Job Ads - Auxiliary Services

Director of Auxiliary Services

The Director of Auxiliary Services & Procurement is responsible for the management and coordination of Auxiliary Services, Construction, and Procurement. Responsibilities include management and advising on all matters pertaining to our Auxiliary Service departments, assisting and advising on all matters pertaining to the planning, engineering, and construction of new facilities and major renovations, and coordinating best practices and compliance with purchasing guidelines and regulations. Additional responsibilities include managing campus transportation including our fleet of vehicles, managing procurement related to Auxiliary Services and Physical Plant, and management of University insurance portfolio.

Directs the operations, budget, planning and financial analysis for auxiliary services including contracted services. Auxiliary services include food service, bookstore, mail center, health services other than counseling, housing leases, insurance and vehicle operations. Reporting to the Vice President for Finance and Administration and a member of the senior leadership team, the Director of Auxiliary Services & Procurement will support presentations to the Board of Trustees, work closely with leadership team, support strategic goals of the university, provide guidance, controls and policy.

MAJOR DUTIES AND RESPONSIBILITIES

Assist and advise on all matters pertaining to the planning, engineering and construction of new facilities as well as the renovation and remodeling of existing facilities.

Work closely with Computer Services in the specification, installation and maintenance of information systems.

Lead Auxiliary Service RFPs and assist with Plant RFPs using and instilling best practice procurement guidelines for auxiliary, plant and grant funds.

Leads Liability, Property and Casualty Insurance renewal and contract negotiations identifying changes in insurance needs for the benefit of the University.

Manage the University insurance claims reporting process and identifying changes to lessen claims.

Maintain the safe transportation of students, staff and faculty through the campus vehicle program and monitoring of campus-wide parking.

Provide project management and budget planning and monitoring for major remodeling and construction projects. Manages contracts (includes negotiating price & terms for the contract, monitors the contract for compliance and makes recommendations) for the benefit of the University.

Manages relationships with third party vendors including but not limited to the bookstore and food service understanding their issues and resource needs.

Manages the maintenance, licensing, insurance and other issues of the University’s vehicle fleet.

Makes recommendations for vehicle fleet and negotiates contract.

Maintains and negotiates leases for University property and makes recommendation for renewals and cancellations.

Provides guidance in procurement best practices to faculty and staff including assistance with Requests for Proposal (RFP), Requests for Quote (RFQ) and Requests for Information (RFI).

PROCUREMENT

Maintain a high level of development, maintenance and enforcement of contract templates and supporting the overall administration, tracking and analysis of contracting activity and compliance.

Supports supplier selection and contracting processes in coordination with Sourcing Managers on an as needed basis.

Act as subject matter expert concerning relevant Service Level Agreements to be included in agreements, based on scope and nature of supplier goods/services being delivered under the contract.

Primary responsibility for on-going management of all supplier agreements, including audit of supplier performance against contractual obligations and Service Level Agreements, change control management, renewals, issue escalation and vendor dispute resolution.

Responsible for maintaining and updating the Tiffin University Purchasing Policy and training Sourcing Managers on policy compliance.

Bid process definition and refinement – including RFI/RFP, bid management process, bid review and selection and management of communication both internal and external, around the bidding process

FISCAL MANAGEMENT

Responsible for fiscal management of departmental operations to ensure effective utilization of resources.
Prepares goals and objectives for department, prepares annual operating and capital budgets, reviews operational report monthly, pursues cost savings and continuous improvement within department.

Develop RFP guidelines and ensure best practices followed in our de-centralized purchasing procedures.
Ensure adequate staff to meet departmental and organizational needs with minimum overtime.

COMMUNICATIONS

Conduct regular department meetings and reports on same to Vice President for Finance and Administration. Ensure adequate posting of college notices to employees.

Seek to maintain and improve customer and employee relations to promote a harmonious relationship among the team and the public.
Report to the Board of Trustees at the regularly scheduled meetings as required.

Communicate regularly with facility management, athletics, contracted food service manager, contracted bookstore manager and other staff to monitor needs of all parties.

RECORD-KEEPING

Consistently submit routine and requested documents and work assignments, or special projects, on a timely basis.

Maintenance of all required records for OSHA and other regulatory agencies.

