Open executive Job in Academic & University Associate Vice President, Administrative Services

Logo

Associate Vice President, Administrative Services

Mt. San Antonio College

Job Category: Management

Employee Group:

Time (Percent Time): 100%

Term (months/year): 12 months/year

Current Work Schedule (days, hours): Monday – Friday, 7:30am – 4:30pm

Salary Range: M-23

Salary: Steps 1 – 6, $165,672 – $179,580 annually

Shift Differential:

Health & Welfare: The College contributes $7,930 toward annual premiums for medical, dental, vision, and life insurance
coverage. Lifetime retirement benefits provided for eligible retirees. The District participates in the Public Employees Retirement System
(PERS), State Teachers Retirement System (STRS) retirement programs, and MetLife Social Security Alternative Plan.Note Salary and Health
& Welfare Benefits are subject to change.

Department: Administrative Services

Open Date: 09/19/2017

Closing Date:

Open Until Filled: Yes

Basic Function/Overview:
DEFINITION
Under administrative direction, plans, organizes,
manages, and provides administrative direction and oversight for all functions and activities of the Fiscal Services Department, including
accounting, accounts payable, accounts receivable, student accounts, Payroll, Purchasing, budget preparation and control, audit, and
oversight of the Auxiliary Services Operations; coordinates assigned activities with other College divisions, departments, outside agencies,
and the public; works closely with the Chief Compliance and College Budget Officer (CCCBO) in the development of
policies and procedures related to fiscal operations, and works in coordination to monitor all financial transactions and activity; must be
able to foster positive relationships with staff and must utilize team building concepts to establish positive teamwork in the delivery of
customer service; collaboration and consultation with the campus community such as users, other division staff, and faculty in division
activities that directly affect them is required; fosters cooperative working relationships among College divisions, departments, and with
intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex professional
assistance to the Vice President, Administrative Services in areas of expertise.

SUPERVISION RECEIVED AND EXERCISED
Receives
administrative direction from the Vice President, Administrative Services. The work provides for a wide variety of independent
decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over management,
supervisory, professional, technical, and administrative support staff through subordinate levels of management and supervision.

CLASS CHARACTERISTICS
This is a Department Head classification that oversees, directs, and participates in
all activities of the Fiscal Services Department, including short- and long-term planning and development and administration of departmental
policies, procedures, and services. This class works in conjunction with the CCOC and provides assistance to the
Vice President, Administrative Services/Chief Business Officer in the development of financial controls and compliance issues. This class
provides assistance to the Vice President, Administrative Services in a variety of administrative, coordinative, analytical, and liaison
capacities. Successful performance of the work requires knowledge of public policy and College functions and activities, and the ability to
develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the
department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the
department. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering
College goals and objectives within general policy guidelines. This class is distinguished from the Vice President, Administrative Services
in that the latter is responsible for the overall management of all functions in the Administrative Services Division.

Essential Duties/Major Responsibilities:

