TITLE: Vice President of Business and Finance
STATUS: Salary / Exempt
SUPERVISION RECEIVED: College President
SUPERVISION EXERCISED: The Vice President of Business and Finance oversees all fiscal operations at the college. The VP of Business and Finance supervises full time and part time staff including but not limited to these individual positions and departments: Information Technology, Human Resources, Business Office, Financial Aid, Campus Store, Coffee Shop and Facilities. Direct reports include the positions of Directors of Financial Aid, Controller, Director of Facilities, Director of Information Technology, Human Resources, Campus Store Manager, Coffee Shop Manager and/or other assigned staff.
The Vice President for Business and Finance must be an excellent analytical thinker, planner, organizer, and delegator of responsibility. Planning and organizational skills are essential. The Vice President must have fund accounting investment, procurement and asset management skills as well as personnel skills in order to supervise and monitor the wide range of fiscal, computer operations, personnel, and auxiliary enterprise operations associated with this position. In addition, the Vice President should be an excellent communicator – both oral and written.
Serves as chief operational & fiscal officer whose primary responsible for the supervision of all fiscal and business affairs of the College. Position plans, organizes and generally directs some of the following areas which may include: fiscal services, computer services facilities, maintenance, financial aid, college information, marketing and public relations, personnel services, foundation relations and auxiliary services such as coffee shop and campus store. Position also coordinates the contract for Food Service Operations.
Responsibility may extend beyond this assigned area because the Vice President functions as a member of the college senior management team. Work contacts include administrators, faculty, staff, students, representatives of other educational institutions, professional organizations, vendors, community and business and government leaders. Equipment used includes standard office equipment.
Examples of DUTIES AND RESPONSIBILITES:
- Acts as an advisor to the College President in matters pertaining to Business and Finance programs in the District; plans and directs the fiscal and general operation of the college and serves as college representative on state finance/business committees;
- Oversees the preparation of the college budget and administers the approved budget;
- Plans and conducts training programs for college personnel in budget administration; reports regularly to appropriate college personnel on status of budget; assesses college computer needs and abilities and develops operational and equipment plans and recommendations; manages information technology operations;
- Develops and implements policies and procedures for the maintenance and operation of the physical facilities,
- Serves as college representative in working with agencies which provide utilities and services to the college; directs the college personnel evaluation program and recommends to the President the employment, retention or termination of all college personnel;
- Oversees resignations, leaves of absences, transfers, reclassification, etc.;
- Acts as college representative with staff and faculty collective bargaining units,
- Responsible for the security of the persons and property of the college;
- Participates in decisions made by the President for major additions and deletions of programs and services by the college;
- Participates in legislative actions and fosters relationships with key performers of other community colleges, Board of Regents, state agencies and accreditation bodies; performs related duties as assigned.
- Fiscal Operations – Maintains accurate and detailed records of fiscal transactions; ensures that adequate financial resources are available for College operations through cash management and prudent investments; provides for the safeguarding and accurate recording of all College assets. Coordinates shared development and administration of annual College budget. Monitors and revises annual budget as necessary. Works with state and federal agencies to prepare and submit accurate, timely reports. Coordinates and monitors external auditing activities. Oversees all external grants and contracts and monitors appropriate indirect costs. Oversees all purchasing and procurement functions to ensure compliance with state procurement laws and board policy. Supervises Controller and business office staff.
- Information Technology – Supervises Director of Information Technology in development of computer systems, procurement of hardware and software, training of College staff, and maintaining the telephone system.
- Property, Plant and Maintenance – Supervises Director of Property, Plant and Maintenance in maintenance, improvement, addition or demolition of campus buildings and facilities, addressing needs of College staff and community stakeholders for proper use and protecting the campus equipment, facilities and grounds.
- Human Resources – Supervises Human Resources Director in development of employee policies and procedures, adherence to all applicable state and federal labor laws, training of College staff, recruiting, hiring and retaining of appropriate College personnel, accurate and timely submission of all required reporting and documents, maintenance and securing all required documentation and providing a safe and positive workplace.
- Financial Aid – Supervises Financial Aid Director in development of current and relevant financial aid policies and requirements, directs proper allocation and awarding of all federal, state, waivers and scholarship funds, promotes proactive approach to using financial aid as a tool to attract and retain students, fosters positive relationships between financial aid and key stakeholders such as students, parents, coworkers, members of the community, regulatory education, auditing and accrediting bodies.
- Auxiliary Enterprises – Supervises College Store Manager in textbook procurement and sales, as well as general merchandise resale operations. Coordinates the activities of the contracted food service operations to provide nutritional meals to students and staff at a reasonable price. Supervises Coffee Shop manager in general operations and customer and student services. Works closely with Vice President of Academics and Student Affairs in providing information regarding housing budget and administration.
- Community Service – Attends College and community functions, serves on civic committees as a representative of the College, and prepares and delivers addresses as needed.
- Active example of appropriate leadership on campus – Participation in Institutional Effectiveness Model, Accreditation requirements, Board of Trustee committees, etc.
- Collective Bargaining – College’s point of contact for collective bargaining issues and relationships. Provides insight and guidance into personnel/union issues. Acts as College representative in collective bargaining proceedings.
- Legal Contact – Point of contact for legal issues relating to the college. Expected to foster relationships with legal personnel to guide and protect the interests of the college. Advises the President when to seek additional legal opinions.
- Investment Officer – Supervises the investment of available funds for operating accounts, debt service in accordance with the College investment policy.
- Foundation Support – Works closely with the Foundation to align goals and processes that benefit the college. Provides support for Foundation activities.
- Additional Duties as Assigned by the President
ADDITIONAL ESSENTIAL POSITION FUNCTIONS:
- May exceed 40 hours per week on a consistent basis, including evenings and weekends.
- Visible and available on campus during the standard 40 hour work week.
- Available as necessary via phone, email and text including evenings and weekends.
- Limited travel is a necessary component of this position.
Knowledge, Skills and Abilities:
Knowledge of: current practices in administration of community college operational areas and related support activities such as college personnel practices, budgetary management and operational program development. Ability to: assess college operational needs and develop responsive programs; manage staff in planning and delivering services; coordinate activities with a variety of college staff and departments; prepare and monitor budgets; communicate effectively orally and in writing; establish cooperative working relationships with persons contacted in the course of performing assigned duties.
Ability to obtain a valid Montana State Driver’s License required.
The Vice President must possess a Master’s degree in Accounting, Business Administration, Computer Science, Economics, Finance, Mathematics, Public Administration, or Statistics. The Vice President should have at least ten years of full-time successful financial work experience with more than five in a supervisory role in an educational institution or governmental agency with experience in cash management and fund accounting. The Vice President should also have a strong commitment to shared governance, a solid appreciation of faculty & staff, acceptance of students from diverse backgrounds and socioeconomic statuses and a strong commitment to affirmative action plans. Experience with Collective Bargaining, strategic planning and a proven record of administrative accomplishments is preferred.