Vice President of Administrative Services

DESCRIPTION
JOB SUMMARY
The Vice President of Administrative Services is responsible for efficiently and effectively organizing, developing, and administering the comprehensive administrative services of the institution. This position is responsible for maintaining the fiscal integrity of the College and assists the institution in the effective use of its resources to achieve its educational mission and improve institutional effectiveness. Additionally, this position plans, directs, and evaluates the business operations of the College including budget formulation and management, accounting and financial reporting, institutional master planning, facilities planning and construction, building/grounds operations and maintenance, procurement and contract management, financial aid funds, and safety.
EXAMPLES OF DUTIES
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform the job successfully, an individual must be able to satisfactorily perform each essential duty.  The requirements listed below are representative of the knowledge, skill, and/or ability required to perform the position description satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The Vice President of Administrative Services is responsible for efficiently and effectively organizing, developing, and administering the comprehensive administrative services of the institution.

• Serves as Chief Financial Officer (CFO)
• Serves as the College?s Budget Officer
• Participates as a member of the President?s Cabinet
• Establishes the objectives, scope of service, structure, staffing, and performance standards for Administrative Services organizational units and monitors units for effectiveness and efficiency
• Serves as a member of the College?s team on union/management issues, and assists in the collective bargaining process, as it pertains to financial analysis and communication of short- and long-term financial requirements
• Chairs and/or attends a variety of meetings and trainings as applicable and appropriate
• Chairs a council in the shared governance process
• Directs the College?s annual budget preparation, outlining directions and developing structure for implementation
• Coordinates the annual audit with independent auditors and assists with preparation of reports required for Annual Comprehensive Financial Report
• Supervises the Administrative Services staff
• Serves in a non-voting ex officio capacity to the Klamath Community College Foundation

 
This position is responsible for maintaining the fiscal integrity of the College and assists the institution in effective use of its resources to achieve its educational mission and improve institutional effectiveness.

• Through the College?s integrated process of assessment of institutional effectiveness, planning, and resource allocation, leads the process for development and monitoring of the budget consistent with the College?s mission
• Coordinates the planning, development, and implementation of innovative approaches to fiscal management using technology, data management, or analysis to support the College?s mission and core themes
• Develops short- and long-term financial plans to ensure that College finances and budgets are managed in accordance with state law and generally accepted accounting practices 
• Actively communicates and educates the campus community on budget and financial processes to ensure transparency and efficacy in the fiscal operations of the College
• Develops and implements institutional policies relevant to administrative and financial management and operations
• Monitors the College?s accounting function, including preparation of financial reports, accounting of fixed assets, employee payroll, and student accounts
• Ensures that the College has established and is in compliance with appropriate fiscal controls
• Oversees the College?s purchasing and procurement processes in accordance with applicable institutional, state, and federal policies, rules, and regulations
• Assists the Foundation with financial reports, endowment management, fundraising activities, and other functions
• Serves as the College?s representative on all debt issuances including coordination with bond counsel, underwriters, and paying agents; maintains compliance with all debt issuance provisions
• Initiates and directs the management of capital improvement processes and projects 
• Represents the College with outside entities on joint projects of development, such as Klamath County, the Oregon Department of Transportation, and similarly situated entities

 
This position plans, directs, and evaluates the business operations of the College including budget formulation and management, accounting and financial reporting, institutional master planning, facilities planning and construction, building/grounds operations and maintenance, procurement and contract management, financial aid funds, and safety.

• Advises the President and Cabinet on the tuition and fee setting processes and the short- and long-term impacts of these processes on the College
• Collaborates effectively with campus leaders on critical and/or complex business problems with the goal of developing effective solutions, in part through leveraging the College's fiscal resources and navigating appropriate business and finance-related policies, rules, and regulations
• Coordinates the securing, disbursement, and accounting of all student financial aid funds
• Establishes collection practices for all tuition and fees associated with the College
• Oversees and monitors the collection, custody, and disbursement of College funds and the investment of all surplus funds in accordance with the College?s Investment Policy
• Oversees the supervision of the College?s Bookstore to ensure it is efficient and operating within budgetary guidelines, and delivers a high level of internal and external customer service
• Supervises the Fiscal and Business Enterprise Manager to ensure that the campus?s accounting, investments, budget reporting, AR/AP, payroll, student accounts, and other financial service elements are compliant, clean, and of the highest standards
• Supervises the Director of Facilities to ensure that the campus is safe, secure, and in compliance with College, state, and federal rules, policies, and regulations, that the grounds are impeccable, that custodial and maintenance services are of high quality
• Monitors and directs the College's facilities planning, construction, grounds improvement, and infrastructure projects to achieve the goals and priorities of the College.
• Oversees the development and implementation of the Master Planning for the institution including the Emergency Response Management Plan
• Must be able to be obtain individual fidelity bond coverage at employer?s expense
• Other duties as assigned.

QUALIFICATIONS
KNOWLEDGE, SKILLS, AND ABILITIES NEEDED TO PERFORM THIS ROLE

• Innovation and creativity, particularly related to solving complex business and financial problems that lead to cost savings, revenue generation, or other types of innovation
• Ability to effectively collaborate with other executives and leaders to achieve organizational goals 
• Knowledge of continuous quality improvement principles in organizations
• Financial forecasting and financial reporting skills
• Strategic and operational plan development, deployment and evaluation
• Knowledge of collective bargaining processes
• Facilities planning, physical plant maintenance and management, capital programs, and deferred maintenance
• Understanding of principles and practices of governmental purchasing, procurement, and material management
• Ability to oversee complex financial and business operations and/or program
• Ability to work and lead effectively in a collegial and participatory manner 
• Excellent communication skills; ability to communicate effectively with faculty, staff, students, civic and other community groups, and the general public
• Demonstrated commitment to shared governance, teamwork, and creative leadership. 
• Ability to effectively and appropriately delegate, motivate, direct, develop, and formally evaluate the work of others
• Ability to conduct complex analytical studies, evaluate alternatives, and develop and sound recommendations
• Ability to apply a high level of sound, independent judgment in the solution of complex business problems
• Ability to effectively analyze problems, determine solutions, and take decisive action leading to successful results 
• Ability to prepare and present effective reports, recommendations, and correspondence
• Knowledgeable of governmental, political and legislative processes
• Ability to anticipate conditions and plan ahead to overcome challenges or capitalize on opportunities
• Ability to establish and maintain effective relationships with the business community and governmental entities
• A commitment to and understanding of the mission of the community college

EDUCATION AND EXPERIENCE

• Bachelor?s degree from an accredited institution is required, preferably in a related field such as business, education or educational administration, economics, finance, or similar related field
• Master?s degree in administration or related field preferred
• Five years of professional experience with progressively increasing responsibility in higher education administration, public administration, organizational management, or similar related field.
• A minimum of three of the five years of professional experience must include substantial supervisory responsibilities.
• Administrative/executive work experience in a community college (or other higher education setting) is preferred
• Senior-level experience in finance and administrative services with a demonstrated technical expertise 
• Demonstrated ability to develop, analyze, and implement effective and budget, financial, and administrative strategies
• Track record of contributing to larger organization issues beyond the confines of finance and administration
• CPA certification preferred

 PHYSICAL DEMANDS AND WORKING CONDITIONS

• Frequently moving from stationary sitting positions to standing and walking

SUPPLEMENTAL INFORMATION
The position will remain open until filled. For best consideration please apply by April 15, 2024.

It is the policy of Klamath Community College to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.