Managing Director of Business Services

Elgin Community College•Elgin, IL

3d•$84,923 - $113,231

About The Position

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie. The Managing Director of Business Services provides strategic leadership and operational oversight for key administrative functions, including Purchasing, Records Retention, Mail Operations, Shipping and Receiving, Fixed Assets/Inventory, and associated Risk Management activities. This role ensures compliance with institutional policies and regulatory requirements while driving efficiency and cost-effectiveness across all service areas. The Managing Director manages an annual departmental budget of approximately $1.1 million, monitors financial performance, and conducts comprehensive analysis to forecast future budgetary needs aligned with organizational and College objectives. This position plays a critical role in optimizing resources, mitigating risk, and supporting long-term institutional goals through effective planning and execution

Requirements

Bachelor’s degree in business related discipline with a minimum of 5-8 years of progressively responsible procurement experience; or equivalent combination of training and experience.
Considerable knowledge of the principles of contract and agency law, with the ability to interpret and apply state and federal statutes and laws.
Considerable knowledge of computerized order entry and inventory systems.
Considerable skill in the development of complex requests for proposals and bids for professional services, construction, equipment, and information technology.
Considerable skill in organizing work to meet established deadlines while maintaining attention to detail with the ability to delegate work and in motivating and training others.
Considerable skills working in a highly regulated environment.
Considerable skills in analysis, problem-solving and decision-making regarding issues related to the scope of position.
Considerable skills in written, verbal and interpersonal communication with the ability to work and communicate with internal and external stakeholders.
Considerable skills in Microsoft office, that include high level of excel functionality.
Considerable skill in developing and maintaining positive and professional relationships with internal and external customers from diverse populations.

Nice To Haves

MBA or Masters Degree
5 years of experience in a management position supervising a team

Responsibilities

Emergency Management Act as a Resource Manager within the Emergency Operations Center (EOC). This entails the management of the logistical needs across the five core mission areas of protection, prevention, mitigation response, and recovery for planned events or incidents. Maintains 24/7 availability to respond to declared emergencies; serves as a member of the incident management team or policy group as assigned by the EOC Manager and completes required emergency preparedness training.
Purchasing Direction and oversight of the College’s purchasing function. Use of extensive experience and judgment to develop and implement procurement strategies using best practices to ensure continuous supply of quality and cost-effective goods and services. Expertise in the development of complex statement of qualifications, RFP’s, RFQ’s, ITB’s, contracts, business documents and other agreements while assuring compliance with applicable laws. Thorough evaluation of competitive bids and proposals to select the lowest responsible vendor/contractor. Ensure selection is fair and legally defensible. Monitor vendor and product performance to ensure they continually meet the highest standards. Negotiate with vendors when appropriate as permitted by law. Provide oversight of content of board actions for submission to the Board of Trustees. Must be able to effectively defend any purchase to the Board of Trustees and taxpayers. Oversight of the management of 1,600 active vendors. Advise legal counsel of potential complications pertaining to purchasing activities and cooperate in the College’s defense if needed.
Regulatory Compliance Interpret and apply the Illinois Public Community College Act, General Accepted Accounting Principles (GAAP) and other state and federal statutes, laws, and regulations. Evaluate, make recommendations, and develop College-wide policies and administrative procedures for the implementation of standards that represent best practices while conforming to state statues, regulations, and laws governing public institutions and state agencies. Enforce compliance to insure College-wide ethical practices. Oversee training and instruction to personnel throughout the College community to provide direction as it relates to Business Services policies and administrative procedures; procurement options, best purchasing methods, bidding requirements, ethical requirements, appropriate product/service/vendor evaluation, lease vs. buy, contract administration, and problem resolution. Act as the liaison for Elgin Community College to ensure compliance with the Business Enterprise Program (BEP) for Minorities, Females, and Persons with Disabilities Act 30 ILCS 575/0.01. Responsibilities include building strategies to create an environment of inclusion and increase purchases with BEP vendors, and provide bi-annual reporting to State Agencies.
Contracts Must be knowledgeable in departmental goals and objectives; provide authoritative guidance to Administrators on College wide goals and objectives relating to contract activity. Direct activities concerned with memos of understanding, and contracts for purchase or sale of equipment, materials, products, or services: Examine performance requirements, delivery schedules, and estimates of costs of material, equipment, and production to ensure completeness and accuracy. Review and negotiate financial contracts for the College. Exercise signatory authority to contractually bind the College in legal agreements. Administer College contracts in a manner that ensures contractual obligations and intents are fulfilled. Point of contact for communication with legal, finance and business teams for resolution of contract issues and disputes. Consult with inside and outside legal counsel on complex contracts and issue resolution.
Steering Committee Member of the Facilities Master Plan Steering Committee. Responsibilities of the committee is to provide procurement and contracting expertise for Master Plan projects. Committee provides guidance on the overall strategic direction of new construction and renovation projects.
Receiving/Records Retention/Mail Operations/Asset Management Oversight of the College’s Receiving, records retention, mail operations, and asset management. Provide direction in the development of the strategic plan and budget for these functions to ensure continuous improvement, customer satisfaction, and continuity of services.
Perform other job-related duties as assigned which pertain to the job description.
Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.