Assistant Director

Yavapai College Job Description

Title / Job Family:

Assistant Director

FLSA Status:

Exempt

Role Focus:

Supports the work of a Director by overseeing one or more specific functions within a major department and providing special projects support

Typical Scope:

Works within a broad body of knowledge; requires knowing internal and external procedures and policies to produce end results

Typical Education:

Undergraduate degree required; masters level degree preferred

Typical Experience:

Minimum of four years of experience required in the same or related function; two or more years of management responsibility preferred

Computer Skills:

To perform this job successfully, an individual should have knowledge of Accounting software; may need to know Student Information Systems Contact Management systems; Database software; Internet software; Spreadsheet software and Word Processing software. Typical Level of Interaction:

Requires persuasion and influencing when interacting with direct reports and ability to train, coach, and counsel; requires moderate external contact and influencing

Supervisory Impact:

Has direct and indirect reports.

Representative Duties:

The following are examples of typical duties that may be assigned to positions in this job family. It does not imply that all positions within the job family perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned. Other duties may be assigned.

Assists the Director with the supervision of general staff; motivate, appraise and counsel staff, and liaise with academic staff, particularly those responsible for the supervision of other general staff.

Assists the Director in overall administrative management and coordination of a variety of business related functions such as finance, budget, personnel, space and facilities planning, grant administration, maintenance and policy interpretation and dissemination of a large, complex and active college department.

Monitors the needs and requirements of the department's customers so that the department can respond effectively to changing needs.

Assists the Director in strategic planning and the subsequent fine tuning of the strategic plan of the department and is accountable for the implementation of many aspects of the strategic plan. Monitors the wider college situation and actively provides input and feedback to senior college staff on the impact of new policies and procedures.

Assists Director to determine fiscal requirements, make projections and prepare departmental budgets; monitor, verify and reconcile expenditure of budgeted funds; prepare financial statements reflecting status of programs and activities; ensure compliance with College policies and procedures.

Assist in the preparation of grant proposals to include compilation of data and preparation of budget projections; monitor and verify expenditures; ensure compliance with College and sponsoring agency policies and procedures and prepare financial and administrative reports for submission to sponsoring agency.

Coordinate operational activities to ensure adequate staffing, space and facilities; coordinate purchasing, maintenance and renovation activities for the department.

Serve as department liaison with administrative and professional personnel concerning college policies and procedures, personnel administration, grant administration and budgetary preparation and control.

Represent Director in meetings and conferences and other affairs of an administrative nature.

Prepare reports and analyses to include financial reports, setting forth progress, adverse trends and appropriate recommendations or conclusions.

Perform other related duties incidental to the work described herein.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:
Contributes Through Others

• Ability to adapt in a changing environment - Positively influences and encourages others in support of change. Facilitates change management in more than own area. Establishes teams to affect change.
• Ability to Learn and Further Develop Professionally - Seeks and accepts feedback from others. Willing to serve as or be recipient of a mentor to others. Proactively involves others in own learning process.
• Project Management Skills - Provides guidance and training to others. Coordinates support resources from others as needed. Participates with team to ensure completion of assigned tasks.
• Time Management Skills - Work is coordinated with other areas and teams to insure success. Willing to adjust own schedule and priorities to meet team objectives. Allocates appropriate time to meet needs of others in workgroup.
• Organizational Skills - Modifies project plans or activities to respond to changing customer needs and requirements. Appropriately allocates resources, tools and procedures across functional lines and business units. Able to match people with tasks, make assignments and follow up on performance.
• Financial Management Skills - Develops and uses financial measurements to determine outcomes of the workgroup. Able to understand and use financial reporting as a tool to adjust work plans and priorities. Participates in financial planning and budgeting outside of own workgroup.
• Integrity and Credibility - Challenges others to act on espoused values. Takes ownership or accountability of outcomes while promoting accountability among others. Demonstrates confidence in others’ abilities by allowing them to complete work without interference.
• Communications Skills - Facilitates good working relationships within work group. Recognizes and uses opportunities for information sharing. Works to clarify expectations, concerns, questions of others.
• Presentation Skills - Maximizes the inputs of other people to insure that everyone has opportunity to speak and be heard. Comfortable presenting in team environment with multiple presenters. Able to connect own portion of presentation with that of others on the team.
• Written Communication Skills - Demonstrates an understanding of others’ perspectives or concerns when presenting ideas or opinions. Written communications can be adapted to different levels of understanding. Simplifies complex issues without losing the essential elements.
• Leadership Skills - Motivates other members of the workgroup. Looked to by others as natural leader in group situations. Able to create and use teams to address relevant situations or projects.
• Analytical Skills - Thinks through organizational, political and personal implications of complex situations. Assesses existing ideas and solutions as a starting point to problem solving. Weighs pros and cons of alternatives and considers all inputs to consider different outcomes.
• Problem Solving Skills - Participates actively and productively in meetings to problem solve or improve processes. Pushes others for alternatives to expose inappropriate assumptions. Consistently seeks input from others to identify and solve problems.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Certificates, Licenses, Registrations:

N/A

Other Skills and Abilities:

N/A

Other Qualifications:

N/A

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

rev: 10-2006