Vice President/Administrative Services

This position is responsible for the Financial, Purchasing, Leasing, Facilities, Security, and College Services areas of the College. The incumbent shall manage, supervise, plan and direct both the operation and the personnel of the above stated areas. The Vice President must be extremely organized while leading the development and implementation of innovative, College-wide strategies that generate new revenue sources, increase efficiencies and improve effectiveness while instilling a culture of customer service to the constituencies served.

Essential Job Functions:

• Direct the day-to-day operations and activities of the Financial, Purchasing, Leasing, Facilities, Security, and College Services areas of the College.
• Develop and maintain systems of internal controls to safeguard the financial integrity of the College; monitor College operations and ensure compliance with government regulations, higher education and peer standards.
• Administer the accounting and fiscal affairs of the College, including those required by not only Generally Accepted Accounting Principles, Governmental Accounting Standards Board, but also local, state, and federal funding sources and College and Board of Trustees policies.
• Oversee the financial operations of the College's Education Foundation.
• Direct the efforts of the facilities operation to provide adequate facilities and properly control costs in order to maintain, construct and renovate College facilities in the best possible manner.
• Oversee construction projects ensuring the projects receive Department of Education approval, adequate funding is secured, collaborate on architectural and engineering design, ensure projects are properly bid and once the project is started, monitor that the project stays on schedule and within budget.
• Provide oversight and responsibility for the development and implementation of the facilities master plans, facilities management and maintenance including capital development.
• Perform liability risk analysis for all College insurance and make recommendations to the College President for a strategy that protects the College and is cost efficient.
• Oversee the payroll function of the College to assure that employees are properly paid and payroll deductions are properly calculated and remitted to the appropriate agency.
• Oversee the Accounts Payable function of the College.
• Oversee the invoicing and collecting of student accounts and other areas of Accounts Receivable.
• Oversee purchasing and ensure all college, state and federal policies are maintained. Provide leadership and creativity as it relates to purchasing power, cost expenditures and savings for the college.
• Maintain bank relationships and oversee the cash management policies of the College on investments and cash flow to ensure appropriate returns and the continued operation of the College.
• Oversee the preparation of finance and facilities motions for action by the Board of Trustees and ensure financial statements and reports, cash management reports and other related reports are shared with the board upon request and at each board committee and board meeting.
• Work with certified public accountants and auditors from federal and state agencies to assure proper accounting policies, procedures, and regulations are followed and presented in the College financial statements to the Public, the State Department of Education, the State Board of Higher Education, and to the various grant agencies. Oversee and ensure the college and foundation audits are performed on time, within budget and meet all standards.
• Communicate with the College solicitor on various legal issues that may affect the College within assigned areas.
• Direct the efforts of assigned departments to maintain effective auxiliary services to the College community, e.g., Food Service, Leasing and College Store. Set and realize revenue goals to contribute to the operations of the College.
• Assist with labor relations and negotiations, preparing proposals, reviewing data and providing fiscal guidance and participating as directed by the President.
• Participate in the development, submission, administration and reporting of College grants, including Carl Perkins, PIC/WIA, CJT and Continuing Education Grants, including WEDNET, NCOA, Career Prep, TANF, etc.
• Develop, maintain, and implement the strategic long range plan for all assigned areas; monitor key performance indicators (KPI).
• Direct and coordinate preparation of annual goals and objectives; monitor progress and prepare annual summary report for all assigned areas.
• Coordinate, prepare, recommend and monitor annual operating and capital budgets for areas of functional responsibility.
• Ensure appropriateness of systems to support compliance functions and monitor compliance with local, state and federal regulations and reporting requirements.
• Review, develop, maintain and administer Board of Trustees approved policies for the assigned areas.
• Promote collaboration, partnerships, and professional relationships with business, community organizations, and education and government entities. Ensure that the College is considered a provider of choice with respect to these entities.
• Hire, mentor, and supervise direct reports; complete annual performance evaluations.
• Develop and recommend operating and staffing budgets; monitor budgets to remain within established fiscal variances; oversee reporting procedures and accounting processes.
• Perform job duties in accordance with College policies and procedures; adhere to bargaining unit agreements as applicable.

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