SALARY: COMMENSURATE WITH EXPERIENCE This is a full-time position that is eligible for benefits.
Review of applications begins February 24, 2020. The position will remain open until filled.
OVERVIEW Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is a part of the Cal Poly Pomona Division of Student Affairs with a dashed line to Administrative Affairs. ASI serves the entire campus population, including over 26,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employees exhibit our values of integrity, honor, dedication, loyalty, and respect in every interaction with each other, our students, the campus community, and guests of Cal Poly Pomona.
The Associate Executive Director is a senior executive leader of ASI and works closely with the administration team consisting of the Executive Director, Associate Executive Director, Financial Services Director, Human Resources Director, Executive Assistant, and Senior Executive Assistant to collaboratively oversee the management and administration of the corporation within the policy direction of the ASI student board. ASI consists of approximately 70 professional staff, 430 student employees, and an annual operating budget of $18 million.
Under general direction of the Executive Director, the Associate Executive Director is responsible for the development, implementation, and monitoring of all processes, people, and assets required for ASI-operated functions to meet its mission of providing vital student programs, services, and space to create the conditions for the fulfillment of self and community for Cal Poly Pomona students. The AED focuses on planning and efficiency while ensuring day-to-day management meets organizational objectives and satisfies legal and safety requirements.
POSITION SUMMARY (CORE COMPETENCIES) The ASI Associate Executive Director (AED) reports to the ASI Executive Director (ED), who is the top executive professional position/CEO responsible for the overall leadership and administration of the corporate affairs of ASI and the organizations under its governance. Core support functions under ASI include administration, financial services, human resources, marketing and public relations, facilities management, and information technology. And, program and service departments such as, student government, student union and activities, campus recreation, and children’s center.
The AED has direct administrative oversight of Facilities Management, Campus Recreation, and the Bronco Student Center. Facilities Management provides maintenance, custodial, project management, and capital outlay services for the 129,035 sf. Bronco Student Center (BSC) and the 165,219 sf. Bronco Recreation and Intramural Complex (BRIC), which includes a pool. Facilities Management is comprised of the Associate Director of Facilities Management, Administrative Office Coordinator, Custodial Coordinator, 2 Lead Custodians, 4 Custodians, Supervising Building Services Engineer, 3 Building Services Engineers, an EH&S Coordinator, and approximately 60 student employees.
The AED also directly oversees Campus Recreation and the Bronco Student Center and collaborates with their respective leadership teams to ensure these comprehensive student life functions are fulfilling ASI’s mission. The AED also collaborates with other managers, operations supervisors, contractors, consultants, architects, University personnel, regulatory agency staff and others involved in maintenance, repair, renovation and/or construction projects and programmatic solutions for ASI.
The Associate Executive Director (AED) assumes the duties of the Executive Director (ED) when required. As a member of the ASI Leadership Team and partner to the ED, this position is expected to perform as a senior-level professional consistently providing ethical, compassionate, collaborative, thoughtful, student-focused, and results-driven leadership to those internal and external to the organization. The AED works with significant independence, while regularly communicating openly, honestly, and directly with the ED and ASI department heads and their teams. The AED is expected to exhibit exemplary performance across all ASI’s Core Competencies: problem identification and resolution, communication, customer service, cooperation and collaboration, strategic leadership, financial leadership, and people leadership.
Essential to the success of the AED is a learner mindset, the ability to: apply context to any situation and see incidents in connection with each other; exhibit patience and a sense of calm during organizational challenges; laugh at one’s self throughout the learning process; and seek and implement innovative ways of defining ASI’s mission and how it is accomplished.
ESSENTIAL DUTIES • Perform as a senior-level professional consistently providing ethical, compassionate, collaborative, thoughtful, student- focused, and results-driven leadership to those internal and external to the organization • Assist in managing corporate contracts, agreements, policies, procedures, and processes • Provide a safe and healthy learning and working environment for the campus community and guests • Manage enterprise-level risk for ASI through the implementation of risk management policies, practices, and trainings to minimize liability exposure for the organization e.g., obtaining required certificates of insurance from off-campus groups and contractors, training staff on safety practices and handling of hazardous substances, regular inspections of the facilities and mechanical systems to ensure the correction of safety hazards, and emergency preparedness and response • Motivate, teach, and encourage students, student employees, and permanent staff members to learn • Manage others by building trusting relationships, providing inspiration and motivation, and driving for results • Provide organizational leadership for strategic planning and establish systems for monitoring progress • Maintain a high-level understanding of the various industry-specific digital platforms and computerized systems e.g., facility scheduling, controls, and work orders; administrative, human, and fiscal management • Communicate clearly and concisely both orally and in writing on multiple platforms including video, audio broadcast, email, social media, and printed publications • Collaborate within and beyond ASI to achieve optimal results • Create and implement operations policies, procedures, and related training programs for use by supervisors and facilities operations staff across the organization. • Actively participate throughout the ASI budget continuum: assess and ideate, develop and justify, deliberate and recommend, and approve • Represent the Executive Director/ASI on various campus and ASI boards and committees • Perform other duties as assigned
• Provide direction and supervision to professional and student employees by building competence through effecting coaching, training, employee development, performance management, and mentoring • Direct staff and coordinate resources by providing clear direction • Develop budgets and ongoing financial plans to ensure current and future priorities are met • Direct changes and improvements in work methods and develop performance standards for employees
