Director, Business Services

Palomar College; San Marcos (CA); On-site; USD 132,000 - 160,000; Full time

Benefits offered by this job

Insurance fully paid for employees and

Dental & vision plans

Vacation, sick leave and holidays

Life insurance

CalPERS enrollment

Job summary

Palomar College in San Marcos, CA is seeking a Director of Business Services to oversee contracts, purchasing, warehouse, mailroom and auxiliary services, while directing budgeting and compliance with district policies. The role involves coordinating with HR, procurement and customer service to improve operational effectiveness.

Ideal candidates have five years of contracts/purchasing experience and two years of supervisory responsibility, plus a bachelor’s degree in business administration or

Qualifications

• Five years of contracts and/or purchasing experience.
• Two years of supervisory experience.

Responsibilities

• Performs full management and supervisory activities in accordance with district policies and contracts.
• Plans, manages, coordinates, and evaluates business and support functions for Business Services (contracts, purchasing, warehouse, mailroom, auxiliary services).
• Develops, implements goals, objectives, and budget related to Business Services.
• Oversees contracting procedures and bid processes, and ensures compliance with laws and policies.

Skills

Contracts experience

Purchasing experience

Supervisory experience

Education

Bachelor's degree in business administration

Job description

Please see Special Instructions for more details.

The hiring committee will decide if interviews will be conducted in person at the College or via Zoom. Travel expenses for first-level interviews are not reimbursed by the College. Second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Position Information

Position Title

Position Title Director, Business Services

Department

Department Business and Contract Services (Dept)

Primary Location

• Palomar has multiple campus locations (San Marcos, Escondido, Rancho Bernardo and Fallbrook); training may occur at any of these locations and the work location is subject to change depending on future department needs.
• Requires travel to other District locations.

Full or Part Time

Full or Part Time Full-Time

Category

Category Administrative

Hours per week Exempt

Number of Months

Number of Months 12 month

Work Schedule

• Exempt Position
• Occasional night and weekend hours may be required due to department needs.

Grade

Grade 69

• $11,785.72 [step 1] – $14,354.87 [step 5]. Step placement may be negotiable within this range dependent upon education and experience. Administrators who possess earned doctorates from accredited institutions are awarded an annual stipend of $1,842.81.
• If you are a current employee who applies via the external recruitment process and is selected for a promotion, step placement on the new grade will be in accordance with the applicable District agreement/handbook.

Salary/Wage Frequency Monthly

In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

• Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO , and the vision plan (additional plans are available that require employee buy up/monthly contribution)
• Vacation, sick leave and 25 paid holidays
• $80,000 employee term life/accident insurance policy (additional buy up options available)
• Employee long-term care insurance
• Employee Assistance Plan ( EAP ) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
• Additional buy up options available for other voluntary insurance benefits
• Enrollment in CalPERS (California Public Employees Retirement System)

The estimated maximum value of this employer-paid benefits package is approximately $31,245.84 annually.

Primary Function

Directs, manages, plans, coordinates, and administers day-to-day operational activities for Business Services including contracts, purchasing, warehouse, mailroom, print services and auxiliary services programs and operations.; assist in and performs operations functions including planning, budget, oversight of contracts, coordinating with human resources, procurement and customer service; coordinates assigned activities with other departments, divisions, and outside agencies; ensures compliance with requirements and applicable federal and state laws, California Community Colleges regulations, accreditation standards, and District policies; collaborates with staff and other administrators to enhance operational effectiveness, and continuous improvement.

Minimum Qualifications

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

• Experience: Five years of contracts and/or purchasing experience, and two years of supervisory experience.
• Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months. If the position requires supervisory experience, the experience must be at a professional level (i.e. evaluation and/or discipline of staff).

AND

• Education: Equivalent to a bachelor’s degree from an accredited college or university in business administration or a related field.

Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services ( NACES ) website at https://naces.org/ , or the Association of International Credential Evaluators, Inc. ( AICE ) website at http://aice-eval.org/ .

Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement

Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism ( DEIAA ). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:

• Access – We make education possible for everyone.
• Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.

All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

Preferred Qualifications

• One or more professional designation(s) in Procurement/Supply Chain Management, Contract Administration, or other areas within Business Services.
• Related experience in an educational setting or public sector.
• Related coursework beyond the minimum qualifications.

Licenses and/or Certificates

Possession of an appropriate valid California Driver’s License.

Supervision Received and Exercised

Supervision Received From: Assistant Superintendent/Vice President, Finance & Administrative Services
Supervision Given: Administrative, supervisory, classified, hourly, and volunteer staff

Duties and Responsibilities

Essential responsibilities and duties may include, but are not limited to, the following:

