Vice President, Administrative Services

Posting Closing Date: Friday, February 3rd, 2023

Full-Time 12-month Position (1.0 FTE)

40 hours per week plus benefits

Salary Range: Management Salary Schedule, Track 9

Currently: $163, 943.92- $213,423.38)

About Gavilan:

Located in the heart of California serving both San Benito and southern Santa Clara Counties, Gavilan College’s main campus located in Gilroy provides access to a diverse student population in a beautiful, park-like setting. Campus centers located in Hollister, San Martin, and South San Jose, offer students a variety of courses and programs. Our community recently voted to pass Measure X, a $248 million bond to renovate the main campus and build a full-service campus in Hollister. Gavilan is proud to meet the needs of our growing community, offering high-quality education in more than 70 transfer-related fields and over 30 industry-relevant career pathways; in 2020-21, we awarded more than 600 Associate Degrees and 797 career education certificates.

Gavilan College is a Hispanic Serving Institution (HSI) with a 58% Latinx student population committed to achieving educational equity for all students. We work to provide students with a rich and relevant learning experience that emphasizes student engagement in and out of the classroom, encouraging students of all ethnic and socioeconomic backgrounds to realize their goals and become socially responsible leaders. When you join our team at Gavilan College, you will become part of an innovative and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, administration, students, and community partners.

Gavilan College fosters justice, equity, diversity and inclusion through its Principles of Community. As a member of the Gavilan College community, you will join us in valuing the worth and dignity of every person, the pursuit of truth, devotion to excellence, and the principles of democratic citizenship. All Gavilan employees strive to maintain these ideals in an environment of inclusiveness and mutual respect. We live these shared Principles of Community and work collaboratively to serve as a model of an exemplary, student-

centered community-serving college.

Ideal Candidate:

Gavilan College is committed to recruiting individuals that embody our Principles of Community by:

• actively demonstrating a commitment to embracing and celebrating diversity;

• committing to collaboration, effective communication and the development of strong working relationships;

• promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and must understand and support resource equity practices and the allocation and use of resources to create student experiences that enable all students to reach successful outcomes.

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who are able to reframe inequities as a problem of practice. In addition, they are able to demonstrate a commitment to student-centered practices, effective cross-disciplinary and cross campus collaboration, transparent decision-making, and purposeful service to the community. The ideal candidate will understand the importance of and embrace shared governance in all levels of decision-making at the college.

The ideal candidate for this position is a culturally competent leader with demonstrated leadership experience in planning, directing, and evaluating the operational activities of the district, including, but not limited to, all aspects of financial services, business services, facilities, including maintenance and operations, information systems, campus security services, bookstore, and food services. The ideal candidate must understand the complexity and competing priorities of a medium size community college and our commitment to student success, equity, and inclusion. Must understand and support resource equity practices and the allocation and use of resources to create student experiences that enable all students to reach successful outcomes. Provides a high level of organizational responsiveness and communication to understand the needs of employees and students and embraces shared governance at all levels of decision-making at the college.

The Position:

Are you interested in creating an exceptional educational environment for students who are part of a dynamic, inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to reach their potential through innovative, structural change, we invite you to apply for the Vice President, Administrative Services position. At Gavilan College, we welcome your commitment to fostering a learning environment where resources are devoted to developing opportunities for students to break barriers and thrive as scholars and community members.

Under the direction of the Superintendent/President, plan, organize, coordinate, direct, administer, review and evaluate a variety of functions, programs, services, and activities that provide technical, legal, contractual, and operational direction and support for administrative operations supporting the district including finance (budget, accounting, internal and external auditing, payroll, purchasing and warehouse, facilities (planning, construction, building, and equipment maintenance, custodial services and grounds maintenance), information systems (computer hardware, networks, systems, software, and maintenance), contracted services (food service and bookstore), loss control (risk management) and campus safety and security.

