What are the responsibilities and job description for the Senior Manager of Auxiliary Services - Roxbury Community College position at Roxbury Community College?

Location : Boston, MA Category : Full Time Staff Posted On : Tue Jan 28 2025 Job Description :

Title : Senior Manager of Auxiliary Services

Unit : NUP

Department : Auxiliary Services

Reports To : Assistant Vice President of Public Safety and Auxiliary Services

Supervision Exercised : A / V Specialist, Mail Clerk II, Reproductive Service Technician

Date : Spring 2025

The Senior Manager of Auxiliary Services manages support services for the college which include food service operations, the online bookstore, the copy center, and mail operations. Additionally, the senior manager manages the income generated from space rentals at Roxbury Community College (RCC), including revenue generated from rentals at the Media Arts Center, Reggie Lewis Center, classroom buildings, and parking lots. The senior manager works closely with the Executive Director of the Reggie Lewis Center, the Director of Events, and Events Directors to ensure clients receive invoices and billing support, and that payments are received promptly. The senior manager is also responsible for leading the RFP process, when necessary, for critical auxiliary services, including the campus bookstore and food service provider. The senior manager is responsible for oversight and day-to-day vendor relations for auxiliary services, ensuring that contracted vendors provide exceptional, quality services to the RCC community. The senior manager is also responsible for the financial and overall efficient operation and management of college shipping / receiving, package delivery services, mail distribution, office and copier supplies inventory and distribution, asset inventory and surplus, recycling of used electronics and furniture, record retention and secured destruction, the copy center, mailroom, and loading dock areas. The senior manager participates in the development, recommendation, and administration of operational policies, procedures and processes in support of assigned functional area within Auxiliary Services. The senior manager is an exceptional communicator, skilled in responding to inquiries from college departments, the community and / or external agencies.

Essential Functions :

Planning / Organization

Administer financial and budgeting aspect of contracts with external vendors for the Reggie Lewis Center, Media Arts Center, Classroom buildings, food service, bookstore, vending and other revenue-generating activities of Auxiliary Services.
Generate new auxiliary services contracts with the help of legal counsel.
Bill all customers for space rentals throughout Roxbury Community College classrooms, Media Arts Center, and the Reggie Lewis Center.
Ensure that the college billing system and procedures are up to date and working effectively.
Prepares, submits for approval, and manages the annual appropriated and self-supporting budget.
Prepares and monitors all event invoices using the Tripleseat software and monitors payment status. Works with Business Office personnel in the development of policies and procedures over the handling of funds.
Identifies, researches and secures new non-academic revenue generating activities, such as an on-campus spirit store.

Food Service and Vending Services

Manages the contracts with the college's food service operator, to include the café, catering services, and vending machines.

Manages the contract with the Reggie Lewis Center concession stand operator.

Ensures that commissions and subsidies are paid and collected.

Reviews sales, profit and loss data.

Chairs regularly scheduled meetings with the contractors to assess effectiveness, sustainability, service delivery of products, and customer satisfaction. Recommends changes when necessary.

Develops, solicits, and assists with negotiations for bids and contracts.

Online Bookstore

Maintains and monitors the fiscal integrity of bookstore operations.

Manages relationships with all contracted services.

Coordinates bookstore credit process with the Financial Aid and Bursar functions.

Property Control

Manages the college's asset inventory program

Manages the State surplus property program

Ensures compliance with secure records destruction requirements

Ensure recycling of electronics / furniture

Manages general office supply inventory and disbursement

Ability to research and implement rules, policies, procedures and laws as governed by the Commonwealth of Massachusetts as pertaining to college records and state surplus.

Additional Responsibilities :

Supervises A / V Specialist, Mail Clerk II, and Reproductive Services Technician

Manages budgets for auxiliary services budgets

Responsible for implementing and oversight management of college postal equipment, copy center, and mail room

Responsible for the oversight and management of college wide "in-house" printing projects to ensure projects are completed and are managed within established time and budget policies.

Maintains records for the College mailroom

Acts as the College (agency) "System Custodian and Records Liaison" including the management of the Secured Record Destruction

Responsible for the timely delivery of college publications and distributions within the college campus

Manages and maintains descriptive annual reports for the operating budget of the Auxiliary Services Department to ensure sufficient funding is available

Responsible for establishing department policies, procedures and standards to ensure that desired department, College (agency), State and Federal goals and objectives are met.

Exercises and maintains effective management of all financial resources within the department including monthly and yearly reports

Responsible for the implementation, management and oversight of the College archive area, acting as the College (agency) "System Custodian and Records Liaison" including the management of the Secured Record Destruction

Ability to understand, explain and apply College policies, procedures, regulations and laws as they apply to the Auxiliary Services Department

Ability to understand, explain and possess knowledge of USPS, UPS, FEDEX and other shipping vendors' policies, procedures, rules, laws and regulations as applied to college mail and shipping / receiving

Ability to coordinate services of both Federal and State agencies including the USPS, Comptroller's Office, Operational Services Division, State Surplus Office, and State Records Management

Job Requirements :

Bachelor's degree from an accredited college with a major in accounting, business administration, or a related field

Five years of increasing responsibility in professional retail and bookkeeping experience.

Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural backgrounds of community college students and employees.

Excellent written, oral, and people skills

Demonstrated positive and proactive approach to problem-solving

Ability to multitask and manage conflicting projects

High technical skill set required, must have experience with Microsoft computer applications, bookkeeping software, and event management software. Experience with Jenzabar financial module, the COMMBUYS state procurement system and Banner receiving programs is preferred.

Additional Information :

Employees of Roxbury Community College are considered employees of the Commonwealth of Massachusetts and receive benefits that include :

High quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)

Reasonable Dental and Vision Plans

Flexible Medical Spending Account and Dependent Care Assistance Account

Low cost basic and optional life insurance

Retirement Savings : State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).

12 paid holidays per year and competitive Sick, Vacation, and Personal Time

Tuition Benefit for employees and dependents at state colleges and universities

Short-Term Disability and Extended Illness program participation options

Professional Development and Continuing Education opportunities

Qualified Employer for Public Service Student Loan Forgiveness Program

Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers

Access to the Commonwealth's Mass4You, employee assistance program

Free employee parking on the Roxbury Campus

Public Transportation is available to the College via the MBTA Orange Line Roxbury Crossing Station & connecting bus stops, an eight-minute walk to the campus.

Location : Roxbury campus

Unit Status : Non-Unit Professional

Hours : 37.5 hours per week.

The College does not sponsor applicants for work visas.

Roxbury Community College is an affirmative action / equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action Officer / Title IX Coordinator, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act requires all institutes of higher education to disclose campus policy statements and crime statistics. Our annual report is available at Clery.

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