Administrative & Staff Job Classifications
Class Specification Title: Director of Administrative Services
Levels in series: 1
The Director of Administrative Services is a stand-alone classification. Incumbents direct the administrative operations and services of assigned units, overseeing fiscal management, planning, and business services. The incumbent functions as a liaison to coordinate personnel, capital planning, procurement, and centralized support services between the units and district offices. Incumbents are assigned district-wide responsibilities representing all campuses and instructional divisions in one or more functional areas such as: contracts development and management; business processes and services; facility utilization; human resources; and business systems and reporting. The incumbent in this position is a member of the President’s Cabinet. The Director of Administrative Services is distinguished from other classifications by its responsibility as president’s chief budget and business officer for assigned units.
TYPICAL CLASS ESSENTIAL DUTIES
These duties are a representative sample; position assignments may vary.
- Directs the activities of administrative services at the campuses and instructional divisions to include: planning, implementing, administering and evaluating projects impacting each campus; serves as a liaison to coordinate administrative services between the District Office, instructional divisions and the campuses. Daily 20%
- Supervises and leads employees to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff training; hiring, termination, and disciplinary recommendations. Weekly 10%
- Serves as a member of the president’s management team participating in development, planning, and implementation of goals and objectives of the campuses and instructional divisions. Weekly 10%
- Collaborates with the leadership teams in assessing and improving organizational effectiveness by supporting the development and regular reporting of data meant to monitor the effectiveness of each unit. Weekly 10%
- Establishes, monitors, evaluates, and improves processes, procedures and standards, ensuring alignment with mission, values, goals, objectives, and initiatives of the campuses and instructional divisions. Weekly 10%
- Participates in special studies, task forces, and recommends improvements to campus and college business practices and processes. Weekly 5%
- Administers functional contract proposals and committees; supports the development and deployment of grants and contracts. Weekly 10%
- Directs and supervises the collection of data and the preparation of a variety of reports, statements, and communications impacting employees, students, service providers, and vendors. Weekly 10%
- Develops and administers the planning of the annual operating budgets for the campuses and instructional divisions; implements and allocates resources following budget approval; approves expenditures. Weekly 10%
- Meets with District Office personnel to discuss issues and develop approaches to improve coordination of services. Weekly 5%
- Performs other related duties as assigned
POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:
- Rotate evening and Saturday supervisor duty
- Incumbents may be required to travel
Training and Experience (positions in this class typically require):
Bachelor's degree in Business Administration, Accounting, or related area and four years professional level experience in business administration, including prior supervisory and management experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A master's degree is preferred.
Licensing/Certification Requirements for some positions in this class may require:
- None required
Knowledge of (position requirements at entry):
- Supervisory principles
- Managerial principles
- Leadership principles
- Business administration
- Strategy development principles and procedures
- Applicable local, state and federal laws, regulations and compliance
- Grant administration and compliance requirements
- Contract administration
- Program development and administration principles and practices
- Project management principles
- Resource planning
- Conflict resolution
- Statistical principles
- Computers and applicable peripherals and software
Skills in (position requirements at entry):
- Monitoring and evaluating employees
- Prioritizing and assigning work
- Developing and implementing organizational budgets
- Administering grants and contracts
- Evaluating and recommending processes and procedures
- Managing change
- Planning, analyzing, and evaluating administrative services, operational needs, and fiscal constraints
- Analyzing complex situations
- Communicating technical or complex information
- Using computers and applicable peripherals and software
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc.
Positions in this class typically require:talking, hearing, seeing, repetitive motions and fine finger movements – using the fingers to manipulate/handle objects such as typing, sorting papers, activating buttons, sorting/separating small parts.
Light Work: Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently to move objects.
NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
Draft prepared by Fox Lawson & Associates LLC (DJG/LM)
Date: 04/01, 9/12, 08/15, 01/18