Vice President of Administrative Services
Job Description
Posting Number
20141701SPosition Title
Vice President of Administrative ServicesLocation
College of San MateoDepartment
Administrative Services CSM (DEPT)Position Number
4A0026Percentage of Full Time
100%FLSA
Exempt (does not accrue overtime)Months per Year
12Min Salary
$189,840 (annual)Max Salary
$243,876 (annual)Position Type
Administrative/Supervisory PositionsWho We Are
The College and the District
Who We Want
The Position
In addition, the Vice President, Administrative Services will assume a primary role in interpreting and analyzing complex budget and financial information and data, including information from the State Chancellor’s Office, the Governor’s Office and Legislature, and will provide this information to the College community in a clear and informative manner. As a member of President’s Cabinet, the Vice President of Administrative Services works closely with the College President, the Vice President of Instruction, Vice President of Student Services, Executive Director of Strategic Initiatives and Economic Development, Deans, and other President Cabinet members, management, and administrative staff to oversee the College’s effectiveness in meeting students’ needs. The Vice President, Administrative Services is also responsible for conceptualizing, developing, recommending, and implementing the College’s strategic plan as it relates to College administrative services functions as well as fulfilling the role of a senior College administrator by participating in long-range and comprehensive planning, and in providing expertise and counsel on ongoing management issues across all administrative units of the College.
Duties and Responsibilities
- Develop, direct, coordinate and supervise the programs, personnel, operations, and activities of all College business services programs and ensure compliance with District policies, Education Code, Title 5, and State and Federal regulations.
- Coordinate the development and preparation of the College’s annual operating budgets and provide expenditure and purchasing control.
- Serve as a member of and provide leadership to the College President’s Cabinet and management team in the areas of fiscal and operational issues, strategic planning, college and facilities safety issues, disaster/crisis action planning, and other logistical responsibilities.
- Confer with college administrators and others regarding management issues involving administrative services of the college, including recommendations for new or revised policies and procedures; assure that all administrative services interface effectively and appropriately support the college’s educational programs and services.
- Serve as contract administrator for major College commercial contracts.
- Prepare regular financial reports for the College President, College budget committees, and other appropriate groups.
- Work collaboratively with the Academic Senate and adhere to academic professional matters regarding 10+1 policy.
- Regularly communicate the administrative services priorities of the campus using a variety of channels including directly through instructional deans, updates at Academic Senate, Classified Senate, Associated Students of CSM, and communications to the larger CSM community.
- Work with Director of Equity, Ombudsperson, Classified Senate, and Associated Students of CSM to understand and improve the student experience.
- Work with Executive Director of Strategic Initiatives and Economic Development to develop and negotiate partnerships with corporations, businesses, community agencies, and educational institutions at all levels.
- Provide leadership in strategic planning, policy development, and resource allocation.
- Provide leadership to align programs and staffing with community needs and student demographics and demand.
- Provide leadership in responding to accreditation standards and college priorities.
- Help guide the campus in developing short and long-term fiscal plans for instructional areas and student services programs.
- Be proactive and sensitive in the hiring and retention of culturally diverse classified staff, faculty, and administrators as a business practice and equity practice.
- Serve as a lead in enrollment sustainability and growth planning.
- Serve as a member of the District’s budget leadership team and provide expertise in strategic planning, operational planning and program review to facilitate attainment of institutional goals in accordance with its educational master plan and the District’s strategic plan in coordination with the leadership of other District entities as appropriate.
- Coordinate with District Facilities Maintenance and Operations regarding the maintenance of College buildings and grounds, and custodial services.
- Coordinate with District Public Safety regarding campus safety and security issues as well as emergency preparedness (SEMS) and training.
- Coordinate with Human Resources to ensure the college’s effective hiring practices, compliance with applicable regulations, and strategic staffing planning.
- Direct and supervise the College emergency and disaster preparedness plans and procedures.
- Develop and maintain communications with community agencies, including local police and fire departments having jurisdiction over the College campus, and other agencies providing emergency response services.
