Administrative Services Director jobs in Santa Ana, CA

Salary Range: Grade G: $122,177.68 - $163,749.15/year, $170,299.12 (top step effective 7/01/2024)

Job Type:

Job Number: CL23-00665

Location: Santa Ana, CA

Division: Administrative Services/SAC

Closing: 8/18/2023 5:00 PM Pacific

Job Description

POSITION OVERVIEW
Under the direction of the Vice President, Administrative Services, primarily responsible for planning, organizing, coordinating, and directing the College's professional development, contracts, and purchasing functions; develops and maintains written operating procedures relative to assigned responsibilities; maintains records; writes and distributes reports as necessary; liaison between College personnel and District Operations staff for assigned responsibilities; supervises and evaluates assigned personnel; performs other duties and responsibilities as assigned.
REPRESENTATIVE DUTIES

• Manages and directs assigned responsibilities in accordance with applicable policies, procedures, and regulations.
• Oversees and manages applicable vendor contracts.
• Prepares and monitors an annual budget.
• Works in collaboration with colleagues to provide periodic verbal and written announcements, reports and updates at meetings and via electronic media.
• Supervises assigned staff to ensure efficient and effective operations.
• Participates in college committees as required to ensure effective communication and input with all stakeholder groups.
• Performs periodic surveys to ensure customer satisfaction and determine needs of the campus in relation to services provided.
• Trains and assists College personnel with procurement of goods and services to ensure compliance with District policies, regulatory requirements and guidelines.
• Works with District departments to develop Requests for Proposals (RFP's) and specifications, and conduct formal and informal bidding procedures.
• Maintains, organizes, and retains purchasing documentation.
• Maintains records retention and destruction policies, procedures, and schedules.
• Recommends alternates for cost savings and improved delivery of services.
• Trains and assists College personnel with maintaining the College's Contracts Workbook and Repository to ensure compliance with the College's Contract/Agreement/MOU Recordation and Approval Standard Operating Procedure.
• Notifies departments when contracts are expiring.
• Provides written recommendations in appropriate format for new or revised policies, administrative regulations, procedures, and guidelines that will improve College operations.
• Oversees college-wide professional development, including training and education for faculty, classified professionals and managers in accordance with College and District institutional effectiveness goals and national best practices.
• Collaborates and coordinates with the Public Information Office on the development and maintenance of a marketing plan for professional development that supports the College's internal communication and branding efforts.
• Performs other duties as assigned.
• Completes special projects as needed.
  

ORGANIZATIONAL RELATIONSHIPS
This position reports to the designated administrator.
KNOWLEDGE AND ABILITIES
Good knowledge of:

• Principles, practices, and techniques used in the analysis, evaluation, design, planning, and management of a comprehensive professional development program.
• Local, state, and federal laws and regulations pertaining to the areas of contacts, insurance, and risk management.
• Public agency finance, purchasing, and contracting concepts and principles.
• Public Contract Code, Government Code, Education Code, and other Federal, State and local procurement laws, regulations and policies relevant to the position.
• Regulations and guidelines related to records retention, storage, and disposal.
• Research and data collection methods
• Principles of composition, report and proposal writing.
• English usage, spelling, grammar, and punctuation.
• Proven ability to define, influence, refine and implement processes procedures, and policies.
• Strategies for identifying and building cross-functional partnerships.
• Software such as Ellucian Colleague, Perceptive Content and project management software.

Ability to:

• Effectively plan, organize, and direct the functions and activities of a comprehensive professional development program.
• Train managers on how to review and revise contracts, leases and other legal documents to conform to District standards.
• Provide effective and efficient communication and services with emphasis on customer service.
• Manage and monitor complex projects on time and within budget.
• Prepare reports, correspondence, polices, procedures and other written materials
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Organize and prioritize projects and tasks to meet critical deadlines.
• Analyze, interpret, and apply pertinent laws, regulations and policies.
• Respond to requests in a timely manner.
• Establish and maintain positive and effective working relationships.

Job Qualifications

MINIMUM QUALIFICATIONS
A Bachelor's degree in business or related field from a regionally accredited institution and three (3) years of related work experience OR equivalent combination of training and experience.
ABOUT RANCHO SANTIAGO COMMUNITY COLLEGE DISTRICT
Rancho Santiago Community College District (RSCCD) is one of the most established districts in the state and has been in operation for nearly 50 years. Located in the heart of Orange County, it is one of the largest of California's 72 community college districts, based on the number of credit and non-credit students. RSCCD encompasses 25 percent of Orange County's total area and serves a population of more than 700,000 residents in the communities of Anaheim Hills, Orange, Santa Ana, Villa Park, and portions of Anaheim, Costa Mesa, Irvine, Fountain Valley, Garden Grove, Tustin, and Yorba Linda. The District includes Santiago Canyon College and Santa Ana College, as well as the Centennial and Orange Continuing Education Centers, the Digital Media Center, Joint Powers Fire Training Center, the Orange County Sheriff's Regional Training Academy, the College and Workforce Preparation Center, and the District Operations Center. RSCCD's three (3) auxiliary Foundations are actively involved in supporting both community and campus programs.
EEO STATEMENT
The Rancho Santiago Community College District (RSCCD) is committed to the concept and principles of staff diversity and equal employment opportunity by prohibiting discrimination based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics. Applications from all persons interested in the position are encouraged. SELECTION CRITERIAApplication ScreeningIn addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interviews:

• Education experience (breadth and depth)
• Work experience (breadth and depth)
• Demonstrated ability to work cooperatively with others
• Bilingual ability (if needed)
• Demonstrated experience in working with diverse socio-economic communities
• Professional growth activities
• Specialized skills training
• Leadership skills
• Written and/or oral communication skills
• Presentation
• Problem Solving Skills

Based on the information presented in the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and an oral interview. Meeting the position's minimum requirements does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements and are deemed the most competitive in the applicant pool. InterviewApplicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:

• Oral communication skills
• Presentation
• Problem-solving skills

A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure the correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants. The District will make reasonable accommodations for applicants with disabilities. Applicants should contact Recruitment in the Human Resources Office for assistance. Application ProceduresTo ensure full consideration, all applicants must submit a complete online Rancho Santiago Community College District Online application that includes the items listed below by the position's closing date. People & Culture will review all applications for completeness, and only complete application packets will be forwarded to the screening committee for further review.
A Complete Application Packet Must Include the Following:

• RSCCD Online Application
• Cover Letter
• Resume - details all relevant education, training, and other work experience
• Academic Transcripts (unofficial copies are accepted)

Foreign Transcripts: Education completed outside of the United States must be equivalent to that gained in the conventional/accredited United States education programs to be considered for the satisfaction of minimum qualifications. The National Association of Credential Evaluation Services (NACES), a United States-based credentials evaluation service, must translate and evaluate Foreign transcripts. Conditions of EmploymentSelected candidate(s) is required to complete the following prior to employment as part of the onboarding process:

• Present original documents for proof of eligibility to work in the United States (by in-person appointment in People & Culture)
• Provide a certificate of Tuberculosis Exam
• Fingerprints (by a Live Scan Agency at the candidate's expense, and clearance must be received before the first day of employment)

To apply, please visit https://www.schooljobs.com/careers/rsccd/jobs/4117930/director-administrative-services

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