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: $161,521.10 - $206,146.41)

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

and finance, technology, or facilities management; of an organization employing a minimum of 100

employees. Qualifying experience must have included responsibility for at least two of the following line

functions: finance, facilities management, and construction, information technology, or purchasing and

contracts. A minimum of two years of the required experience must have been in the line function of finance,

facilities management, and construction, or purchasing and contracts. Experience must have also included the

supervision of staff, which included professional-level employees. Experience with a public post-secondary

educational institution is desirable.

Working Conditions:

Duties are primarily performed in an office environment at a desk or computer terminal. Incumbents are subject

to frequent interruptions and contact in person and on the telephone with executive, management, supervisory

and classified staff and the general public. Frequently must travel to other offices or locations to attend meetings

or conduct work.

Physical Characteristics:

Typically, must sit for long periods, use hands and fingers to operate a computer keyboard, see clearly to

read normal and fine print, speak clearly and distinctly to provide information in person or on the telephone,

hear and understand voices over telephone and in person, and regularly lift, carry and/or move office

objects.

The physical characteristics described here are representative of those that must be met by employees to

successfully perform the essential functions of this class. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

Application Process:

To be considered for this excellent opportunity the following items are required to be received by the CCC

Registry no later than 5:00pm on Friday, February 3, 2023 through the following CCC Registry website:

www.cccregistry.org

1. CCC Registry online application. Apply at cccregistry.org. *
2. Letter of interest discussing demonstrated leadership experience in planning, directing, and

evaluating the operational activities of a community college or institution of equivalent size,

including all aspects of financial services, business services, facilities, maintenance and

operations, information systems, campus security services, bookstore, and food services.

3. Provide concrete examples of the applicant’s commitment to supporting student success, equity,
and inclusion.. *

4. A current resume including educational preparation, professional experience, achievements, and
community and professional activities. *

5. Unofficial transcripts verifying minimum academic qualifications (if offered a position, official
transcripts will be required). *

6. A list of four professional references (faculty, classified support staff, supervisor, colleague), and
two personal references. *

• Denotes application materials that are required for full consideration.

As an equal opportunity employer, we are required to compile summary data on applicants. We are requesting

your assistance in providing the information on the personal and ethnicity section of your CCC Registry

profile. The completion of the questionnaire is voluntary. The form will remain in the Human Resources

department and will be kept confidential and separate from all hiring documents. It will not be forwarded to

those making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application

materials on the CCC Registry website, please contact the CCC Registry directly at registry@yosemite.edu or

call (800)245-4157.

Please make sure to contact the CCC Registry at (800)245-4157 AFTER you have applied for this job to

verbally confirm that your application materials were submitted correctly and that your application is included

in this recruitment.

If you have a verifiable disability and require accommodation to complete the application process, please

contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.



NON-DISCRIMINATION

G avilan Joint Community College District is an Equal Opportunity Employer committed to nondiscrimination on the

basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age,

gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition,

physical or mental disability and any other status protected by applicable federal and state laws. Applicants who

require accommodations to complete the application or interview process, please contact the Human Resources

Office at (408) 852-2823 for assistance.