated systems, requirements or regulations affecting fiscal operations/services.

Duties and Responsibilities

Participate on College, District, and State-wide committees or councils as assigned.

Duties and Responsibilities

Serve as on-duty evening administrator when assigned.

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. Other Doc
  2. Transcript 2
  3. Transcript 3
  4. Foreign Transcript Evaluation 1
  5. Letter of Recommendation 1

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Have you obtained a Bachelor's degree or higher from an accredited college or university with major course work in finance, accounting, business or closely related field?
    • Yes
    • No
  2. * Does your experience include at least five years of increasingly responsible leadership experience in the development, organization, and management of administrative support services including, but not limited to, fiscal services for a large public educational organization?
    • Yes
    • No
  3. * Please describe your supervisory experience and any executive or senior level community college administrative experience you have obtained.

    (Open Ended Question)