  • Assumes full management responsibility for all Fiscal Services Department
    programs, services, and activities, including accounting, accounts payable, accounts receivable, student accounts, payroll, purchasing,
    budget preparation and control, and oversight of the Auxiliary Services Operations.
  • Develops, directs, and coordinates the
    implementation of goals, objectives, policies, procedures, and work standards for the department; establishes, within College policy,
    appropriate budget, service, and staffing levels.
  • Manages and participates in the development and administration of the departments
    annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of
    and approves expenditures; directs and implements adjustments as necessary.
  • Selects, trains, motivates, and directs department
    personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities
    and performance evaluations; works with employees on performance issues; implements discipline and termination procedures; responds to staff
    questions and concerns.
  • Must be able to articulate a vision through positive communication skills both verbally and written to
    staff, faculty, senior management, and the campus community in general.
  • Administers and directs the continual development of
    systems through effective use of technology in the delivery of services.
  • Must work at building relationships with key campus
    departments and administrators using various means and venues of communication to keep the campus community and fiscal services staff
    informed of changes, new procedures/systems, etc.
  • Identify professional needs of self, managers, and staff and prepare a
    professional development program for Fiscal Services for approval by the Vice President, Administrative Services/Chief Business Officer;
    must coach and develop employees individually and collectively in meeting long-term department needs.
  • Assess training needs
    utilizing Fiscal Services staff and managers to assist staff and managers in other divisions to understand and receive training in various
    areas of Fiscal Services.
  • In collaboration with employees and managers, set performance goals and metrics in writing and transform
    into operating goals and expectations through a written plan.
  • Contributes to the overall quality of the departments service by
    developing, reviewing, and implementing policies, procedures, and internal controls to meet legal requirements and College needs;
    continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the
    distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the
    implementation of change.
  • Directs and participates in the development, preparation, review, and analysis of the Colleges budgets
    and related documents to ensure proper allocation, fund disbursement, and compliance with legal requirements; evaluates and projects actual
    income and expenditures to determine budget requirements; controls and authorizes capital spending, contracts, and various other
    expenditures; monitors spending to ensure compliance with established limitations.
  • Monitors, evaluates, and enhances current fiscal
    solvency, effectiveness, and efficiency of the College; develops implements, analyzes, and provides technical assistance to administrators
    concerning fiscal plans, goals, objectives, and strategies; provides technical direction to administrators in ensuring smooth and efficient
    fiscal and budgetary functions and activities.
  • Establishes the Colleges central budgeting, accounting, and financial reporting
    practices; evaluates accounting procedures and financial controls.
  • Acts as the Colleges Disbursing Officer and has independent
    access to the Governing Board, President/CEO, and legal counsel with authority to follow advice of legal counsel
    in determining legal expenditures of the District (E.C. 85266); follows fiscal independence standards; determines availability of funds to
    cover expenses and ensures adequate documentation exists to substantiate appropriateness and authenticity of financial transactions;
    oversees and directs the audit function for accounts payable, accounts receivable, and payroll.
  • Ensures compliance with Federal,
    State, and local government accounting and financial reporting standards and controls.
  • Oversees the fiscal operations and audit of
    the Colleges Auxiliary Services.
  • Coordinates and directs financial record keeping, reporting, and related auditing functions to
    ensure accurate and timely accounting and reporting of College accounts and budgets.
  • Oversees the planning of year-end closing
    process to ensure deadlines are met.
  • Oversees all financial aspects of the Bond Issuances and Capital Outlay Programs; works with
    underwriters to prepare the Preliminary Official Statements and presentations to the rating agencies.
  • Oversees cash flow
    projections to ensure adequate funds are available to meet obligations.
  • Oversees and maintains the payroll and finance applications
    of the Colleges enterprise application system.
  • Represents the department to other College departments, elected officials, and
    outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and
    controversial issues.
  • Conducts a variety of departmental organizational and operational studies and investigations; recommends
    modifications to programs, policies, and procedures as appropriate.
  • Participates in and makes presentations to the Board of
    Trustees and a wide variety of committees, boards, and commissions; performs financial review of matters pertaining to the various
    committees.
  • Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of
    fiscal services as they relate to the area of assignment.
  • Maintains and directs the maintenance of working and official
    departmental files.
  • Monitors changes in laws, regulations, and technology that may affect College or departmental operations;
    implements policy and procedural changes as required.
  • Prepares, reviews, and presents staff reports, various management and
    information updates, and reports on special projects as assigned by the Vice President, Administrative Services.
  • Responds to
    difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
  • Serves as the
    Vice President, Administrative Services in the absence of the administrator as directed.
  • Provides a working and learning
    environment that is free from prohibited discrimination, harassment and retaliation (DHR), and provided by
    applicable law and College policies. Attends College mandated DHR training and participates in DHR investigations as directed.
  • Prevents discrimination and harassment and retaliation against individuals who
    bring these complaints forward through recognizing and reporting possible incidents to the Director of Equal Employment Opportunity Programs
    in Human Resources.
  • Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and
    timely manner.

Other Duties:

Performs other related duties as assigned.

Knowledge Of:

  • Administrative principles and practices, including goal setting, program development,
    implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of management and supervision.
  • Public agency budget development, College-wide administrative practices, and general principles of risk management related to the
    functions of the assigned area.
  • Organizational and management practices as applied to the analysis and evaluation of projects,
    programs, policies, procedures, and operational needs; principles and practices of public agency administration.
  • Principles and
    practices of accounting, public finance administration and budgeting, auditing, and reconciliation.
  • Applicable Federal, State, and
    local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Methods and techniques for
    the development of presentations, contract negotiations, business correspondence, and information distribution; research and reporting
    methods, techniques, and procedures.
  • Principles and procedures of record keeping, technical report writing, and preparation of
    correspondence and presentations.
  • Modern office practices, methods, and computer equipment and applications related to the
    work.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for effectively representing the College
    in contacts with governmental agencies, community groups, and various business, professional, educational, and regulatory
    organizations.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students,
    and College staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.
  • Knowledge of collective
    bargaining in higher education and creating an environment of trust and respect among managers and staff.
  • Knowledge of human
    relations concepts, skills, and change management concepts to improve employee performance through communication, team building, and
    conflict resolution.
  • Thorough understand of technology systems and practices and applications and their use through best practices
    to improve the delivery of financial information, transactional processing, and to continue simplicity and ease of use of new and/or revised
    systems.