Complete and maintain current departmental policy/procedure manuals which meet regulatory agency requirements, and any relevant legal regulations. Ensure all policies are reviewed and revised as necessary, at least every three years.

Maintains contracts insuring compliance.

OTHER RESPONSIBILITIES

Assure adequate supplies for operation of department.

Assure 24-hour availability of staff for emergency response.

Maintain records of department.

Perform other duties as assigned by the Vice President for Finance and Administration

QUALIFICATIONS/SKILLS/ABILITIES FOR THE JOB

Bachelor’s degree required in contract management, Procurement, business administration, Finance or related field.
The individual must have proven management abilities 5+ years’ exp.
Contract management. & Vendor Relationship management.; contract redlining; facilitating internal stakeholder reviews especially legal & procurement. Negotiating terms, pricing. Full Contract Life Cycle Management.
Exceptional talent in negotiating and networking.
Outstanding decision-making skills and ability to work well with numbers.
Proven ability to build strong relationships, and manage multiple priorities concurrently.
Team player with strong influencing and negotiation skills.
Proven analytical, financial analysis, and strategic thinking/logical reasoning ability.
Ability to work independently and maintain focus on issues, escalating as necessary.
Strong communication, presentation, and collaboration skills.
Ability to manage multiple activities at the same time, with frequently changing priorities.
Knowledge of and expertise using Sourcing, Procurement, and/or Contract Management technology tools.

Preferred

Master’s degree is preferable

KEY COMPETENCIES

Interdependence: Fosters collaboration

Communication: Strong decision making and communication skills

Accountability: Formulates effective and progressive strategies aligned with University mission and values

Respect: Creates an engaging, collaborative work environment by bringing diverse people and ideas together.

Entrepreneurship: Influences and Inspires

Associate Vice Chancellor for Auxiliary Services

University of California, Riverside

The University of California, Riverside (UCR) seeks a visionary, strategic, thoughtful and collaborative leader for the position of Associate Vice Chancellor of Auxiliary Services. Under general direction of the Vice Chancellor – Planning, Budget & Administration, the Associate Vice Chancellor provides leadership, vision, planning and direction for large, complex operations within Auxiliary Services. Auxiliary Services is comprised of five (5) operations, with a combined budget of over $120 million, over 300 career staff, over 950 student staff, and 2.6 million in building square feet on 160 acres. The 5 operations include: Auxiliary Administration; Campus Business Services (CBS); Early Childhood Services (ECS); Housing, Dining & Hospitality Services (HDHS); and Transportation Services. Auxiliary Administration centrally supports all departments within Auxiliary Services, providing central financial and administrative services. This includes budget, finance, receivables, payables, cash office, policy compliance, audit response, student employment office, and administrative support for human resources and shared services. The central office also provides for the management of all Auxiliary assets, which requires coordination with Planning, Design & Construction, Capital Asset Strategies, and Facilities Services. This includes funding and managing capital projects, $5 million to $10 million per year. Campus Business Services (CBS) provides various business functions that support the campus. Early Childhood Services (ECS) provides high quality, cost effective early care and education programs for children of UCR faculty, students, staff, and community. Housing, Dining & Hospitality Services (HDHS): Housing Services provides on-campus housing to about 7,000 students in three housing types: Residence Halls, Apartments, and Family Housing. Dining Services provides dining to the entire campus in residential dining, retail dining, convenience stores, food trucks, and vending. Hospitality Services provides conference and event services and catering. Transportation Services provides parking, fleet, and alternative transportation services.

Minimum Requirements

Strong knowledge of common organization-specific and other computer application programs.
Excellent leadership abilities to oversee multiple functions or departments through subordinate managers.
Advanced skills in strategy development, systems planning and change management.
Advanced project management skills, including the capability to manage capital projects.
Advanced knowledge of administrative management theory and ability to translate knowledge into practice.
Advanced knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques.
Skills in establishing and implementing customer service standards. Excellent ability to establish metrics for department and employee goals which measure effectiveness of contributions to efficient operations of department.
Ability to establish mission and goals at the macro-level; to lead subordinate management to develop goals in alignment with mission.
Demonstrated skills in employee supervision and HR administration. Interpersonal skills to effectively lead, motivate and influence others.
Ability to work effectively with a wide range of constituencies in a diverse community.
Strategic mindset with an ability to think through complex challenges, develop collaborative solutions and execute in ways that align with the organization’s core values, with political savvy.