• Maintain an inventory of physical assets and systems for the management of those assets • Track the maintenance of facilities and physical assets, from preventative maintenance to scheduled maintenance, to emergency repairs • Effectively use computer systems for facilities utilization and management • Create, maintain, and use facility-specific manuals to assist with the processes, methods, equipment and tools, as well as the maintenance schedules that must be adhered to manage a facility • Manage staff and consider how they can operate most efficiently while maximizing job satisfaction • Manage projects and capital planning; effectively define and prioritize needs, manage costs and procedures, and execute various management and maintenance projects simultaneously • Consider and implement sustainable and inclusive practices • Conduct risk management assessments and propose and execute on corrective measures • Manage fire safety, security, cleaning, business continuity planning, space allocation, and equipment inspections • Oversee major facility repair and capital outlay projects • Collaborates with University and ASI staff to limit utility disruptions during repair and construction • Track and complete deferred maintenance work • Review schematics, construction drawings, and schedules for projects and confer with end users, architects, consultants and contractors • Provide cost estimates for repair, replacement, and alteration projects • Direct the preparation of plans, designs, scheduling, and specifications for various projects
• Initiate and develop strong working relationships with ASI customers • Represent ASI at meetings with University, local, and state agencies • Recognize the importance of collective strength, knowledge, and information in building an effective strategic alliance internally and externally on campus • Participate in professional organizations and maintain an understanding of current ideas, research, and practices pertaining to the areas of responsibility
• Provide direction and oversee the ordering, distribution, and organization cycle of inventory • Establish goals, objectives, and policies to maintain the financial oversight and minimize inventory shrink • Streamline storage room procedures and procurement processes
• Demonstrate a commitment to quality improvement by working in concert with department staff to develop, manage, implement, and assess quality initiatives throughout the organization • Develop tools for program and service evaluations, organize data collection, and analyze and use results • Develop and provide indicator data in order to analyze performance, plan targets, and monitor progress in accomplishing these targets • Provide quality reports in a timely and professional manner • Develop surveys for internal and external customers to evaluate and improve the quality of business processes and client services • Organize and facilitate training with staff as needed to educate and implement quality improvements • Ensure all employees receive training in quality improvement principles
• Plan, organize, and direct the activities of the administrative staff work team including the evaluation of specific performance indicators, both financial and operational, and facilitate changes to rectify problems and ensure the delivery of quality services • Plan necessary activities and programs that support organizational goals and objectives • Design and prepare productivity reports, develop policies, review existing methods, and develop efficient procedures • Provide feedback to customers and develop customer service reports • Perform tasks as an authorized signatory for commercial bank accounts, Local Agency Investment Fund (LAIF), and second-level financial approvals e.g., sign checks, approve transfers, and authorize purchases and disbursements
KNOWLEDGE | SKILLS | ABILITIES Minimum Education and Experience: • Master’s degree from an accredited college or university or equivalent education and experience • Minimum five years of progressive responsibility in management, supervision, coaching, training, and employee development • Minimum five years of progressive responsibility in overseeing comprehensive student life programs, which include multi-use facilities, within a complex organization
Ability to: • Demonstrate knowledge of national trends and practices in student life programs e.g., campus recreation and student unions, which include facilities management and operations • Develop and manage budgets • Manage facilities renovations and capital projects • Work with an ethnically diverse and culturally pluralistic student population and campus community • Collaborate, form partnerships, and work effectively as a member of a team • Analyze and solve problems, draw valid conclusions, and develop alternate recommendations • Oversee projects and manage multiple priorities • Demonstrate experience managing organizational risk • Demonstrate experience in commercial facilities management e.g., capital planning, construction, and renovation • Apply the principles, practices, and procedures of business administration, e.g., fiscal planning and controls, computerized accounting, budget development and management, personnel supervision and employee relations, risk management, contract development, and administration • Provide enterprise-level risk management for an educational non-profit, student-run corporation • Ensure compliance to legal, campus, and system regulations, policies, and procedures • Demonstrate a commitment to learning and development by motivating, teaching, and working closely with students, student employees, and permanent staff members from across the organization • Manage others by building trusting relationships, providing inspiration and motivation, and driving for results • Provide organizational leadership for strategic planning and establish systems for monitoring progress • Seek and implement innovative ways of defining ASI’s mission and how it is accomplished • Achieve desired results within a predetermined budget and time frame • Maintain a high-level understanding of the various industry-specific digital platforms and computerized systems e.g., facility scheduling, controls, and work orders; administrative, human, and fiscal management • Communicate clearly and concisely both orally and in writing on multiple platforms including video, audio broadcast, email, social media, and printed publications • Demonstrate strong organizational, coordination, and facilitation skills • Build collaborative relationships within and beyond the organization • Oversee complex projects and manage multiple priorities • Operate an office workstation within a collaborative work space utilizing electronic equipment and business-related software for word processing, spreadsheets, financial analysis and reporting, and the like
Preferred Education and Experience: • Well-developed business acumen • Demonstrated ability to create and implement sustainable student life programs that contribute positively to the college student experience • Progressively responsible management and supervisory experience within a university environment involving student-focused programs, services, and facilities • Experience managing enterprise-level risk for a comprehensive non-profit corporation or educational organization • Experience working for a large, public university within an auxiliary or self-support operation • Experience using the various digital platforms and computerized systems for facility scheduling, HVAC controls, work orders, policy management, and human and fiscal management
Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.
Frequently required to sit, talk, and hear; manual dexterity and eye-hand coordination, verbal communication, use of office equipment: computer, telephones, calculator, copier and fax. Collaborative work space where frequent interruptions are common. Must be able to walk, stand, bend and lift up to 25 pounds.
MANDATED REPORTING REQUIREMENT
In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.
SYSTEM-WIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108
Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.
Additional Salary Information: This is a full-time position that is eligible for benefits.
About Associated Students Incorporated, Cal Poly Pomona
Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 26,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employees exhibit our values of integrity, honor, dedication, loyalty, and respect in every interaction with each other, our students, the campus community, and guests of Cal Poly Pomona. Visit our website at https://asi.cpp.edu/