TITLE Associate Vice President for Administrative Services
CLASSIFICATION NUMBER 1011
IMMEDIATE SUPERVISOR Vice President for Administrative Services
MAJOR ADMINISTRATOR President
The Associate Vice President for Administrative Services assists the Vice President for Administrative Services by providing leadership in administrative services to support the development of educated persons and extends the Vice President’s range of communication, coordination, and supervision. The Associate Vice President interprets/provides leadership and guidance and integrates the collective efforts of the Director of Environmental Management, the Director of Facilities Management, the Director of Safety and Transportation, and the Director of Support Services. The Associate Vice President responds to requirements for administrative services by partnering in facility needs assessments and associated facility planning efforts with the Provost, academic deans, department heads, and directors. The Associate Vice President helps to shape University master planning initiatives by campus constituencies to achieve a fully participative, integrated, and coordinated effort in support of the University’s vision, guides the development, coordination, and submission of the University’s annual Capital Appropriations Request, and interfaces with community organizations, public officials (including City staff, State legislators, and State departments) and on/off-campus leaders in support of University programs and facility-, safety-, -transportation-, and environmental-related projects of mutual interest. The Associate Vice President assures good stewardship of University resources, performs other duties as the Vice President may direct, and serves in the role of the Vice President in his/her absence.
The Associate Vice President for Administrative Services helps to instill a customer-oriented service attitude within Administrative Services units and serves as the executive officer directly responsible for providing leadership and general management of the following assigned units which may include:
Facilities Management: Responsible for the entire physical plant of the Springfield and Mountain Grove campuses within the University consisting of Custodial Services, Grounds, Maintenance, Mechanical Maintenance, and the Work Management Center; management of the University’s energy performance savings programs and initiatives; the development and maintenance of campus master planning documents; technical advice and cost estimates for the preparation of the annual assessment of physical plant-related performance measures; and the overall coordination of all major capital projects.
Safety and Transportation: Responsible for assuring the implementation of measures and procedures for the physical security of University students, faculty, employees, visitors/guests, property, and equipment; for the execution of the law enforcement services contract with the Springfield Police Department; for the development and maintenance of an Emergency Response Plan to address natural disasters, emergencies, and potentially disruptive or threatening circumstances; for planning and managing the operation of campus transportation systems and vehicle parking.
Environmental Management: Responsible for establishing, coordinating, and overseeing a comprehensive program for acquisition, handling, storage, and disposal of hazardous materials, proper handling and accounting of select agents, and radiation safety for all Missouri State University campuses; development of policies and a plan for compliance with applicable federal, state, and local regulations; monitoring compliance and preparing corrective action recommendations; coordinating and delivering training; and acting as a liaison between the university and state and federal regulatory authorities.
University Support Services: Responsible for the provision of comprehensive facilities planning assistance to all University units to ensure maximum utilization of physical space resources for both academic and administrative units by facilitating location/relocation activities; updating the facilities database by conducting an annual space audit of all University facilities, analyzing space utilization and reporting results to administrators; processing requests for facility additions, modifications, and utilization changes; and coordinating lease agreements for the use of off-campus facilities by University organizations.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Master’s degree is required.
Experience: At least five years of administrative management experience is required; five years of progressively responsible administrative management experience is preferred. Experience in some or all of the following areas is preferred: architectural and engineering planning, design and construction, facilities management, environmental management, public safety, transportation, and/or facilities master planning. A successful record in acquiring external resources through grants and/or solicitation of private support is preferred. Experience working with community and governmental leaders and the media is preferred.