Distinguishing Characteristics:

This is a classified management position at a comprehensive community college district, reporting directly to the Superintendent/President. The incumbent must have broad experience managing administrative services at an educational institution with a wide variety of programs, resources, activities, and facilities, with an understanding of our educational vision and Principles of Community. The Vice President of Administrative Services provides leadership, professional development, and supervision for staff involved in the delivery and administration of a comprehensive administrative program. The incumbent works closely with the Superintendent/President to facilitate the achievement of the district's integrated plans, mission and goals. Formulates and implements administrative programs and services, policies, processes, standards, and activities in compliance with a variety of federal, State, local laws, regulations, policies, procedures, and Board of

Trustees approved policies.

Essential Duties: 

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each emplo yee in the job title.

• Serves as the chief advisor to the College President on strategic matters related to the business operations of a college;

• Committed to creating a work environment that is inclusive and values the diverse backgrounds of all employees with authentic efforts to create a more just and equitable institution;

• Responsible for fostering and maintaining a supportive environment characterized by trust and respect for the dignity and creative potential of the individual;

• Responsible for utilizing the participatory governance processes to involve all constituent groups in goal setting, problem-solving, and decision-reaching to develop attitudes of partnership and shared responsibility;

• Serves as a liaison between the College President and all segments of the college regarding the requirements and procedures governing the administrative services of the college;

• Provide supervision, vision, and leadership for all administrative services, support functions, programs, services, and activities, which include:

o Budget Formulation and Management
o Accounting and Financial Reporting
o Facilities Planning and Construction
o Building & Grounds Operations and Maintenance
o Information Technology
o Procurement and Contracts Management
o Safety and Security Services
o Auxiliary Services

• Establishes the objectives, scope of service, structure, staffing, work methods, and performance standards for organizational units comprising Administrative Services at the college and monitors units for effectiveness and operational efficiency and internal control compliance;

• Leads the college’s resource allocation process that evaluates the merit of requests from departments and offices for money, staffing, equipment, and facilities. Recommends and monitors the allocation and expenditure of resources based on management priorities and proper accounting principles;

• Demonstrate effectiveness in allocating resources to serve students from first and 1.5-generation and/or historically underrepresented groups as they pursue their academic goals;

• Directs the design, implementation, revision, and maintenance of management information and control systems to provide complete, accurate, and timely data for use in formulating and justifying financial, staffing, and material requests in conjunction with District information technology staff;

• Serves as a liaison with the college's Educational Foundation and Business Office on fiscal matters. This includes working with the Educational Foundation to develop financial reports and assist with fiscal procedures, policies, and bylaws;

• Participates and represents the district in the collective bargaining team and ensures proper application of collective bargaining agreements and college standards;

• Assist the college in efforts to increase student success through fiscal management practices, which prioritize the development and implementation of equity-minded best practices and programs;

• Direct the development of short- and long-range plans for assigned district functions in coordination with the leadership and supervision of departments;

• Assure the accurate and timely preparation and submittal of annual district capital and operating budgets; institute and maintain appropriate internal audits and budgetary controls; assure timely and accurate preparation of enrollment and revenue projections and consolidation of all departmental budgets; assure preparation of financial segments of district's short- and long-range master plan; assure timely and accurate preparation, distribution, review, and analysis of a variety of financial reports, statements, projections, and records;

• Assure proper accounting and auditing of all district funds; assure that contracted services are negotiated, monitored, and administered in compliance with legal requirements; assure cost-effective procurement of goods and services within policy guidelines and legal requirements; assure preparation of complex bid specifications and development of award criteria; assure contract compliance; review and revise procurement guidelines as necessary; assure that public safety personnel function within the s cope of authority according to State and federal laws;

• Work toward assuring that all district management and student information systems are integrated and available to appropriate personnel to provide optimal information for institutional research, planning, enrollment management, budget, human resources, and other district operations;

• Attend and chair district committees, task forces, and other meetings; represent the Superintendent/President and the district in the business community and at local, regional, or State meetings, workshops, and conferences; maintain liaison with appropriate government agencies and professional organizations;

• Attend Board meetings and provide oral presentations; serve as a member of the Superintendent/President's Cabinet; advise Superintendent/President on Board agenda items and management issues, including recommendations for new or revised policies and procedures. Create written policies, create streamlined procedures, and innovative practices appropriate to meet district objectives;

• Assure compliance with of various applicable laws, rules, regulations, and restrictions related to district operations, financial transactions, and expenditure of district funds;

