Administrative Services Manager C (Operations Manager)

Skagit Valley College•Mount Vernon, WA

5d•$5,376 - $7,224•Onsite

About The Position

There are two (2) Administrative Services Manager C vacancies available, one in the Workforce Education division and one in the Arts & Sciences division. Both positions support a distinct instructional mission with unique operational priorities. The Workforce Education position supports career and technical education programs, preparing students for high-demand careers. The Arts & Sciences position supports transfer-oriented academic programs preparing students for four-year colleges and universities. The Unit Operations Manager C serves as the lead for fiscal and operational systems within an instructional unit, reporting to the Executive Dean. This role supports budget development and strategy, leads fiscal tracking, contract development, personnel processes, and administrative operations across multiple programs and funding sources. The position ensures the integrity, efficiency, and continuous improvement of operational systems, overseeing a diverse portfolio of funding sources and complex accounts. It manages administrative staff, tracks faculty workload, and provides training and technical guidance to faculty, staff, and administrators. Both positions are full-time, classified positions working 40 hours per week, 12 months per year, and are onsite at the main campus in Mount Vernon, Washington.

Requirements

Bachelor’s degree in business administration, public administration, or related field and three (3) years of relevant experience in administrative operations, budgeting, or program coordination; OR associate degree and five (5) years of relevant experience in administrative operations, budgeting, or program coordination.
Experience managing financial processes, purchasing, and/or personnel systems.
Experience supervising staff or leading the work of others.
Experience using enterprise systems (e.g., ERP systems such as ctcLink) and advanced spreadsheet tools in a related role.
Knowledge of budgeting, financial tracking, and reconciliation processes.
Knowledge of purchasing, contracting, and administrative compliance requirements.
Knowledge of supervisory principles and staff development practices.
Strong communication and interpersonal skills.
Ability to analyze financial and operational data and provide recommendations.
Ability to plan, develop, and implement systems and processes.
Ability to interpret and apply policies and procedures in varied situations.
Ability to train and support users with varying levels of experience.
Ability to manage multiple priorities and deadlines.
Ability to handle sensitive information with discretion and professionalism.

Nice To Haves

Experience managing and tracking grants or multiple funding sources.
Demonstrated experience simplifying, streamlining, and/or automating processes.
Experience with contract development and administration.
Experience working in higher education, particularly within a community or technical college.

Responsibilities

Support budget development, analysis, and financial strategy for the unit and lead all fiscal tracking and processes.
Provide administrators with budget information, analysis, and recommendations to support decision-making across a diverse portfolio of funding sources and complex accounts for a multi-million dollar budget.
Streamline, integrate, and automate fiscal tracking and reporting processes.
Develop and maintain complex spreadsheets and tools to support financial and operational activities.
Maintain and monitor financial records for grants and allocations, including tracking expenditures, reconciling discrepancies, and supporting budget planning.
Assist deans in the development and modification of budgets for grants, allocations, and major projects.
Track and analyze associate faculty costs and other major expenditure categories.
Complete budget projections based on enrollment and schedule offerings.
Manage, collect, and track all faculty evaluations for the unit to ensure accreditation standards.
Plan, develop, implement, and maintain systems for tracking budgets, personnel, contracts, and program operations.
Manage hiring processes and onboarding across the unit, including preparing, reviewing, and tracking hiring documentation; monitor hiring timelines; and coordinate with Human Resources.
Analyze operational processes and implement improvements to enhance efficiency and effectiveness.
Support staff in developing automated or streamlined processes within administrative systems.
Ensure compliance with policies, procedures, and applicable regulations.
Track payroll expenditures and coordinate payroll corrections as needed.
Track and document all student complaints and manage the process to conclusion.
Collect all syllabi and fulfill public requests for past syllabi.
Interpret, communicate, and implement institutional policies, procedures, bargaining agreements, and administrative directives within the unit to ensure compliance.
Supervise full-time administrative support staff and part-time and student employees as assigned.
Train, assign work, and evaluate the performance of supervised staff as assigned; participate in hiring decisions for such staff.
Provide ongoing coaching, feedback, and professional development opportunities.
Coordinate workload distribution and monitor performance to ensure effective and timely support of programs.
Develop and maintain documentation and guidance to support consistent practices.
Provide training and technical assistance to faculty, staff, and administrators on operational systems and processes.
As needed, provide high-level and confidential logistical support to the Executive Dean and Associate Deans, including scheduling tenure committees, unit meetings, calendar, and travel for the Executive Dean, and other activities; planning and managing events, etc.
Track and manage faculty workload in alignment with program needs and budget constraints.
Draft, review, and manage contracts, agreements, and memoranda of understanding with external partners and vendors.
Coordinate contract development, execution, invoicing, and management with internal departments and external entities.
Ensure compliance with contractual requirements and applicable policies.
Monitor accurate processing and track payments to contracted entities and partners.
Help deans track and manage faculty release and projects.
As needed, process quarterly faculty salary contracts and stipends.
Coordinate and monitor purchasing activities, including purchase requisitions (PRs), purchase orders (POs), and vendor payments.
Assist faculty, staff, and administrators with procurement of goods, services, and equipment.
Monitor lab purchases for safety compliance.
Coordinate travel authorizations, reimbursements, and related documentation.
Provide guidance on purchasing and travel procedures and system use, including supporting faculty and staff with professional development requests.
Ensure compliance with institutional, state, and funding requirements.