Skills: A demonstrated ability to lead and the skills to develop leaders are required. The ability to project a strong positive image of the University with students, faculty, staff, parents, and others, including community and government leaders and the media, is required. Executive problem-solving skills and the ability to organize and manage complex functions are required. Excellent writing, speaking, and interpersonal skills are required. The ability to work effectively and collegially within a large, complex university system and to negotiate with a wide range of constituencies, including organized labor, is required. A record of successful leadership, preferably in higher education, is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures compliance with the University’s mission by working with department directors to develop and review departmental plans, goals, and objectives, assuring development of effective business processes incorporating automation with appropriate technologies, designing systems of effective controls to guide work toward expected outcomes, evaluating progress towards their accomplishment, monitoring workloads and prioritizing staffing needs accordingly, overseeing the preparation and implementation of the annual budget for assigned departments, and maintaining executive authority over departmental budgets.
2. Contributes to the achievement of the goals and objectives of the University by overseeing the preparation of an annual capital appropriations request to the State of Missouri, overseeing the preparation of an internal budget for assigned departments, and preparing and managing execution of the Administrative Services, Furnishings and Fixtures, and Space Audit Program budgets.
3. Facilitates the appropriate growth and development of the University ‘s campus environment by integrating facilities, safety, transportation, and environmental health requirements to develop a long-range campus master plan designed to satisfy the University’s academic and support requirements either through new construction or renovation of existing facilities and serving as chair of the Master Planning Committee.
4. Assimilates programmatic facility needs expressed by University administrators and coordinates with the Vice President for Administrative Services to ensure communication of the University’s capital project requirements to the Board of Governors, to the Coordinating Board for Higher Education (CBHE), and ultimately to the Missouri General Assembly by directing and coordinating the preparation of the University’s annual capital appropriations request and testifying before House and Senate committees regarding facility requirements and costs.
5. Ensures that all University capital construction projects are effectively managed by coordinating all construction activities on each project from project design through construction to project close-out and accepting ultimate responsibility for the completion of capital construction projects to specifications, on schedule, and within the project budget established by the Board of Governors.
6. Ensures accommodation of the space needs of the University by assessing current and future space requirements, coordinating the rental of facilities and the purchase of appropriate properties, preparing an analysis of the annual Space Audit Program results, and preparing a presentation of findings and recommendations for review and consideration by University decision-makers.
7. Helps to ensure the University makes the best use of its available physical spaces by examining space usage requests and developing proposed solutions for implementation, orchestrating efforts by the Facilities Management department to remodel existing facilities, and directing planning by the University Facilities Analyst to relocate University departments, programs, and operations as appropriate.
8. Ensures the University community is informed about current and planned projects within areas of responsibility by providing accurate, complete, and timely information to affected constituencies.
9. Ensures that the University’s environmental management policies, guidelines, and procedures are developed in a timely and appropriate fashion consistent with federal, state, and local laws and regulations and serves as chair of the Environmental Management Policy Panel.
10. Helps to assure an effective, coordinated response to unexpected events by developing and annually updating the University’s Emergency Response Plan, coordinating the associated training of the University’s response staff, and ensuring the campus community, including Building Coordinators, are aware of the plan and their role in its execution.
11. Helps to assure the University’s safety, parking, and transportation needs are met by developing and overseeing the execution of parking and transportation plans, making recommendations regarding parking, shuttle, and motor pool fees, and ensuring that necessary and appropriate steps are taken to provide a secure campus environment for students, faculty, staff, and visitors.
12. Promotes a positive image and maintains harmonious external relations for the University by communicating with city, state, and other governmental officials in matters relating to areas of responsibility, representing the University in various community, state, and regional activities designed to promote Missouri State University, scheduling and coordinating agendas for meetings with neighborhood associations adjacent to the campus, following up on community issues to obtain acceptable resolution, and implementing all relevant state policies regarding capital expenditures.
13. Facilitates effective planning and coordination by developing and maintaining a master calendar of significant, recurring events in areas of responsibility.
14. Advises the Vice President for Administrative Services, and, as directed, senior administrators and the Board of Governors, on issues within the assigned areas of responsibility by presenting reports, recommendations, findings, and other information as required.
