EL CAMINO COMMUNITY COLLEGE
CLASS TITLE: VICE PRESIDENT OF ADMINISTRATIVE SERVICES
BASIC FUNCTION:
Under the direction of the Superintendent/President, provide overall leadership in planning, directing and evaluating the administrative activities of the District including fiscal services, human resources, safety, worker’s compensation, risk management, construction and remodeling, legal matters, information systems, maintenance of inventory, insurance and investment programs, internal and external auditing, campus police, bookstore, food services, contract maintenance and grounds, purchasing, contracts and risk management, operations and other assigned activities, programs and functions; supervise the administration of various District budgets; supervise and evaluate the performance of assigned personnel.
REPRESENTATIVE DUTIES:
Provide overall leadership in planning, directing and evaluating the administrative activities of the District including fiscal services, human resources, construction and remodeling, legal matters, information services, maintenance of inventory, insurance and investment programs, internal and external auditing, campus police, bookstore, food services, maintenance and grounds, purchasing, operations and other assigned activities, programs and functions.
Assist the Superintendent/President in the annual preparation of estimates of income and expenditures for various District programs; make recommendations to the Superintendent/President regarding total estimated expenditures to assure compliance with projected income for the same period.
Direct the administration of various District budgets; develop the District's budget procedures; coordinate the development of the District's annual budget for expenditures with other Vice Presidents; approve spending requests, execute budgetary documents as authorized by the Board, maintain related records for transactions effecting various budgets, and assure the District maintains a balanced budget within authorized spending programs.
Provide for proper direction to the District's Human Resources program including safety and health, worker's compensation and staff development; review and approve plans and policies; participate in grievances, disciplinary meetings, legal matters and other activities.
Direct the business services operations of the District including finance, budgeting and purchasing; provide for proper internal controls and management of District funds.
Direct the purchasing of various goods and services for the District; oversee administration of contracts with outside vendors; oversee the bidding and procurement procedures for goods and services; execute contract documents as authorized by the Board.
Coordinate and supervise construction and remodeling projects; make recommendations and approve plans and specifications for construction and remodeling projects; provide for proper supervision of architects and engineers employed to perform tasks for the District; work with
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appropriate State agencies to assure approval of various construction and remodeling projects; complete annual and long-term construction and facilities plans.
Supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions to the Superintendent; assure compliance with District, State and federal affirmative action regulations; approve goals and performance objectives for Administrative Services Department personnel.
Coordinate and supervise legal matters of the District; make recommendations to the Superintendent/President regarding employment of outside legal consultants; represent the District with legal counsel in various legal actions for and against the District; process claims filed against the District; provide supervision and legal counsel in disputes arising from the administration of contracts; request legal opinions from County Counsel as needed.
Supervise the maintenance of inventory of District property; manage an inventory system in accordance with the Education Code; manage a program for removal from inventory of surplus District property.
Oversee the collection and receipt of District income; direct a program to assure District income is collected and receipted in a manner acceptable to the District, County, State and federal auditors.
Provide for proper management of the District's investment program; assure funds not needed for current operation are invested to the fullest extent in accordance with County, State and federal requirements.
Provide for proper management and control of the District's insurance program; analyze, review and purchase insurance to assure the District, Board and employees are adequately protected and covered for contingencies associated with operation of a community college; maintain insurable value records of District properties; recommend the employment of brokers as appropriate; supervise self-insurance programs of the District.
Supervise the internal auditing of the District; oversee the operations of Auxiliary Services; assure postal regulations are observed and purchasing is performed according to established District, State and federal requirements and within budget parameters, and assure the Bookstore is operated in a profitable manner.
Direct the operations of the Campus Police; assure compliance with applicable State laws and regulations; participate on related committees.
Oversee the food services contract; provide for proper oversight of operations and review of contractual relationship.
Oversee the District's external auditing program; recommend the employment of external auditors; assure program complies with related regulations; provide copies of audit reports to appropriate parties; assure corrections required in an audit are performed in a timely manner.
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Recommend agenda items for Board approval; attend regular meetings and closed sessions as requested; prepare Administrative Services board agenda and supporting materials for Superintendent/President; recommend new policies or amendments to existing policy to the Superintendent/President; provide information and data as requested.
Assure proper administration of California School Employees Association (CSEA) and Police Officers Association agreements; understand and interpret agreements to staff; recommend changes in agreements as needed.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Planning, organization and direction of the Administrative Services Department.
Budget preparation and control.
Oral and written communication skills.
Principles and practices of administration, supervision and training.
Applicable laws, Education codes, regulations, policies and procedures.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Generally accepted accounting principles.
ABILITY TO:
Provide overall leadership in planning, directing and evaluating the administrative activities of the District.
Supervise the administration of various District budgets.
Supervise and evaluate the performance of assigned staff.
Communicate effectively both orally and in writing.
Interpret, apply and explain rules, regulations, policies and procedures.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned office equipment.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and time lines.
Work independently with little direction.
Plan and organize work.
Prepare comprehensive narrative and statistical reports.
Direct the maintenance of a variety of reports and files related to assigned activities.
EDUCATION AND EXPERIENCE:
Bachelor’s degree in business administration or related field and ten (10) years of increasingly responsible experience at the senior management level in the administration of administrative services divisions with emphasis in finance and budget; OR
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Master’s degree in business administration or related field and five (5) years of increasingly responsible experience at the senior management level in the administration of administrative services divisions with emphasis in finance and budget.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver's license.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Driving a vehicle to conduct work.
PHYSICAL ABILITIES:
Hearing and speaking to exchange information.
Seeing to read a variety of materials.
\ Classified Management
Board Approved: November 18, 1996