Portland Community College | Portland, Oregon Portland Community College

Auxiliary Services Manager

  • Title: Auxiliary Services Manager
  • Category: Management
  • FLSA: Exempt
  • Grade: J

Job Summary

Under the direction of the Auxiliary Services Department Director manages the day-to-day operations of an assigned District-wide functional area within the Auxiliary Services division. Participates in the development, recommendation, and administration of operational policies, procedures and processes in support of assigned functional area within Auxiliary Services. Responds to inquiries from College departments, the community, and/or external agencies and supervises administrative services professionals, paraprofessionals, technical/support staff, and/or student workers.

Distinguishing Characteristics

The Auxiliary Services Manager carries out operating policies and procedures with a focus in an assigned District-wide auxiliary services enterprise operation.

Typical Duties and Responsibilities

  1. Plans, organizes, monitors and manages the day-to-day processes and operations of assigned auxiliary service area; interprets and applies federal and state mandated guidelines. Manages the activities of assigned programs to include coordinating, implementing, administering and evaluating projects and services in assigned area of responsibility.
  2. Develops, monitors, evaluates, and recommends improvement to processes, procedures, workflow, and/or standards, ensuring alignment with College mission, values, goals and objectives and local, state, and federal laws and regulations.
  3. Recommends and administers operational policies, procedures, and processes in support of auxiliary services operations in assigned area of responsibility; implements and monitors compliance with approved policies, procedures, and processes.
  4. Supervises administrative services professional, paraprofessional, technical/support and student staff and performs both direct and indirect supervision through subordinates. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
  5. Develops and administers department budget in an assigned area of responsibility; approves expenditures; reviews financial statements, manages financial operations and implements and allocates resources following budget approval.  Reviews monthly financial reports in conjunction with revenue fluctuations.
  6. Identifies and maintains adequate reserves required to fund short and long-term business development or operational requirements to include capital plans, operational contingencies and debt service.
  7. Manages and participates in the installation, configuration, troubleshooting maintenance and repair of applicable technologies and associated equipment.
  8. Evaluates and communicates the impact of potential legal or regulatory changes on the College.
  9. Participates in/on a variety of meetings, committees, and/or other related groups to communicate information regarding programs, information resources, services, and/or other pertinent information as appropriate.  Cultivates and manages relationships with key stakeholders.
  10. Serves as a liaison to internal departments within the College, consumers, the general public, and/or outside agencies, contractors and vendors to respond to inquiries and provide information on available resources and services.
  11. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.
Position-Specific Duties and Responsibilities

Position assigned to the Bookstore may also be responsible for:

  • Maintaining and monitoring the fiscal integrity of bookstore operations at multiple sites including accounts payable and receivable, approving invoices, centralized and decentralized receiving functions, reviewing financial records, monitoring proper cash handling procedures; generating checks; and/or performing other related activities.
  • Overseeing the procurement of bookstore materials that meet the needs of the College community. Researching and addressing textbook affordability issues for the College.
  • Developing and soliciting short-term bids from vendors, including specification development and vendor selection recommendations.
Food & Vending Services

Position assigned to Food & Vending Services may also be responsible for:

  • Managing and evaluating food handling, food production, food quality, and the safety and sanitation of campus food services throughout the District.
  • Procuring vending, food, and applicable food service equipment for the District.
  • Evaluating financial performance for multiple sites, which includes monitoring and analyzing daily sales, maintaining POS system, costs, cash controls, budgeted labor, invoices, purchase orders, expenditures and inventory levels.
  • Developing, soliciting and negotiating bids and contracts with vendors for food items, food service equipment purchases and contracted maintenance.
  • Monitoring compliance with applicable State and local environmental health department rules and regulations.
  • Designing and implementing food services for special events and catered functions.
Parking & Transportation Services

Position assigned to Parking & Transportation Services may also be responsible for:

  • Managing and coordinating district-wide parking operations including shuttle service and parking permit program, parking enforcement and development of transportation alternatives.
  • Developing and maintaining all parking lots and roadways throughout the district.
  • Maintaining hardware/software computer system that tracks data for all phases of parking management including permit management, revenue control, accounts receivable, collections, on-line permit sales and citation payment.
  • Reviewing and analyzing parking and traffic concerns at various campuses across the District and conducting long-range parking and transportation planning.
Print Center

Position assigned to Print Center may also be responsible for:

  • Managing production equipment and resources at the centralized print center to ensure a quality product is produced and delivered in a timely manner.
  • Monitoring the profitability of the department including evaluating revenue versus expenses and making adjustments, evaluating the competitiveness of pricing models, overseeing chargebacks from proprietary systems for print projects and fleet copiers and/or performing other related activities.
  • Managing district and student copier fleet program to ensure copiers are configured correctly, location is appropriate for access and connectivity and equipment remains cost effective and reliable. Meeting with copier fleet vendors for performance reviews and to discuss service levels and resolve problems.
  • Managing District signage program, which includes researching vendors to perform permanent signage services.
  • Researching and recommending contracts or purchases for equipment upgrades and additions.
Support Manager

Position assigned to Support Manager may also be responsible for:

  • Advancing Auxiliary Services goals and objectives through strategic project management, customer surveys and educational campaigns and representation of Auxiliary Services both internal and external.
  • Providing leadership to Auxiliary Services committees in developing strategies and operational plans to better serve Auxiliary Services customer groups.
  • Conducting research on best practices, to identify gaps, developing recommendations for change. Advocating for innovative and creative approaches to better serve the customer as well as improving business processes.
  • Acting as a liaison with Marketing and Auxiliary Services functional managers to coordinate and manage marketing projects.

Work Environment and Physical Requirements

Depending on assigned area of responsibility, work will either be performed primarily in an office environment or in an outdoor environment with frequent interruptions and irregularities in the work schedule. Frequent walking, standing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 50 pounds. Working hours may vary and occasional evening or weekend work is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

Minimum Qualifications

Bachelor’s Degree in Business Administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Five years progressively responsible, professional experience related to area of assignment, including two years of lead or supervisory experience. Successful completion of PCC LEAD Academy or a comparable external leadership training program may substitute for up to 6 months of lead or supervisory experience.

Knowledge and Skills

Knowledge of:
  • Supervisory principles;
  • Principles and practices in assigned area of responsibility;
  • Budgeting, financial and business management principles and practices;
  • Project management principles and practices;
  • Community college operations and administration principles and practices;
  • Policy and procedure development and implementation practices;
  • Inventory management principles and practices;
  • Applicable Federal, State, and local laws, rules, regulations, codes and/or statutes.
Skills in:
  • Supervising subordinate staff;
  • Coordinating activities with other internal departments and/or external agencies and vendors;
  • Achieving and/or exceeding financial management goals within the retail business sector;
  • Developing and monitoring budgets;
  • Managing projects;
  • Preparing a variety of reports related to operational activities, including statistical analysis;
  • Managing, marketing and promoting programs in an entrepreneurial environment;
  • Monitoring compliance with applicable policies, procedures, rules, and regulations;
  • Utilizing computer technology for communication, data gathering and reporting activities;
Ability to:
  • Work with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Communicate effectively through oral and written mediums;
  • Solve problems and defuse conflict situations;
  • Remain calm under high pressure/difficult situations.

Reviewed: 11/2020

  • Revised: 1/2009; 10/2014; 11/2014; 12/2018
  • Replaces: Parking & Transportation Services Manager, District Bookstore Manager, Food & Vending Services Manager, and Print Center Manager