Job Bank Jobs: Vice President of Administrative Services

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Job Title

Vice President of Administrative Services

Company

Umpqua Community College

Location

1140 Umpqua College Road

Job Description

Starting Date: July 1st, 2011 or sooner

Application Deadline: Open Until Filled. First applicant review date March 25th, 2011

Responsible to: President

General Description:

The Vice President for Administrative Services is responsible for the business and financial affairs of Umpqua Community College. These include financial planning and analysis, accounting, finance, technology, purchasing, contracting, security, ancillary services, budgeting, grounds and facilities, capital projects, risk management, planning and research.

EXAMPLES OF DUTIES:

Essential Functions:
DIRECTLY RESPONSIBLE TO THE PRESIDENT FOR:
  • Carrying out all of the College Board and administrative policies pertaining to the position.
  • Providing leadership in the development, revision, and implementation of policies and programs related to all assigned areas.
  • Preparing the College budget
  • Participating in College Board meetings by reporting and discussing matters pertaining to the position
  • Developing and supporting an administrative team that is positive and supports the mission and direction of the College.
  • Provide clear, timely communication to those individuals supervised through regular departmental and division meetings.
    ADMINISTRATIVELY RESPONSIBLE FOR :
  • Providing vision, leadership and oversight to Directors of Accounting and Finance, Information Technology, Bookstore, Purchasing, Budget, Facilities, Grounds, Security and Research and Planning.
  • Providing financial data and other information essential for long- and short-range planning
  • Preparing revenue and expenditure forecasts. On a routine, timely basis, monitor and advise Executive Cabinet and other areas of the college on issues related to revenues and expenditures.
  • Working with departments to establish revenue, expenditure and billing procedures related to contracts, grants and other sources of funding, to ensure that the college’s interests are protected.
  • Working with Instruction, Student Development, Research and Planning to project tuition receipts in a timely manner.
  • Investing district and Foundation funds in alignment with college and Foundation policies.
  • Reviewing and executing contracts on behalf of UCC.
  • Coordinating with other community colleges, OCCA, and CCWD on legislative changes that impact the district.
  • Assisting in preparation and execution of documentation on district elections, including legal research, changes and notices.
  • Overseeing the development of the annual college budget including the forecasting of revenues and expenditures and insuring the preparation of forms and documents relating to the budget process and delivery of completed budget documents.
  • Working closely with Executive Cabinet and areas of the campus to ensure that budget development is processed smoothly.
  • Planning, developing, preparing and delivering the college budgets to the Budget Committee through its adoption by the Board.
  • Developing and maintaining master plans for Facilities, Technology and Finance that is in alignment with UCC’s strategic plan and budget.
  • Assuring that sufficient short- and long-term operations and capital financial resources are available and used appropriately to further the mission of the college.
  • Maintaining current staffing data to insure proper funding for full- and part-time positions.
  • Acquiring all liability insurance policies for the district and handling all areas of risk management for the college. In conjunction with the Director of Human Resources, select employee benefit programs.
  • Working with architects, grant sources and construction contractors when involved with construction.
  • Insuring that business office processes align with standard accounting procedures and business office practices.
  • Working with auditing firms when involved with audits.
  • With permission, working with legal counsel on contracts and litigation.
  • Other administrative duties as assigned by the President.

    SERVES AS:

  • Assistant Clerk of the Board
  • Member of President’s Staff
  • Secretary/Treasurer of the UCC Foundation Board
  • Member of College Council
  • Leads Strategic Planning Committee

    OTHER FUNCTIONS:

  • Serve as a representative of the College in the community, in the Legislature and in regional and national organizations that benefit the college and the person

    MINIMUM JOB REQUIREMENTS:

  • Proven record in similar role with the ability to serve as a leader of Finance, Budget, Operations, Technology and Capital Projects.

    DIRECTLY SUPERVISES (job titles):

  • Director of Information Technology; Director of Finance and Accounting; Budget Analyst; Bookstore Manager; Purchasing Manager; Director of Safety, Security and Custodial Services; Director of Maintenance and Grounds, Director of Research and Planning, and Administrative Assistant.

    ERGONOMIC REQUIREMENTS:

  • Primarily indoor office working environment. Current office design may require employee to bend, lift, stoop, crouch and perform similar functions while performing essential and other job functions. Is required to be able to perform these movements without a significant risk of injury, with or without accommodations, or to otherwise demonstrate or explain how performance of these functions is possible.

    QUALIFICATIONS:

  • Master’s Degree in related field, CPA or MBA required.
  • 3-5 years in similar position
  • Accounting, capital requests, budgeting, risk management and strategic planning
  • Must have knowledge of personnel practices, employee evaluation/appraisal systems and discipline.
  • Position requires the ability to work closely in an environment of shared and collaborative decision-making and have skills to support teamwork.
  • Must have planning, organization, problem-solving and decision-making skills.
  • Requires ability to manage change.
  • Goal setting and assessment/evaluation skills are necessary.

    SALARY: $69,083 - $102,243 / year DOQ, Full-Time 2010-11 Administrative Salary Range 5

    FRINGE BENEFITS: Family health, dental, vision insurance, employee term life, and disability insurance provided at a minimal employee contribution. Participation in PERS after 6 months, with a 6% employee contribution.


    SPECIAL INSTRUCTIONS: Please submit completed application packet, official transcripts and up to 3 letters of reference (optional) with any other supporting documents you would like to include.

    CONTACT: Tina Sprouse, Human Resources Assistant, (541) 440-4626 voice or TDD. UCC Personnel will provide, upon request, reasonable accommodation during the application process for individuals with disabilities. AA/EEO. Please Note: No submitted materials will be returned and/or duplicated. To apply, send the completed UCC application (available below), references, and copies of transcripts from an accredited college/university.
  • Position Type

    Contract Full-Time

    Job Functions

    Vice President

    Department/Division

    Administrative Services

    Benefits

    Dental Insurance, Disability Insurance, Health Insurance, Life Insurance, Paid Training, Paid Vacation, Paid Sick Leave, Tuition Reimbursement

    Salary Range

    $69,083 - $102,243 / year DOQ, Full-Time 2010-11 Administrative Salary Range 5

    Travel Level

    Minimal

    Education

    Graduate Degree

    Minimum Experience

    Professional Designation

    Contact Name

    Tina Sprouse

    Contact Phone

    541-440-4626

    Contact Fax

    541-440-7712

    Contact E-mail Address

    tina.sprouse@umpqua.edu

    Approved

    Yes

    Approval Date

    3/23/2011 2:25 PM
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