Director, Business Services
Department : Business and Contract Services (Dept)
Location : San Marcos
Full or Part Time : Full-Time
Category : Administrative
Number of Months : 12 month
Exempt Position : Grade 69
$10,111.88 [step 1] – $12,316.16 [step 5]. Step placement may be negotiable dependent upon education and experience. Administrators that possess earned doctorates from accredited institutions are awarded an annual stipend of $1,598.01.
Salary/Wage Frequency Monthly
Full-time employees receive fully-paid benefits including medical, dental, and vision insurance for employees and dependents; life, disability, and long-term care insurance; and sick leave, vacation and paid holidays. Estimated maximum value of these employer-paid benefits is approximately $25,426 annually. All full-time classified administrators are enrolled in CalPERS (California Public Employees Retirement System).
Responsible for planning, organizing, directing, and controlling the activities, services, and operations of the District’s contract services; purchasing; environmental and occupational health and safety programs and services, including risk management, emergency preparedness and operations; warehouse; mailroom; and auxiliary services programs and operations.
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
Experience: Five years of experience in business services relevant to contracts and purchasing, including experience working with government contracts and purchasing activities, 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).
Education: Equivalent to a bachelor’s degree from an accredited college or university in business administration or a related field.
Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions.
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 http://www.naces.org, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/.
Diversity, Equity and Inclusion Statement
Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity. Click here to see a quick overview of our student demographics on our recent Student Fact Sheet.
Palomar College is committed to diversity, equity, inclusion, access and antiracism. 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.
- Education beyond the minimum qualifications (i.e. a Master’s degree).
- One or more professional designation(s) in Procurement/Supply Chain Management, Contract Administration, or Risk Management.
- Experience with bidding large public works projects.
- Experience with alternative construction delivery methods such as design/build and CM at-risk.
- Experience with California Multiple Award Schedule (CMAS).
- Experience with the California Uniform Public Construction Cost Accounting Act (CUPCCAA).
Licenses and/or Certificates
Possession of a valid California Driver’s License by time of appointment.
Professional Designations in Procurement/Supply Chain Management, Contract Administration, Risk Management or other areas within Business Services.
Supervision Received and Exercised
Supervision Received From: Assistant Superintendent/Vice President, Finance and Administrative Services
Supervision Given: Administrative, supervisory, classified, hourly, and volunteer employees
Duties and Responsibilities
Essential responsibilities and duties may include, but are not limited to, the following:
Performs full supervisory activities, subject to management concurrence and in accordance with applicable District policies, collective bargaining agreements, and 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 salary reclassifications; responding to grievances and taking appropriate disciplinary action; and performing related supervisory activities.
Plans, organizes, directs, and controls the activities, services and operations of District, contract services, purchasing services, environmental health and safety, risk management, warehouse, mailroom and contracted auxiliary programs and operations including the Bookstore and Food Services; allocates resources and personnel to assure the effective and efficient provision of services to the District.
Develops and implements long-range plans, annual goals, and objectives for the Business Services department; develops, modifies, and implements policies, procedures, trainings, and systems.
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.
Assembles, prepares, monitors, and controls department budgets; authorizes expenditures and assures adequate funding for purchases.
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.
Develops, implements, and administers risk management programs designed to minimize losses and to assure the efficient and economical operation of the District’s liability, workers’ compensation, and loss-control programs.
- 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
- Management principles and practices.
- 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.
- Governmental budgeting and accounting principles and practices.
- 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.
- Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
- 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.
- Developing, administering, and maintaining multiple large budgets.
- Analyzing and Interpreting complex data and information.
- Communicating clearly and concisely, orally and in writing.
- Preparing and providing presentations to audiences of varying sizes.
- Mediating difficult and/or hostile situations.
- Effectively responding to all situations/incidents using sound judgment and decision-making skills.
- Compiling and organizing data from a variety of sources.
- Maintaining accurate and complete records.
- Maintaining confidentiality and discretion in performing work.
- Planning, organizing, directing, and controlling the activities, services, and operations of contracts, purchasing, and auxiliary services. 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.
Office environment; subject to being outdoors and driving to various sites to inspect for safety as well as services and products provided by contractors. This position requires occasional travel to District and other locations.
Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, 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.
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.
Posting Detail Information
Open Date : 06/13/2022
Close Date : 07/11/2022
Open Until Filled : No
Posting Number : P0741P
Additional Application Information
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