- Establish internal and external consensus and bring together divergent groups, building teams, and creating an environment that supports innovation and risk taking.
- Provide oversight for the use and identification of needs for college facilities.
- Administer the College’s facilities rental program.
- Organize, coordinate, and facilitate College-level construction planning for new facilities and facilities modifications, and coordinate with District staff and contractors during the construction and/or modification of College facilities.
- Assure all facility project modifications proceed toward established goals and these activities do not conflict with or unnecessarily interrupt college programs and services.
- Direct and supervise all cashiering services for the College and provide full bookkeeping services for the Associated Students.
- Lead or participate in District-wide or college committees, initiatives, teams or ad-hoc groups.
- Serve as College liaison to District and Campus Department of Public Safety.
- Serve as College liaison to District and Campus Auxiliary Services including bookstore, cafeteria, and athletic club operations.
- Analyze situations accurately and adopt effective courses of action, meet schedules, and adhere to multiple deadlines and timelines.
- Serve as key emergency prevention, preparedness, and response personnel as assigned.
- Perform other duties as assigned by the President.
Minimum Qualifications
- Master’s degree or above in business administration or a closely related field OR equivalent OR a licensed CPA
- Two years of formal training, internship, or leadership experience reasonably related to the administrator’s administrative assignment
- Ability to authentically care, connect, and interact with students, classified employees, and administrators, especially during a time of remote learning and operations and a “students first” and equity-focused mindset
- A well-formed leadership philosophy, demonstrated listening skills, and experience as a successful leader who can deliver on desired outcomes
- Demonstrated experience in aligning college values and priorities to resource request process and budget allocations
- Demonstrated experience as a leader in implementing diversity, equity, and social justice actions
- Understands and has experience in shared governance consultation and collaboration among college constituency groups and associated campus committee, such as Institutional Planning Committee, Curriculum Committee, Educational Equity Committee, Guided Pathways
- Demonstrated fiscal prudence and accountability
- Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff
- Knowledge of and/or experience with federal regulations, Title 5/Education Code, California regulatory agencies, accreditation requirements, and collective bargaining practices
Knowledge, Skills and Abilities
- Ability to function as an effective leader in the administration of a comprehensive community college while expanding community outreach and improving student recruitment and retention.
- Skill in serving as a visionary in finding ways to address through new technology, programs, and services the rapidly changing needs of students.
- Ability to function as an equity minded leader in the administration of a wide variety of programs at a comprehensive community college.
- Ability to assess programs and services that serve minoritized students.
- Ability to motivate and encourage others to work constructively and cooperatively to achieve and sustain a student-centered learning environment.
- Knowledge of principles and practices of California school budgeting, accounting, auditing, and internal cost controls, particularly related to community colleges.
- Knowledge of fund accounting, risk management, and forecasting economy changes.
- Skill in complex budget planning, management and analysis.
- Ability to use independent judgment in the interpretation and application of laws, regulations, policies, and procedures.
- Skill in demonstrating authentic care, creativity, and innovative leadership in all areas of administrative services.
- Ability to work collaboratively with campus and district-wide administrators, faculty, staff, and constituency groups.
- Knowledge of participatory governance, teambuilding, and collaborative decision-making processes.
- Highly developed analytical and organizational skills.
- Ability to delegate effectively while leading with inclusive strategies.
- Demonstrated skill in effective written and oral communication.
- Skill and ability to work effectively with members of an academic community in an inclusive manner.
Physical Requirements
Preferred Qualifications
Benefits
Open Date
12/06/2023First Review Date
01/26/2024Open Until Filled
YesSpecial Instructions Summary
All applicants are required to submit:
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).
2. A resume that details all relevant education, training, and other work experience.
3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.
Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.
For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive
San Mateo, CA 94402
Tel.: (650) 574-6555
Fax: (650) 574-6574
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/
Conditions of Employment
1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process
In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.
EEO Statement
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.
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