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Associate Vice President, Auxiliary Services

Santa Clara University

Santa Clara, CA
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Job Details

Associate Vice President, Auxiliary Services

Department: Business And Finance

Part Year: No

FLSA Status: Exempt

Standard Hours (hours per week): 40

Position Purpose:
The Associate Vice President, Auxiliary Services is responsible for short and long term strategic planning as well as the oversight of business operations, facilities management, communications, budget, capital improvements, contracted services, and staffing for the Auxiliary Services Division of Santa Clara University. The Auxiliary Services Division reports to the Vice President for Finance and Administration and includes the following units: Housing, the ACCESS Card Office, Conference Services, Off Campus Student Housing, Property Management, the Adobe Lodge, the Campus Bookstore, University Dining Services, JST Housing, and Auxiliary Administration including Auxiliary Technical Services. Position also negotiates and manages exclusive beverage, catering and vending contracts for the University

Essential Duties and Responsibilities:
The Associate Vice President is expected to excel in the following areas:
  • Formulate policy and manage respective implementation processes for the Auxiliary Services Division supporting the University mission and its strategic plan
  • Develop Division's strategic plans in conjunction with counterparts within the Provost organization and in Finance and Administration to ensure Auxiliary Services will be in a position to provide appropriate support for the educational and programmatic mission of the campus
  • Actively research emerging and successful trends nationwide in auxiliary enterprise management, analyze applicability and opportunity for Santa Clara University to innovate, and manage innovation processes
  • Ensure the longevity and optimal functioning of campus residential and business facilities by managing resources appropriately. Collaborate with members of the Provost organization as well as Finance and Administration not only to maintain the facilities but also to plan for their continual revitalization complimenting related programmatic activities of the University
  • Develop room and board rates and revenue plans for the University to be recommended to the Trustees based on university cohort comparisons, surrounding community market comparables and budgetary needs
  • Develop the short term budget and long term forecasts and financial plans for the Auxiliary Services Division. Collaborate with the directors of each auxiliary unit in the development of their individual unit financial plans to ensure divisional goals are understood and met. Monitor budget performance of $55M in annual operations to ensure financial viability of the Division and to ensure the Division's ability to contribute a minimum of 6% of revenue to the University's Current Operating Fund while also developing reserves for renovation, construction, and enrollment fluctuations
  • Represent the Auxiliary Services Division in a variety of contexts with organizations both internal and external to the University. Where auxiliary operations are contracted with a third party, act as contract negotiator and contract manager to ensure that University interests are protected and services contracted for and provided meet the short term as well as long term strategic needs of Santa Clara University. Determine and negotiate appropriate financial return for each operation, set pricing structures for inventory sold as well as fixed rates charged to customers such as for conference attendees meals, and monitor appropriate financial targets are realized. Identify management staffing required and participate in the hiring of all key management hires. Facilitate campus integration and communication with all constituents. Guide space utilization and renovation plans to ensure facility enables top notch operations. Develop financial strategies to secure funds for all renovations. Work with students, parents, and other constituents to resolve conflict where the delivery of services or goods in contracted entities is inconsistent with their expectations or needs
  • Negotiate campus beverage, vending and other product contracts. Research product lines best suited for Santa Clara University retail operations, develop pricing and marketing strategies, negotiate financial reward for exclusivity provisions, monitor volume sales versus contract volume hurdle requirements, ensure proceeds are dispersed appropriately, work with company account managers to develop and monitor the success of sales channels and the efficiency of daily delivery and stocking services
  • Supervise SCUs off campus student housing operations. Supervise property management companies where management is contracted out. Assign quarterly property inspections to ensure university standards are being upheld, and review property financial reports. For properties managed in-house, develop pricing and lease terms, organize marketing, contracting, and facilities management. Develop and approve plans for major capital improvements and renovations
  • Collaborate with the Office of Student Life as well as the neighborhood community organizations to ensure our student tenants live in appropriate conditions and integrate successfully into the surrounding residential environments
  • Collaborate with architects, contractors, and project managers to determine the best design and materials for new construction and renovations. Develop pro forma models in concert with major construction planning to assure project will meet long term financial goals. Monitor construction progress and adherence to budget of capital projects including residence hall renovations annually ranging from $2M - $19M, annual dining and bookstore projects ranging from $500K - $8M, and new residence hall construction
  • Oversee the property management/faculty housing operation in collaboration with the Provost's Office. Ensure properties provided are maintained to the appropriate standard and improvements are made strategically. Collaborate with the Provost's Office on pricing, occupancy and tenant communication
  • Foster a culture of service excellence and motivate staff to continually review administrative operations to ensure efficiency, friendliness, and timeliness of service
  • Oversee processes and communication/marketing campaigns between students, the administration, the community, and parents. Ensure all are well informed of services provided by Santa Clara University auxiliary units and are given ample time and information on how to
    utilize them. Provide direction and guidance in the development of social media connections, printed materials, web presence, and live presentations
  • Provide on-going two way collaborative communication channels so that input
    from customer segments is heard and analyzed and new initiatives are discussed ensuring not only a visionary and innovative but also a responsive atmosphere in each unit and the Auxiliary Services Division as a whole
  • Evaluate, purchase, and deploy technology tools to enhance unit operations as well as the customer community experience
  • Ensure all units including contracted entities demonstrate Santa Clara University's commitment to non-discrimination, equal opportunity, and diversity while adhering to local area living wage guidelines

    Provides Work Direction:
  • This position recruits, hires, and supervises the central Auxiliary Services office staff, the Auxiliary Technical Services staff, and the directors of each auxiliary unit. In the case of all contracted units per agreement, has the final hiring decision on the general manager selected as well as key management hires and reports on progress of contractor hires at least monthly to corporate regional executives

    The successful candidate for Associate Vice President, Auxiliary Services will demonstrate:

    Physical Demands:
    The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation
    1. Considerable time is spent at a desk using a computer and phone
    2. Required to frequently travel to outside constituent meetings in and out of state
    3. Required to travel to other buildings on the campus
    4. May be required to attend conference and training sessions within Bay Area or in-state or out-of-state locations

    Work Environment:
    The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job
    1. Typical office environment
    2. Mostly indoor office environment with windows
    3. Offices with equipment noise
    4. Offices with frequent interruptions
    5. Driving related to meetings with external constituents
    6. Meeting with external constituents at off-campus locations including other offices, restaurants, and other private and public venues

  • Contract negotiation and management
  • Long term financial planning and assessment operational financial statements
  • University organizational structures, funding, and operations
  • Dining, housing, campus cards, conference services and bookstore operations, market influences and trends

  • Excellent written, oral communication and presentation skills required

  • Ability to effectively participate in and lead cross functional teams
  • Demonstrated ability to provide effective long term vision and leadership in a changing higher education environment
  • Proven ability to manage a variety of operations with diverse facilities, motivate and develop staff to potential, develop realistic budgets, and design and manage efficient business processes required

    Education and/or Experience:
  • Masters degree required and 15+years of progressively more responsible management positions with 5 years minimum running a business unit required
  • Higher education administration preferred

    Salary Information:

    Commensurate with Experience

    Close Date: 6/5/2017

    Open Until Filled: No

    Apply Now

    About Santa Clara University

    Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees

    Distinguished by the highest retention rate and ranked second among all master's universities in the West by U.S. News and World Report, Santa Clara University is California's oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world

    Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability

    Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences

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