Executive Director, Fiscal Services

Ohlone College

Salary: $175,445.00 - $223,918.00 Annually

Job Type: Full-Time

Division: Administrative Services

Opening Date: 07/17/2025

Location: Fremont Campus

Job Number: 202300153

Department: Administrative Services

Bargaining Unit: Unrepresented

Ideal Candidate Statement

The ideal candidate will be a proven leader with extensive experience in fiscal and financial management within educational institutions, particularly in accounting, budgeting, and payroll. They will possess a deep understanding of maintaining fiscal integrity in complex organizations and have a strong track record of leading high-performing teams.

Additionally, the candidate must demonstrate cultural competency and a commitment to serving diverse populations, including faculty, staff, and students from various backgrounds. They will foster an inclusive, collaborative environment aligned with the college's mission and goals, showing equity-minded leadership, sensitivity, and a commitment to anti-racist practices.

Position Description

Under the direction of the Vice President, Administrative Services, leads, directs, and oversees the fiscal functions of the District including development, implementation, and monitoring of the District budget, district-wide accounting functions, District payroll functions, District grants accounting functions, and associated accounting and payroll policies and procedures. The Executive Director develops and presents current and long-range fiscal conditions and options to improve the District's financial position, actively participates in state-wide finance committees in order to ensure the sound fiscal management of the District, and actively engages in continual improvement of processes and procedures.

In addition, the Executive Director is responsible for planning and directing major projects that have a significant fiscal impact, including the issuance of debt and lease instruments, such as certificates of participation, tax revenue anticipation notes, general obligation bonds, implementation of new Governmental Accounting Standards Board (GASB), reporting and accounting standards which are essential for maintaining the fiscal integrity of the District, overseeing the accounting and audit of the general obligation bond program(s), and reviewing the fiscal operations of the enterprise activities that include the campus bookstores, food services, and the Centers. The position may require night and weekend work.

Duties and Responsibilities

1. Fiscal Leadership: Provides technical expertise, information and assistance to the Vice President of Administrative Services regarding assigned functions including assisting in the formulation and development of policies, procedures and programs. Plans, organizes, and directs fiscal services operations including accounting, budget, accounts payable and receivable, payroll, and cashier functions. Provides leadership by implementing departmental goals, and supervising assigned staff, interviewing, recommending transfers, reassignment, termination and disciplinary actions of assigned classified business team members in accounting, budgeting, payroll and finance. Assists and recommends changes and updates to board policies and administrative procedures in accordance with financial reporting and compliance guidelines. Develops and implements strategies, plans, and processes centered on diversity, equity, inclusion, and the success of the students.
2. Budget Development and Monitoring: Leads and directs the development of the tentative and final budgets based on various fiscal assumptions and verify final budget and related documents. Analyzes, interprets and summarizes budget and financial data including budget information from the State, the California Community Colleges Chancellor's Office, and other government agencies. Prepares, assists, and conducts budget and financial presentations to various participatory governance groups. Coordinates, analyzes, and monitors the district's revenues streams including State Apportionment and non-apportionment revenue sources to ensure sufficient cash flow and healthy fund reserves for the district.
3. Accounting Oversight: Develops and implements accounting systems, procedures, methods and forms. Supervises the systems and processes related to the proper accounting of district's fixed assets. Develops and maintains the enterprise resource planning system of software and integrated applications. Prepares, reviews, analyzes, reports and approves financial data, transactions and records including payroll processing, bank reconciliations, billings, collections, cash flow, financial aid, capital projects, retiree benefits, foundation accounting and federal, State and local government reports. Maintains and reconciles the general ledger to subsidiary ledgers. Supervises and reviews payroll processing to ensure accuracy and compliance with all legal requirements. Plans, coordinates, and monitors the district's bank accounts and investments portfolios including the OPEB Trust, Technology Endowment, Associated Student Body Funds and other fiduciary funds, as well as the cash balance with the Alameda County Treasury. Reviews, implements and monitors all required accounting standards and guidance of the Governmental Accounting Standards Board, CCR Title 5 regulation, and the California Community Colleges Chancellor's Office.
4. Financial Compliance and Reporting: Prepares, reviews and approves federal, state, and local financial reports and statements for submission including 311 and 311Q reports. Manages college bond fund accounting and financial duties and assure compliance with applicable laws and regulations. Plans, develops and monitors the internal control structures and coordinate the internal audit function. Reviews district's attendance accounting reports for accuracy and compliance with legal requirements. Coordinates the District's external audit conducted by independent auditors and prepares materials and various financial schedules for the audit.
5. Support for Governance and Decision-Making: By means of periodic review and assessment, through the district's program review processes, continuously monitors, evaluates, identifies, and implements approved program improvement objectives to further enhance the efficiency and effectiveness of service delivery methods and procedures through the assessment of workload and staffing, administrative support systems, internal reporting relationships, facilities, and technology. Performs and prepares projections relating to cash flow and fiscal effects of collective bargaining. Implements and recommends changes to administrative procedures related to business and fiscal affairs to meet regulatory requirements that promote diversity, equity, and inclusion.
6. Other: Performs other related duties as assigned.

Knowledge Of

1. Planning, organization, and direction of a business services department.
2. Principles, practices, and terminology used in complex financial and statistical recordkeeping.
3. Budget preparation and control.
4. Applicable laws, codes, regulations, policies and procedures.
5. Supervisory and leadership skills.
6. California Community Colleges' statutes, regulations, and practices.

Skill To

1. Demonstrate effective oral and written communication skills.
2. Implement financial software.
3. Utilize office equipment, computers and equipment.
4. Implement clear and accurate financial statements, reports, schedules and records.
5. Effective oral and written communication.
6. Interpreting and applying codes, regulations, policies and procedures.

Ability To

1. Prepare, review, analyze, report and approve financial data, transactions and records.
2. Prepare federal, state and local financial reports and statements for submission.
3. Apply critical thinking and problem-solving.
4. Analyze situations accurately and adopt an effective course of action.
5. Apply technology solutions to deliver efficient services and streamline processes.
6. Prepare comprehensive narrative and statistical reports.

Minimum Qualifications

Any combination of a master's degree in business administration, Public Administration, Accounting, Finance or related field, five (5) years' experience in managing accounting and payroll functions with experience in a large and diverse higher education business entity and experience in developing budgets and related strategies, and Certified Public Accountant and familiarity with governmental budgeting for an educational, governmental, or non-profit entity;

ANDCommitment to community college goals/objectives of being an equity-based and anti-racist institution, and providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities; personal qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students with diverse abilities and interests;ANDMust have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Desirable Qualifications

1. Bilingual and Biliterate.
2. Related specialized training(s).
3. CPA License.

Other Requirements

1. Valid California Class C Driver's License.

Environment

Primarily work indoors/office environment; Moderate temperature; Traffic hazards while driving to perform work duties.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Application Materials

1. Resume/Curriculum Vitae.
2. A cover letter addressing the listed desirable qualifications and personal/professional qualities.
3. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.
4. Unofficial copies of all college transcripts. Official sealed transcripts will be required at the time of hire.
5. Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

Foreign Transcripts

Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Here is a list of approved foreign degree evaluations services: http://www.ohlone.edu/org/hr/forms/docs/evaluationofforeigndegrees.pdf (Download PDF reader).