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Vice President of Administrative Services
Gavilan College in Gilroy, California
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Date Posted 05/22/2019
Executive-Administrative Vice President
Employment Type fulltime
Application Deadline Open until filled

About Gavilan:
Established in 1919, Gavilan College is the ninth oldest California Community College. Gavilan College serves a 2,700 square mile district that encompasses southern Santa Clara County and all of San Benito County. The College maintains a comprehensive campus in Gilroy, CA and four campus centers located in South San Jose, Morgan Hill, San Martin and Hollister. Gavilan College is a Hispanic-Serving Institution (HSI); 58.8% of students are Latinx/Hispanic; 27.6% are white/non-Hispanic; 4.5% are Asian and 2.2% are African-American. Gavilan College serves its community and students by offering high- quality education in more than 70 transfer-related fields and more than 30 industry-relevant career pathways. In 2017-18, Gavilan College awarded more than 500 Associate Degrees and more than 500 career education certificates.

Gavilan College fosters the growth and development of our students and staff as enacted in our Principles of Community. Member of the Gavilan College community value the worth and dignity of every person, the pursuit of truth, devotion to excellence, acquisition of knowledge and the principles of democratic citizenship. Gavilan College faculty and staff strive to maintain these ideals in an environment of inclusiveness mutual respect. The Principles of Community provide the foundation which creates this environment. The College maintains the highest ethical standards to establish and atmosphere of civility, honesty, cooperation, professionalism, and equity; and the College aspires to be diverse, purposeful, inclusive and equitable. The strength of these Principles resides in their ability to create a shared set of values that inform and guide our community's daily practice. Gavilan College employees live these shared values and work collaboratively to serve as the model of an exemplary, student-centered community-serving college.

Ideal Candidate:
The Vice President of Administrative Services is a senior cabinet position that serves all fiscal, facilities, technology, and related administrative needs of the Gavilan Joint Community College District. The ideal candidate will be able to anticipate the administrative needs in accordance with the district's integrated plans, Measure X, the Vision for Success, and the Superintendent/President's requirement for collaborative transparency with a focus on student success and equity. The VPAS will be supervising several key departments, and will need to demonstrate strong interpersonal and professional development skills suitable for a progressive community college. Of particular importance will be the ability to prepare and provide fiscal, facilities and technology reports to multiple stakeholder groups with accuracy and clarity, including the Board of Trustees. The successful candidate will be articulate, well organized, have a demonstrated care for community college students and the communities we serve.

Under direction of the Superintendent/President, plan, organize, coordinate, direct, administer, review and evaluate a variety of functions, programs, services and activities which 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 public safety (law enforcement and campus 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 in 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 academic and classified staff involved in the delivery and administration of a comprehensive administrative program. The incumbent works closely with the Superintendent/President to facilitate achievement of goals and objectives consistent with the district's integrated plans and mission and goals, and also formulates, develops and implements administrative programs and services, policies, standards and activities in compliance with a variety of federal, State, local laws, regulations, policies and procedures, and Board of Trustees approved policies.

Essential Duties: (Listed examples may not include all tasks which may be found in the position assigned to this class).

  • Provide supervision, vision and leadership for all administrative services support functions, programs, services and activities; formulate, develop and implement administrative support systems, policies, standards and procedures which meet the needs of the district.

  • Direct the development of short- and long-range plans for assigned district functions in coordination with the leadership and supervision of major district departments.

  • Communicate closely and comprehensively with the Superintendent/President on all matters within the departments assigned to the VPAS in routine reports, procedural manuals, emails, professional training, development planning for each department, annual goal setting and employee evaluation.

  • 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 scope of authority according to State and federal laws.

  • Work toward assuring that all district management and student information systems are integrated and available for use by 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 make 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 research innovative practices as appropriate to meet district objectives.

  • Review and evaluate effectiveness of assigned personnel, programs and services; assure development and implementation of corrective action, improvements or additional programs and services as necessary; provide a climate which encourages staff development in formulation of job objectives and provide for staff participation to achieve goals and objectives for assigned services; recommend operational changes to increase efficiency, effectiveness and quality of all district services.

  • Assure compliance with a variety of 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. This includes working with the Educational Foundation and Alumni Relations Board to develop fiscal reports, assist with procedures and policies, bylaws and fundraising.

  • 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, crisis and other situations on behalf of 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 which could benefit the district.

  • Assist with the Measure X Project management team in collaboration with the Superintendent/President and other facilities projects as assigned.

  • Perform related duties as assigned.

Minimum Qualifications:
Education and Experience: 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, preferably in a highly complex organization.

Knowledge of:

  • 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

  • Programs, services and challenges of higher education

  • Trends in academic, vocational, community and contract education

  • Local economic conditions and future challenges

  • Student enrollment trends and demographic statistics of the community

  • Oral and written communication skills

  • Current technology in field of management and student information systems

  • Interpersonal skills including tact, patience and diplomacy

  • Global, multi-cultural issues

  • Total Quality Management principles

  • Demonstrated supervisory skills

  • Professional Development and Leadership skills

  • Facilities management

  • Contract management and negotiation

  • Integrated planning and shared governance

Ability to:

  • Communicate effectively with diverse constituencies within and outside the district

  • 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

  • Prepare complex financial budgets, statements and reports, describe them to multiple

  • stakeholders

  • 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

  • Work with multi-cultural constituents

Other Requirements: A valid California driver's license

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

Physical Demands:
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.

Application Process:
To be considered for this excellent opportunity the following items must be received by CCC Registry no later than 5:00pm onFriday, May 17, 2019 through the CCC Registry Website, for initial review.

1. Apply at
2. CCCRegistry online application (required)
3. Letter of interest discussing the challenges and opportunities that this position faces at Gavilan Joint Community College District (including current state initiatives) in the next two years. In addition, please address how your experience, education and personal direction have prepared you to take on this challenge.
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.
7. Equal Opportunity Employer Survey (optional)

As an equal opportunity employer, we are required to compile summary data on applicants for employment. We are requesting your assistance in providing the information on the personal and ethnicity section of your cccregistry profile. The completion of the questionnaire is voluntary on your part. The form will be kept confidential and separate from all hiring documents and will not be forwarded to the colleges/departments 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 or call (800)245-4157.

**Please contact the CCC Registry at (800)245-4157 AFTER you apply for this job to verbally confirm that your application is included in this recruitment.

If you have a verifiable disability, and require accommodation to complete an application contact the Human Resources Office at (408) 852-2823.

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



Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability, and require accommodation to complete an application please contact the Human Resources Office at (408) 848-4753.


*Please mention to employers when applying for this job*
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