Skills and Abilities:

  • Develop and implement goals, objectives, policies, procedures, work
    standards, and internal controls for the department and assigned program areas.
  • Provide administrative and professional leadership
    and direction for the department utilizing human relations and change management concepts.
  • Must be able to keep a professional
    balance of mandated requirements and employee needs in a complex and demanding environment that is deadline and compliance oriented along
    with complying with various collective bargaining contracts.
  • Must be able to develop a system of communication internally and
    externally to keep employees apprised of changes and a forum for collaboration.
  • Prepare and administer large and complex budgets;
    allocate limited resources in a cost effective manner.
  • Interpret, apply, explain, and ensure compliance with applicable Federal,
    State, and local policies, procedures, laws, and regulations.
  • Plan, organize, direct, and coordinate the work of management,
    supervisory, professional, and technical personnel; delegate authority and responsibility.
  • Select, motivate, and evaluate the work
    of staff and train staff in work procedures.
  • Research, analyze, and evaluate new service delivery methods, procedures, and
    techniques.
  • Effectively administer special projects with contractual agreements and ensure compliance with stipulations;
    effectively administer a variety of Fiscal Services programs and administrative activities.
  • Conduct effective negotiations and
    effectively represent the College and the department in meetings with governmental agencies, contractors, vendors, and various businesses,
    professional, regulatory, and legislative organizations.
  • Prepare clear and concise reports, correspondence, policies, procedures,
    and other written materials.
  • Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare
    effective technical staff reports.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities,
    and meet critical time deadlines.
  • Operate modern office equipment including computer equipment and specialized software
    applications programs.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Understand
    scope of authority in making independent decisions.
  • Review situations accurately and determine appropriate course of action using
    judgment according to established policies and procedures, and prior to making changes communicate and establish a venue or venues to
    receive input from customers.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in
    the course of work.

Minimum Qualifications/Education & Experience:

Equivalent to graduation from a
regionally accredited four-year college or university with major coursework in accounting, finance, or a related field and seven (7)
full-time equivalent years of management and/or administrative experience in finance and accounting in a Fiscal Services Department.

Equivalencies:

Preferred Qualifications:

Masters degree in finance, accounting, organizational development, or related field
preferred.

License(s) & Other Requirements:
Employees may periodically be required to operate a vehicle that necessitates
possession of a valid California drivers license. Such employees must have the ability to secure and maintain a valid California drivers
license.

Working Environment:
Employees work in an office environment with moderate noise levels, controlled temperature
conditions, and no direct exposure to hazardous physical substances. Employees may interact with staff and/or public and private
representatives in interpreting and enforcing departmental policies and procedures.

Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment
including a computer; to operate a motor vehicle, and to visit various College and meeting sites; vision to read printed materials and a
computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary
office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and
retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification
occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the
ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.

Hazards:

Instructions re: Confidential Letter of Recommendation:

Conditions of Employment:

Official offers of employment are made by Mt. San Antonio College Human Resources and are
made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has
successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by
the candidate.

Notice to all prospective employees The person holding this position is considered a mandated reporter under the California Child Abuse and
Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse
Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College
Annual Security Report is available here: http://www.mtsac.edu/safety/pdf/2014ASRFinal.pdf

The person holding this position is considered a Responsible Employee under Title IX of the Educational Amendments Act of 1972 and is
required to report to the Colleges Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual
misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Examination Requirements:

Typing Certificate Requirements:

Application Procedure:

Complete application packets will be accepted until the position is filled; however, those
submitted by 11:59 p.m. (PST) on October 23, 2017 (Initial Screening Date) are assured consideration.
Applicants must submit all of the following materials online at http://hrjobs.mtsac.edu to be considered for this position:
1. A Mt. San Antonio College online application.

2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed rsum that summarizes
educational preparation and professional experience for the position.
4. Three letters of recommendation that reflect relevant
experience (do not use social media or professional networks as a means to provide letters of recommendation).
5. College and/or
university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all
applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met.
Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.

Special Notes:

Please note: A confirmation number will be assigned when your application packet indicates the
supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application
process is available through the Office of Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225.
E-mail: employment@mtsac.edu.

TRAVEL POLICY: Costs associated with travel in excess of 150 miles one way from residence for
the purpose of an interview will be reimbursed up to $500 maximum. Relocation costs will be borne by the successful candidate.
Travel reimbursement claims must be submitted no later than 30 days following the interview date.

THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.

Foreign Transcripts:

Foreign Transcripts: Transcripts issued outside the United States require a
course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to
that of an accredited institution within the USA. This report must be attached with the application and submitted
by the filing deadline.

Inquiries/Contact:

Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225.
E-mail: employment@mtsac.edu.

Selection Procedure:
A committee will evaluate applications, taking into account breadth and depth of relevant
education, training, experience, skills, knowledge, and abilities. Interviews may include a writing sample, committee presentation, and/or
performance test. The committee will recommend finalists to the President/CEO for a second interview. The number of vacancies is dependent
on student enrollment, College resources, needs, and Board of Trustees approval. The starting date will be following Board approval and
receipt of live scan clearance.

Special Instructions to Applicants:

To be guaranteed consideration, it is the applicants responsibility to ensure
that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application
packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please
visit our employment website at http://hrjobs.mtsac.edu to complete and
submit your application for this position.

EEO Policy:
The College is an equal opportunity employer. The policy of the College is to encourage applications from
ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of
race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex
(gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest:
Conflict of Interest

Cancel RTF Policy:
We reserve the right to reopen, re-advertise, delay, or cancel filling this position.

To apply, visit: https://hrjobs.mtsac.edu/

jeid-397efd8a39a5084b83f761a6a31b6b87

© Copyright 2017 Internet Employment Linkage, Inc.