Director, Auxiliary Services, Contracts & Purchasing

Job Type: Leadership

Department: Administrative Services

Basic Function:

Basic Function
Under the direction of the Vice President, Administrative Services, directs Auxiliary operations, manages Auxiliary contracts; oversees enterprise activities and support activities related to warehouse and mail distribution functions.
About the Department:
The Auxiliary Services Department serves the auxiliary, contracts and purchasing services needs of College of the Desert's five campuses. The position provides supervision over contracts and purchasing, auxiliary services (golf range, dining services, bookstore and vending machines), warehouse, mailroom and copy center.

EMPLOYMENT STATUS
Classified Administrator
Leadership Range X

Representative Duties:

Representative Duties
• Manage and direct the operations of the college Auxiliary in accordance with applicable policies, procedures, and regulations.
• Oversee and manage vendor contracts for book store and food service operations.
• Work with staff to prepare and monitor the annual Auxiliary Services budget.
• Oversee the preparation of the Auxiliary Services financial statements, coordinate with auditors for the annual financial audit, and provide periodic reports and updates to the Auxiliary board of directors.
• Supervise assigned staff to ensure efficient and effective operations.
• Participate in college committees as required to ensure effective communication and input with all stakeholder groups.
• Coordinate with the Public Information Office, the College Foundation, and Alumni Associations in support of the college’s advancement model and corporate branding efforts.
• Perform periodic surveys to ensure customer satisfaction and determine needs of the campus in relation to services provided through the Auxiliary.
• Oversee the procurement of goods and services in accordance with district policies and regulatory requirements.
• Work with district departments to develop Requests for Proposals (RFP’s), specifications, and conduct formal and informal bidding procedures.
• Recommend alternates for cost savings and improved delivery.
• Maintain the district’s inventory of contracts and notifies departments when contracts are expiring.
• Maintain, organize, and retain purchasing documentation.
• Maintain the district’s purchasing manual, make recommendations for updates and improvements to the manual in support of improved operations.
• Oversee mail distribution and warehouse functions, including receiving, inventory management, asset tracking, and records management.
• Develop and maintain records retention and destruction policies, procedures, and schedules.
• Develop and implement business and marketing plans for Auxiliary enterprise functions, including the golf range and the copy center.
• Oversee the copy center operations to ensure appropriate business operations, including profitability of the center and the development of new products and services.
• Manage the district copier fleet program and related vendor contracts to ensure appropriate configurations, placement, cost controls, and cost effectiveness of the maintenance contracts.
• Perform related duties as assigned.
• Complete special projects as needed.

Minimum Qualifications:

Education & Experience
Any combination equivalent to: Bachelor’s degree from an accredited institution in accounting or related field and three (3) years of increasingly responsible experience in operations and management.

Preferred Qualifications:

Master of Business Administration (MBA) or equivalent

Knowledge of:

Knowledge of:

• Principles of accounting, auditing, financial record-keeping and reporting, budget preparation and compilation.
• Auxiliary operations and regulatory environment.
• Enterprise business models
• General purchasing and contracting concepts and principles; public procurement regulations and policies.
• Regulations and guidelines related to records retention, storage, and disposal.

Ability to:

Ability to:

• Effectively plan, organize, and direct the functions and activities of a comprehensive auxiliary program.
• Provide leadership and effectively train, supervise, and evaluate the activities of others.
• Analyze, interpret, and apply pertinent laws, regulations and policies.
• Respond to requests in a timely manner.

Physical Demands:

Working Conditions: Working Conditions
Environment: Office environment. Driving a vehicle to conduct work as necessary.

Full Time/Part Time: Full Time

Weekly Working Hours: 40

Work Schedule & Hours: Monday - 8:00 a.m. - 5:00 p.m., Tuesday - 8:00 a.m. - 5:00 p.m., Wednesday - 8:00 a.m. - 5:00 p.m., Thursday - 8:00 a.m. - 5:00 p.m., Friday - 8:00 a.m. - 5:00 p.m.

Salary Schedule Range: $126,453.00 – $183,121.56

Specific Departmental Needs:

Posting Number: 23-071

Number of Vacancies:

Desired Start Date:

Interview Date: 09/21/2023

Posting Open Date: 08/03/2023

Posting Close Date: 9/10/2023

Open Until Filled: Yes

Special Instructions to Applicants:

For first consideration, apply by Sunday, September 10, 2023.
The posting may remain open past the listed closing date; however, applications received before the closing date will receive first review. Interview dates are subject to changed based on District availability.

Special Instructions Summary Applications missing any of the required documents listed will not be considered. The following documents are required at the time of application:

REQUIRED ATTACHMENTS:

• Online Application: Please fill out your online application completely with all requested details.
• Resume: Must include length of employment (month/year start & end dates) for each employer.
• Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
• Transcripts: For consideration of college coursework, transcripts must be attached. Diplomas will not be accepted in lieu of transcripts.

N YOUR APPLICATION List of Professional References: 2 supervisors, 2 direct reports, and 2 management level colleagues. Include name, title, relationship and current phone numbers. Applicants from sectors other than education should submit comparable references. Letters of recommendation will not be accepted in lie of the required list of references.

To apply, visit https://apptrkr.com/4550310

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