Reporting directly to the College President, the Vice President of Administrative Services is responsible for the supervision, coordination, and administration of all programs and personnel in the Administrative Services Department. This position provides leadership in planning, developing, and evaluating all operations within the department, including: business services, human resources, legal services, physical plant operations, security, risk management, the copy center, the bookstore, transportation, construction operations, and grant compliance. The Vice President is responsible for organizing, developing, and administering the comprehensive financial and operations services of the College. The VPAS actively participates as a member of assigned College teams and committees and as a member of the President’s administrative team. The VPAS also chairs the Administrative Services Council, oversees the Audit Committee of the Board of Education, the Facilities Use Committee, Planning and Budget Committee, Safety Committee, and is an ex-officio member of the TVCC Foundation.
Establishes the objectives, scope of service, structure, staffing, and performance standards for the Administrative Services Department. Ensures the Administrative Services Department functions optimally supporting the College mission.
Provides leadership in strategic planning for the Administrative Services Department. Establishes and assesses planning processes in collaboration with staff.
Establishes assessment, program review, and accountability procedures in collaboration with managers and staff.
Guides the development of entrepreneurial activities, promotes, and supports entrepreneurial thinking and practices.
Develops and supervises the Administrative Services Department through coaching, mentoring, facilitating, and supporting professional development.
Articulates College vision, mission, values, and areas of focus. Represents the College to various college and external groups.
Actively participates in College administrative team meetings, staff meetings, councils, and applicable committees. Works collaboratively with other departments, Student Services, and Instructional personnel for the purpose of coordinating programs and overall planning and operation of the College and Administrative Services Department. Acts as liaison to other internal departments/functions and represents the department/College with external organizations.
Promotes and fosters collegiality between Administrative Services and other areas of the College.
Advocates and facilitates a positive climate of continuous improvement within the College.
Develops an organizational climate that supports staff in accomplishing the goals and objectives of the Administrative Services Department.
Supervises and provides direction to the Administrative Services Directors and develops annual goals and evaluates performance.
Supervises human resources in personnel actions, such as employment and termination actions, recruitment process, assignment, supervision and evaluation of staff in collaboration with the Administrative Team. Promotes and is a regular participant in College governance.
Supports and promotes practices that result in development and implementation of diversity initiatives in assigned areas. Facilitates assigned staff’s participation in College-wide diversity initiatives.
Ensures the implementation of the College’s affirmative action and equal opportunity policies, goals, and timetables. Ensures staff development on diversity, and respectful learning and working environment issues.
Coordinates College operations with appropriate College administrators and faculty.
Administers College property, liability, and workmen’s compensation insurance.
Participates in, assists with, and/or leads College negotiations for labor contracts.
Coordinates interagency agreements necessary to operate the College programs and is responsible for their administration and maintenance.
Serves as Deputy Clerk for the Board of Education including duties articulated in Oregon statute and administrative rulings and expected by the Board of Education.
Ensures either through oversight or creation, the presentation of all appropriate operational reports to the President, Board of Education, and state and/or federal agencies as required by law, policy, administrative ruling, or good management practice such as safety reports, risk management updates, IPEDS reports, enrollment data, hazardous waste handling reports, etc.
Provides leadership and supervision in the creation of long-term planning and needs assessment for the Administrative Services Department, including creation of Capital Plans, assessment of equipment needed for College operations, and efficiency of operations.
For assigned areas, recommends employment of personnel and participates in managing all aspects of their employment, including professional development, processing complaints, disciplinary action, grievances, and termination. Recruits, screens, and recommends employment and evaluation of new professional personnel in the Administrative Services Department in accordance with established policies and affirmative action guidelines.
Fosters and supports professional development plans for individual staff.
Represents the College to local, state, and federal organizations and agencies as directed by the President.
Provides oversight and direction for all planning and coordination of operational needs in business services, human resources, legal, physical plant operations, security, risk management, the copy center, the bookstore, transportation, construction operations, and grant compliance.
Leads and oversees the College’s commitments to construction projects and facilities planning.
Provides monthly financial reports for the TVCC Foundation and financial support and guidance, when appropriate.
Budget, Finance and Risk Management:
Ensures the development and maintenance of appropriate administrative and operations procedures. Interprets, administers, and ensures compliance with State and Federal laws and regulations and Board of Education and College requirements, policies, procedures, and guidelines.
Responsible for preparation, development, and compliance with annual budget and oversees the long-range financial planning and the development of the College budget building process and preparation of the College budget including the creation of a budget calendar and the selection and Board approval of the budget committee members. Prepares resolutions necessary to establish annual tuition and fee rates as well as course fees to be used in the budget. Chairs the College’s internal planning and budget committee and holds meetings during the budgeting process to gather feedback from committee members on the prioritization of budget requests submitted through the strategic planning system.
Responsible for maintaining a five-year forecasting model to be utilized in projecting operations results into the future using various assumptions.
Responsible for establishing and maintaining college internal controls, coordinating the annual audit and addressing any audit issues identified. Draft the Management’s Discussion and Analysis portion of the audit report and either draft or oversee the drafting of the entire audit report, including footnotes and supplemental information. Coordinate meetings between the auditors, the College President, and the Audit Committee of the Board of Education as well as the audit presentations to the full board. Coordinate the distribution of copies of the annual audited financial statements and/or Single Audit reports to various state and federal agencies as well as banks, bonding agencies, etc.