• Performs full management and supervisory activities in accordance with relevant District policies, procedures and applicable employee contracts/handbooks, which includes selecting and training new employees; planning, assigning, scheduling, and evaluating completed work; approving overtime/compensatory time; preparing and signing employee performance evaluations; recommending reclassifications; responding to grievances and taking appropriate disciplinary action; and performing related supervisory activities.
• Plans, manages, coordinates, and evaluates business and support functions and activities for Business Services, which includes contract services, purchasing services, warehouse, mailroom and contracted auxiliary programs and operations including the Bookstore and Food Services; directs the department’s planning, budget, coordinating with human resources, procurement, contract administration, work planning and management, reporting, customer service and related matters; evaluates and reports on department operations and assesses department needs and improvement opportunities; develops and implements programs designed to minimize losses and to assure the efficient and economical operation of all areas in Business Services.
• Participates in and oversees development and implementation of goals, objectives, policies and priorities for Business Services; recommend and administers department, division and District policies and procedures; monitors and evaluates the efficiency and effectiveness of department work and procedures; recommends appropriate service and staffing levels.
• Manages the development and tracking of the Business Services budget; works with the Vice President and other division managers throughout the budget development process in forecasting funding needs for staffing, equipment, materials and supplies; analyzes department expenditure estimates, requests and proposals, identifies issues and concerns and advises on appropriate actions; prepares and processes budget transfers, contracts and other budget adjustments.
• Develops, implements, and secures contracting procedures, bid specifications, bid instructions, contract documents and procedures for major procurement and construction projects; evaluates, develops, and modifies contracting standards for Districtwide use; advertises for formal bids and requests for proposals (RFPs); develops and executes contracts and procurement agreements on behalf of the District.
• Recommends the award of procurement, construction, materials, and service contracts assuring compliance with federal and state laws and Governing Board policies, procedures, and requirements and prepares written recommendations for the Governing Board.
• Interviews vendors and contractors advising on District procedures; negotiates with contractors and vendors on negotiable items on contracts and agreements; monitors vendor and contract activity, billings and performance of contract compliance; meets with District personnel advising on District procedures; researches and resolves complaints, concerns and other issues with District and contracted services personnel.
• Coordinates assigned responsibilities with District departments to assure proper payments and availability of funds, proper bidding, and execution of construction projects.
• Attends Governing Board meetings to present information and recommendations regarding bids, liability claims, contracts and agreements, and disposal of surplus property; confers with District officials and employees relative to procedures, needs, specifications, complaints, and special issues.
• Inspects and verifies the proper completion and compliance with contract specifications; communicates with the Fiscal Services department regarding processing invoices for payment for services and materials.
• Oversees contracted auxiliary services operations; negotiates and administers the contracts for Bookstore and Food Services nutritional services operations.
• Coordinates contractor and District efforts to facilitate services to students and District faculty and staff.
• Prepares a variety of reports and special studies pertaining to District contracting, purchasing, and auxiliary services oversight functions; develops and updates manuals, policies, procedures, and guidelines relative to assigned programs

Marginal Functions:

• Participates in/on a variety of committees, task forces, boards, meetings, and/or other related groups in order to receive and/or convey information.
• Participates in shared governance through service on planning and/or operations committees and task forces.
• Performs related duties and responsibilities as required.

Knowledge, Skills, Abilities

Knowledge of:

• Leadership and management principles and practices, including selection, training, evaluating, and discipline.
• Procurement and contracting services, principles, practices, laws and regulations related to the public sector.
• Materials, equipment and supplies commonly used in a community college district.
• Claims, data analysis and cost projections principles, practices, and methodologies.
• Principles, practices, procedures and techniques of budget preparation, administration and maintenance including District budget development and administration policies, practices and procedures
• Insurance principles and practices, including claims adjustment and settlement techniques.
• Procurement principles, practices, procedures, methodologies, and terminology.
• Community college organization, operations, policies, and objectives.
• Contract administration principles and practices.
• Methods, practices, terminology, and procedures used in purchasing.
• Public relations principles and practices, including the use of tact, patience, and courtesy.
• Applicable sections of California Education Code and other federal and state laws and regulations relevant to assigned areas of responsibility.

Skill in:

• Planning, organizing, managing and coordinating business and support functions for Business Services including planning, budgeting, human resources coordination, procurement, contracting and customer service.
• Supervising, training and directing the work of others.
• Utilizing a computer and related software applications including complex database software, enterprise systems, and other applications relevant to the assignment.
• Analyzing and troubleshooting difficult situations accurately and adopting effective courses of action.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
• Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, age, cultural, physical or mental disability, medical condition, gender, gender expression, gender identity, sex, sexual orientation, nationality, race, and ethnic backgrounds of community college students, faculty, and staff.
• Developing, administering, and maintaining multiple large budgets.
• Analyzing and Interpreting complex data and information.
• Communicating clearly and concisely, orally and in writing.
• Preparing clear, concise and comprehensive records, reports, correspondence and other written materials and presentations including providing presentations to audiences of varying sizes.
• Maintaining confidentiality and exercising tact, diplomacy and discretion in dealing with sensitive, complex, confidential and potentially hostile issues and situations.
• Effectively responding to all situations/incidents using sound judgment and decision-making skills.
• Compiling and organizing data from a variety of sources.
• Directing the procurement of supplies, equipment and services required by the District in compliance with Governing Board policies and applicable federal and state laws and regulations.
• Preparing and writing complex formal bids, requests for proposals, and contract documents.
• Reading, interpreting, applying, and explaining laws, rules, regulations, policies, and procedures related to assigned areas of responsibility.
• Negotiating and dealing effectively with contractors, lawyers, insurance representatives, medical personnel, claims agents and others.
• Directing contracting for construction, goods, and services in compliance with applicable policies and laws.

Working Conditions

Environmental Conditions:
Office environment; subject to being outdoors and driving to various sites to inspect for safety as well as services and products provided by contractors.

Physical Conditions:
Essential and marginal functions require mental and physical fitness to perform necessary job functions with or without accommodations, such as the ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards. Position requires travel to District and other locations.

Terms of Employment

• The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120 , AP 7125 , AP 7126 , AP 7127 , AP 7330 , BP 7330 , AP 7336 , AP 7337 , and BP 7335 .
• This is a full-time, 12 months per year classified administrator position.