The Associate Vice President, Auxiliary Services is responsible for short and long term strategic planning as well as the oversight of business operations, facilities management, communications, budget, capital improvements, contracted services, and staffing for the Auxiliary Services Division of Santa Clara University. The Auxiliary Services Division reports to the Vice President for Finance and Administration and includes the following units: Housing, the ACCESS Card Office, Conference Services, Off Campus Student Housing, Property Management, the Adobe Lodge, the Campus Bookstore, University Dining Services, Jesuit School of Theology (JST) Housing, and Auxiliary Administration including Auxiliary Technical Services. Position also negotiates and manages exclusive beverage, catering and vending contracts for the University.
The Associate Vice President is expected to excel in the following areas:
Formulate policy and manage respective implementation processes for the Auxiliary Services Division supporting the University mission and its strategic plan.
Develop Division's strategic plans in conjunction with counterparts within the Provost organization and in Finance and Administration to ensure Auxiliary Services will be in a position to provide appropriate support for the educational and programmatic mission of the campus.
Actively research emerging and successful trends nationwide in auxiliary enterprise management, analyze applicability and opportunity for Santa Clara University to innovate, and manage innovation processes.
Ensure the longevity and optimal functioning of campus residential and business facilities by managing resources appropriately. Collaborate with members of the Provost organization as well as Finance and Administration not only to maintain the facilities but also to plan for their continual revitalization complimenting related programmatic activities of the University.
Develop room and board rates and revenue plans for the University to be recommended to the Trustees based on university cohort comparisons, surrounding community market comparables and budgetary needs.
Develop the short term budget and long term forecasts and financial plans for the Auxiliary Services Division. Collaborate with the directors of each auxiliary unit in the development of their individual unit financial plans to ensure divisional goals are understood and met. Monitor budget performance of $55M in annual operations to ensure financial viability of the Division and to ensure the Division's ability to contribute a minimum of 6% of revenue to the University's Current Operating Fund while also developing reserves for renovation, construction, and enrollment fluctuations.
Represent the Auxiliary Services Division in a variety of contexts with organizations both internal and external to the University. Where auxiliary operations are contracted with a third party, act as contract negotiator and contract manager to ensure the University interests are protected and services contracted for and provided meet the short term as well as long term strategic needs of Santa Clara University. Determine and negotiate appropriate financial return for each operation, set pricing structures for inventory sold as well as fixed rates charged to customers such as for conference attendees meals, and monitor appropriate financial targets are realized. Identify management staffing required and participate in the hiring of all key management hires. Facilitate campus integration and communication with all constituents. Guide space utilization and renovation plans to ensure facility enables top notch operations. Develop financial strategies to secure funds for all renovations. Work with students, parents, and other constituents to resolve conflict where the delivery of services of goods in contracted entities is inconsistent with their expectations or needs.
Negotiate campus beverage, vending and other product contracts. Research product lines best suited for Santa Clara University retail operations, develop pricing and marketing strategies, negotiate financial reward for exclusivity provisions, monitor volume sales versus contract volume hurdle requirements, ensure proceeds are dispersed appropriately, work with company account managers to develop and monitor the success of sales channels and the efficiency of daily delivery and stocking services.
Supervise SCUs off campus student housing operations. Supervise property management companies where management is contracted out. Assign quarterly property inspections to ensure university standards are being upheld, and review property financial reports. For properties managed in-house, develop pricing and lease terms, organize marketing, contracting, and facilities management. Develop and approve plans for major capital improvements and renovations.
Collaborate with the Office of Student Life as well as the neighborhood community organizations to ensure our student tenants live in appropriate conditions and integrate successfully into the surrounding residential environments.
Collaborate with architects, contractors, and project managers to determine the best design and materials for new construction and renovations. Develop pro forma models in concert with major construction planning to assure project will meet long term financial goals. Monitor construction progress and adherence to budget of capital projects including residence hall renovations annually ranging from $2M - $19M, annual dining and bookstore projects ranging from $500K - $8M, and new residence hall construction.
Oversee the property management/faculty housing operation in collaboration with the Provost's Office. Ensure properties provided are maintained to the appropriate standard and improvements are made strategically. Collaborate with the Provost's Office on pricing, occupancy and tenant communication.
Foster a culture of service excellence and motivate staff to continually review administrative operations to ensure efficiency, friendliness, and timeliness of service.
Oversee processes and communication/marketing campaigns between students, the administration, the community, and parents. Ensure all are well informed of services provided by Santa Clara University auxiliary units and are given ample time and information on how how to utilize them. Provide direction and guidance in the development of social media connections, printed materials, web presence, and live presentations.
Provide on-going two way collaborative communication channels so that input from customer segments is heard and analyzed and new initiatives are discussed ensuring not only a visionary and innovative but also a responsive atmosphere in each unit and the Auxiliary Services Division as a whole
Evaluate, purchase, and deploy technology tools to enhance unit operations as well as the customer community experience.
Ensure all units including contracted entities demonstrate Santa Clara University's commitment to non-discrimination, equal opportunity, and diversity while adhering to local area living wage guidelines.
The position recruits, hires, and supervises the central Auxiliary Services office staff, the Auxiliary Technical Services staff, and the directors of each auxiliary unit. In the case of all contracted units per agreement, has the final hiring decision on the general manager selected as well as key management hires and reports on progress of contractor hires at least monthly to corporate regional executives.
Santa Clara University is a leading Jesuit, Catholic institution that has grown in size and stature
during the last decade and is increasingly recognized as one of the most dynamic and
successful private, nonprofit educational institutions in the West. Founded in 1851, Santa Clara
University is California’s oldest institution of higher learning. The University occupies a 104-acre
campus of han...dsome mission-style buildings, palm trees, beautiful gardens, and broad lawns.
It is located in Silicon Valley, one of the most innovative and vibrant regions of the country.
Santa Clara University has over 8,000 students and is organized into six academic units: the
College of Arts and Sciences, the Jesuit School of Theology, the Leavey School of Business, the
School of Education and Counseling Psychology, the School of Engineering, and the School of
Law. The University has an annual budget of $420 million and an endowment of approximately
$850 million. U.S. News & World Report ranks Santa Clara 2nd among 127 master’s universities
located in the West, and Forbes magazine ranks Santa Clara 86th on its list of America’s Top