PROFESSIONAL POSITION DESCRIPTION

Position Title: Associate Vice President of Operations Division: Finance & Administration Department: Auxiliary Services Location: Portland, Gorham and Lewiston-Auburn Schedule: Regular, Full time with some evenings and weekends as needed Reports to: Chief Operating Officer & Chief Business Officer

STATEMENT OF THE JOB:

The University of Southern Maine (USM) is seeking an individual to fill the role of Associate Vice President of Administration. The primary purpose of this position is to provide leadership, direction and oversight of sustainability, parking services and the University Store, as well as working in partnership with University of Maine System staff and USM Facilities Management staff on capital construction projects. .

ESSENTIAL FUNCTIONS:

Administrator position responsible for the following duties:

 Collaborating on University capital projects, working with University of Maine System Capital Planning and Project Management in their day-to-day oversight capacity and with USM Facilities Management staff members, respectively. Additionally, the position will work closely with Facilities Management and Finance and Administration teams, respectively, leading multi-year capital planning to advance USM campuses in a strategic, cost efficient manner.  Oversight of University Parking Services: Managing personnel, ensuring proper maintenance and function of existing parking facilities and developing strategies to address current and future parking demand.  Office of Office of Sustainability: Supervises Director of Sustainability, supporting director’s effort to implement University’s sustainability policies and initiatives, such as the Strategic Sustainability Plan, President’s Carbon Commitment and Transportation Demand Management Plan.  Oversight of University Store: Oversees University store operations, managing staff and working with store team to maximize merchandising opportunities and ensure commitment to customer service. Other area responsibilities may be added to this portfolio over time as appropriate.  Coordinates and maintains standards of excellence for services. Monitors project, services and store budgets and establishes revenue goals for parking and University store operations. Provides direction for the planning and promotion of services and for the establishment of an ongoing program of customer service for staff.

The position will:  Utilize experience in project management, facilities oversight, budget development and management, finance and accounting, and contract negotiations with vendors.  Utilize software for project management, facilities oversight, inventory management, ordering, customer relations management, profitability and experience in using data to make decisions.  Have the ability to communicate effectively in both oral and written form.  Must possess organizational skills to effectively collaborate in the oversight of significant capital projects while maintaining supervisory responsibilities in other areas.

SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

 Direct responsibility for safety and security of employees, students, minors, and/or visitors or property.  Control over, access to, or security of restricted levels of information technology systems that would allow the person to harm the IT systems or the information contained in them.  Ability to travel.  Authority to commit financial resources of $25,000 or more as provided in the campus Signature Authority matrix and/or MaineStreet Marketplace.  Work on federally funded projects.

SUPERVISORY RESPONSIBILITIES:

 Supervises, directs and manages professional staff, overseeing Sustainability, Parking Services and the University Store.

BUDGET RESPONSIBILITIES:

 Responsible for developing budgets for parking services and the University store.  Expectation of meeting/exceeding performance metrics related to timeliness and quality of development projects.  Expected to collaborate on capital projects budgeting with Department of Facilities Management Director of Finance and to assist in overseeing budget management and meeting financial performance objectives.

INTERNAL AND EXTERNAL CONTACTS:

Internal:

 Finance and Administration  USM staff & faculty  President’s Office  Students and families

External:

 Vendors and project developers  City of Portland and Town of Gorham staff members  Community members  University stakeholders

KNOWLEDGE, SKILLS, AND ABILITIES:

 Comprehensive knowledge of effective personnel management practices and supervisory skills, including motivation, training, professional development, conflict resolution, and progressive discipline, with the demonstrated ability to effectively model appropriate professional behavior.  Excellent project management and customer service experience, including ability to represent the university and its interests in a professional and conscientious manner. Demonstrated ability to maintain high quality/standards of work, leadership, ethics, commitment, and professional responsibility and judgment.  Ability to promote a positive working environment, spirit of cooperation and positive relations. Ability to build consensus between and among individuals and groups with diverse interests.  Demonstrated ability to determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature.  Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.  Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.  Demonstrated ability to maintain a high degree of confidentiality.  Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.  Ability to take initiative, anticipate problems and solve issues in a timely manner. Ability to provide solutions that are imaginative, thorough, and practical.  Experience gathering data and communicating trends to a variety of constituents. Experience identifying areas of improvement based on evidence.  Excellent computer skills and proficiency with a variety of computer applications including word- processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email. Ability to weigh cost-benefit scenarios, considering not only financial, but qualitative costs and benefits in a holistic manner. Qualitative metrics may include social or environmental impacts.

QUALIFICATIONS:

Required:  Master's degree in project management, business, finance, accounting, retail management, or related field plus five (5) years full-time experience documenting progressively increased responsibility in: leadership roles related to project management or logistics, profitability analysis, supervision, general management, and contract administration; OR  Bachelor's degree in project management, business, accounting, retail management, or directly- related field plus seven (7) years full-time experience documenting progressively increased responsibility in: leadership roles related to project management or logistics, profitability analysis, supervision, general management, and contract administration; OR combination of experience and education, including appropriate international degrees.

*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities as listed above, or other licensure or certification, shall have the following additional applicable background screening completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification verification.

For Human Resources Use Date Approved: May 2021 Job Family: 8 Salary Band: 8 Unit: Non Rep Salaried CUPA Code: 162000 Employee: TBD Position #: 00024528