Director of Auxiliary Services/Risk Management

Hillsborough Community College

The position plans, administers, coordinates and monitors the operation and administration of Risk Management, Emergency Management, including oversight of Public Safety, Warehouse, Property Control and Campus Services.

Supplemental Job Information

Functions as the Auxiliary Services Manager. The Director serves in an entrepreneurial role to ensure satisfaction with various campus support services including food service, the bookstores, food service/vending, and other revenue generating/support operations.

The successful candidate should have a proven track record of:

Managing major support services including bookstores, food services, and/or other revenue generating/support operations
Developing strategy and tactics to enhance current operations in the areas managed, and pursue new opportunities for lowering costs and/or enhancing revenue and/or support to the College’s customers.
Working effectively as a liaison between the departments managed and the College’s campuses to ensure that service, quality and price are balanced.
Development and management of spreadsheets/budgets, including the ability understand at least basic accounting.
Skill in development and management of contracts.
Effective recruitment, development and retention of staff.
Strong written and oral communication skills.
Demonstrated proficiency in the operation of Microsoft Office including Excel, Outlook, and Word.
Has oversight of the risk management function. (All insurance is purchased by the Florida Risk Management Consortium)

Program Director, Auxiliary Services

University of Houston

Responsible for the day-to-day management of auxiliary agreements and daily oversight of contractors that support the campus auxiliary programs.

Oversees the day-to-day system-wide contract activities of one or more auxiliary areas.
Meets with vendors and campus stakeholders, develops customer service programs, and directs marketing activities for various auxiliary programs.
Reviews and assesses vendor and university compliance with auxiliary contract provisions.
Directs field inspections of program activity locations across the University of Houston and/or University of Houston at Sugar Land campus. Directs the submission of field inspection findings to the partners and monitors the completion of action items.
Reports and makes recommendations for improvements of the auxiliary services programs to the Executive Director.
Identifies new revenue opportunities or cost efficiencies within the auxiliary services programs and makes recommendations for improvement. May implement recommendations in collaboration with the Executive Director.
Monitors and oversees performance with contract financial terms and key performance indicators.
Manages auxiliary service programs projects to ensure timely completion.
Facilitates and coordinates auxiliary advisory meetings, including managing committee appointments, scheduling meetings, reviewing committee charges, preparing agendas, completing meeting minutes and following up on action items.
Serves as a point of contact and subject matter expert for auxiliary contract terms and questions. Conducts and manages RFP processes for auxiliary services programs.
Manages and oversees the development of service-level agreements associated with counterparts in Administration and Finance departments.
Oversees inspections of university departments related to these agreements. Develops policies and procedures for the successful management of auxiliary programs and other related policies and procedures.
Performs other job-related duties as required.

Qualifications

Bachelors and 7 years experience.

Requires application of advanced principles, techniques and theory in a professional discipline or a thorough general business management knowledge. Knowledge of this level is typically obtained through a directly job-related Bachelor’s degree or equivalent formal training in a recognized field of specialization that is directly related to the type of work being performed.

Requires a minimum of seven (7) years of directly job-related experience.

Additional Information/ preferred Qualifications:

Prefer prior experience in a University setting.

Prior Auxiliary Service experience with emphasis on contract administration preferred.

Experience working with auxiliary service systems, contracts and vendors campus-wide and at other campus locations a plus.

Director of Auxiliary Services

Savannah College of Art and Design

SCAD seeks a Director of Auxiliary Services to oversee university auxiliary services/enterprises related to dining services and housekeeping, as well as those external contracts.

In this position, you will have budgetary and operational oversight of both operations across the university. This includes but is not limited to SCAD-owned restaurant(s), revenue-generating business enterprises university-wide, and housekeeping. In addition to the financial leadership of these service lines, this position is also responsible for exceptional customer service and ensuring the highest quality of products and services are delivered to customers and students.

The ideal candidate is proficient in accounting and has excellent analytical and personal skills. Experience working with IBM Cognos Analytics is preferred.

Requirements:

Bachelor of business administration
Seven years’ experience in institutional management