15. Maintains, as a priority, compliance with laws, regulations, and standards applicable to departmental activities.
16. Encourages high morale and the delivery of quality, customer-focused services by areas of responsibility by employing a leadership style that motivates employees to accomplish established goals and objectives in a collegial, self-motivating manner while emphasizing high-quality customer service.
17. Ensures that miscellaneous assignments are completed in the best interest of the University by accepting and accomplishing tasks which are delegated by the Vice President for Administrative Services.
18. Serves in the role of Vice President in the absence of the Vice President.
19. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
20. Remains competent and current by reading professional journals and literature, developing professional contacts with colleagues, attending professional development courses/conferences, and attending training and/or courses as appropriate.
The Associate Vice President for Administrative Services reports directly to the Vice President for Administrative Services. The Associate Vice President for Administrative Services supervises the Directors of Environmental Management, Facilities Management, and Safety and Transportation and the Director of Support Services.
OFFICE OF HUMAN RESOURCES
REVISED FEBRUARY 2012
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 6 - 4500 Points: Knowledge of a wide range of concepts, principles, and methods of an administrative, academic, managerial, or professional field. Knowledge permits the employee to develop new or substantially modified approaches that diverge from standard methods to improve administrative and/or line operations. Knowledge also permits the employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge requirements may include evidence of the ability to manage programs and/or lead and direct other professionals. Knowledge requirements for jobs at this level typically include a level of education beyond the Bachelor's degree with comprehensive related work experience, frequently including substantial administrative or supervisory experience, and knowledge of higher education processes, policies, and procedures. Alternatively, this level may require a professional or clinical specialty beyond the Bachelor's with moderate related work experience. The knowledge requirement at this level may also include a terminal academic degree with an appropriate level of leadership and/or administrative experience.
Factor 2: Supervisory Responsibility
Level 6 - 1050 Points: General administration of a large unit or multiple units of employees where the nature of the managerial work involves providing general direction for other managerial personnel. Managers at this level have substantial responsibility for the operation of a functional unit, including responsibility for the budgeting process, budgetary and inventory control, purchasing and regulatory compliance, as well as administrative authority over staffing issues and disciplinary outcomes. General administrative work, rather than direct supervision of others, takes up rather large portions of work time.
Factor 3: Interactions with Others
Level 5 - 850 Points: Interactions are highly unstructured and incumbents are often required to resolve difficult and unstructured problems. Interactions are commonly with administrators, cost-center heads, high level committees, or external constituents in order to defend, negotiate, or resolve controversial and/or long-range issues and problems. Interactions occur in situations subject to divergent views, skepticism, resistance, uncooperative attitudes, and conflicting objectives. Interactions often require high levels of interpersonal skill and require the ability to influence, interrogate, or control others through debate, persuasion, or authoritative recognition and require strong analytical and decision-making skills.
Factor 4: Job Controls and Guidelines
Level 4 - 850 Points: The employee operates under administrative supervision and makes decisions based on broadly-stated University objectives and available resources. Administrative guidelines are expressed in terms of project or program outcomes and deadlines with few comprehensive guidelines. Decisions are based on inadequate guidelines that require considerable interpretation and force the employee to plan all phases of the assignment. Assignments may be unrelated in function and the work requires many different processes and methods and a great deal of analysis to identify the nature and extent of problems. The work may require the employee to develop new methods and to deal with many variables, including some that are unclear or conflicting. Characteristic jobs at this level may involve directing large and/or complex programs, projects, or departments in which the work cuts across functional lines or requires dealing with unprecedented issues.
Factor 5: Managerial Responsibility
Level 6 - 3400 Points: Work involves primary accountability for key end result areas including the major projects, processes, or services of a cost center. Work activities affect a wide range of professional projects or administrative activities of the University, influence internal or external operations, and affect other administrators and a great many students, faculty, and/or staff. At this level, the incumbent may have primary authority for developing large budgets and distributing funds over a number of related functions.