Coordinates all correspondence with the college’s bonding agency, providing information as requested to facilitate periodic updates of bond ratings.
Oversees cash management functions including transfers to and from the Local Government Investment Pool, investment of excess college funds, drawing federal and state funds as they become available.
Oversees all college debt and ensures payments are made timely, any debt covenants are fulfilled, and any new borrowing is appropriately researched and recommended to the President when appropriate.
Analyzes, recommends, and oversees implementation of strategies and practices relating to financial management and fiscal sustainability.
Oversees risk management processes and procedures including the procurement of property and casualty insurance programs, providing security and safety program effectiveness, and recommending procedural or process changes to the President as needed.
Ensures the development and maintenance of appropriate administrative and operational procedures. Interprets, administers, and ensures compliance with State and Federal, Board of Education and College requirements, policies, procedures, and guidelines.
Acts as risk manager for the College in collaboration with the Legal Services Director.
Ensures the effective development, and communication of and training regarding the College’s Emergency Response Plan.
Responsible for ensuring the campus is safe secure and in compliance with College, State and Federal policies and regulations.
Provides advice and guidance on legal compliance that may have financial implications in coordination with the Legal Services Director or outside counsel. Maintains authority to enter into contracts on behalf of the President and College as designated by the President and must exercise due diligence and discretion when binding the college contractually.
Oversees grant compliance processes and procedures for all Federal and State grants the College administers.
Leads and oversees the College’s commitments to construction projects and facilities planning. Works with state agencies on capital construction funds obtained through the sale of Title XI-G Bonds.
This announcement covers the most significant duties performed by the position, but does not include other work, which may be similar, related to, or a logical assignment for the position.
Typical office working conditions. Most work takes place in office working conditions, where the noise level is typical of office environments with telephones, computers, personal interruptions, and background noises. Significant daily contact in person and by phone with staff, faculty and public can be expected. Must be available to work flexible hours, as needed. Travel and evening and weekend hours are necessary to attend monthly Board of Education meetings, other meetings, and public relations events.
Responsible for the overall direction and coordination of the Administrative Services Department including Business Services, Legal Services, Physical Plant Operations, Transportation, Security, Bookstore, the Copy Center, and Human Resources functions. Responsible for annual performance evaluations of Directors/Managers under Vice President’s direct supervision. Carries out other supervisory responsibilities in accordance with College policies and applicable laws. Responsibilities include, interviewing, hiring, and training employees; planning, assigning, and directing work; rewarding and disciplining employees; addressing complaints and resolving problems.
TERMS OF EMPLOYMENT
This is a full-time, Administrative, exempt position.
Benefits include medical insurance for employee and eligible dependents, Oregon retirement plan, monthly annuity, as well as 160 hours of annual vacation leave, 16 hours of annual personal leave and 8 hours per month of sick leave accrual.
A complete application file consists of the following:
A letter of interest stating how you are qualified to perform the duties of the position.
College transcripts (copies are acceptable at this time).
Minimum of two recent letters of recommendation.
A TVCC application for employment. A pdf fillable application may be downloaded at tvcc.cc/hr/jobs.cfm
If applicable, a completed DD Form 214 in order to establish veteran preference per OAR 839-006-0445 and OAR 839-006-0450(3)
APPLICATION SUBMISSION: All application materials should be submitted or mailed to: HR@tvcc.cc or Human Resources, Treasure Valley Community College, 650 College Boulevard, Ontario, OR 97914.
MANDATORY: Bachelor’s degree in Business Administration or a related field with at least five years of increasingly responsible public-sector administrative, management and leadership experience, including overall general management functions, or an equivalent combination of training and experience will be considered for meeting the minimum qualifications. Demonstrated ability to develop, analyze, and implement effective administrative strategies. Demonstrated experience with strategic and operational plan development implementation and evaluation. Applicants are responsible to show how their personal training and experience would qualify them for the position.
PREFERRED: Master’s degree in Business Administration or a related field. Higher education experience preferred. Community college experience strongly preferred. Demonstrated experience administering entrepreneurial activities preferred. Experience with facilities planning, management, and capital programs. Demonstrated experience with technology innovation as a means of enhancing or transforming the learning environment. Demonstrated ability building systems that promote communication and transparency. Demonstrated experience with sustainable practices particularly as they apply to educational institutions. Demonstrated record of successful collaboration with faculty, staff, and student constituent groups. A record of successful collaboration with bargaining departments. Ten (10) years or more of work experience.
SPECIAL LICENSE’S OR CERTIFICATE’S PREFERRED: CPA, CGFM (or similar), SPHR Certificate.
Treasure Valley Community College was founded in 1962 and is located on a 90-acre campus near the center of Ontario, Oregon. Ontario is a city of more than 11,000 people with a service area of 60,000, located in the western Treasure Valley, about 60 miles west of Boise, Idaho, directly off of Interstate 84. In addition to the Ontario Campus, TVCC also has Educational Centers at the Snake River Correctional Institute, Burns, Lakeview, and Caldwell, Idaho. The Treasure Valley provides access to a variety of recreational enthusiasts from rock hounds to river rafters, skiers to hot springs lovers, trail riders to hikers and much more.