• Work with and assist the Superintendent/President in setting and achieving district goals and objectives, developing and implementing plans and programs which assist the colleges in meeting the educational needs of the college community, and identifying and obtaining alternative funding for the district;

• Communicate with district management and personnel to resolve complex issues and respond to questions; provide status reports, analysis, recommendations, and information; represent the district to community members, public agencies, contractors, and others;

• Review and analyze cost estimates, lease agreements, contracts, grant applications, and special reports for legal compliance and financial impact; respond to and act on questions, inquiries, crises, and other situations on behalf of the Superintendent/President during Superintendent/President's routine absence from district;

• Maintain current knowledge of new and pending legislation related to State and federal community college district financing, facilities construction and maintenance, public procurement, public safety, and other areas of responsibility; recommend legislation that could benefit the district;

• Assist with the capital projects management team in collaboration with the Superintendent/President and other facilities projects as assigned;

• Review and approve all contracts and memorandum of understanding (MOUS) to ensure they are in the best interest of the college and that the college is protected from liabilities;

• Perform related duties as assigned.

Minimum Qualifications Education and Experience: Any combination of training and experience equivalent to:

Knowledge:

• Principles and practices of business/financial management and public administration

• Data analysis and projection techniques

• Purchasing, bidding, and other procurement processes

• Business law and contract administration

• Local, State, and federal laws governing a community college district

• District organization, operations, and objectives

• Principles of training and supervision

• Budget preparation and control

• Participatory governance

• Collective bargaining

• Student Centered Funding Formula (SCCFF)

• Programs, services and challenges of higher education

• Trends in academic, vocational, community and contract education

• Local economic conditions and future challenges

• Enrollment management

• The 320 apportionment report

• Fifty Percent Law report in the CCFS-311

• Student and service area enrollment trends and demographics

• Oral and written communication skills 

• Current technology in the field of management and student information systems

• Interpersonal skills, including tact, patience, and diplomacy

• Global, multicultural issues

• Total Quality Management principles

• Demonstrated supervisory skills

• Professional Development and Leadership skills

• Facilities management

• Contract management and negotiation

• Integrated planning and shared governance

• Auxiliary services such as bookstore and food services Skills and Abilities:

• Provide strategic leadership in planning, directing, and evaluating the business affairs of a college.

• Plan, direct, and oversee the financial management of a college including all funding sources.

• Apply a high level of sound, independent judgment in the solution of complex business problems.

• Execute policies, rules, directions, and procedures of the District.

• Prepare effective oral and written communications, reports, and presentations.

• Communicate complex information effectively with faculty, staff, students, civic and other groups, and the general public.

• Effectively utilize management information systems in the performance of duties.

• Stimulate teamwork and promote cohesiveness to achieve business goals.

• Integrate technology into business decisions and operations.

• Allocate and effectively utilize human, fiscal, and physical resources of the department.

• Plan, organize, direct, administer, review, and evaluate assigned functions.

• Formulate policy and procedure recommendations, which will implement the district's master plan and other goals and objectives in accordance with local, State, and federal laws and the needs of the college community.

• Analyze complex financial, statistical, and narrative data and develop appropriate plans and recommendations.

• Provide timely updates on assigned projects and programs and district finances

• Ensure the integrity of assigned functions, including district budget and accounting systems and information.

• Train, supervise, and evaluate the performance of assigned personnel.

• Communicate effectively both orally and in writing continuously with the Superintendent/President and other stakeholder groups.

• Establish and maintain effective and cooperative working relationships with others.

• Interpret, apply, and explain district policies and legal regulations, and requirements.

• Delegate authority and responsibility to subordinates effectively.

• Work under ambiguous and changing conditions.

• Demonstrate sensitivity to and understanding of the diverse backgrounds of our students and campus community members.

Other Requirements:

Possess a valid California driver's license and have a satisfactory driving record; attend meetings outside of regular work hours. As an exempt employee, the incumbent may be asked to work variable schedules.

Illustrative Education and Experience:

A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

Any combination equivalent to: Master's degree in finance, accounting, business or public administration, human resources, or other closely related field and six years of increasingly responsible management experience in area of expertise, including two years in a business management capacity which includes budget