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Administration & Finance Division Manager

4 months ago

Pittsfield, United States Berkshire Community College Full time

**Position Summary**

**Essential Functions**
- Develop, review, revise, and provide guidance to relevant staff on various documents, including contracts, leases, memoranda of understanding, and related materials
- Conduct research and evaluate changes or new laws concerning College contracts
- Collaborate with the Director of Grants Development & Management to ensure Interdepartmental Service Agreements (ISAs) and contracts are completed and filed in a timely fashion
- Work with College staff to ensure contract performance is monitored and adheres to specified terms and conditions
- Maintain a comprehensive database of contracts and facilitate timely renewals or cancellations
- Act as a liaison for contract-related inquiries among faculty, staff, administrators, legal entities, and vendors
- Ensure contractual compliance with federal and state laws, regulations, and internal policies
- Resolve contract payment disputes and coordinate contract payments with vendors and other divisions
- Work with the Director of Procurement to prepare contracts related to bidding
- Administer, negotiate, bill, and coordinate rentals of College facilities by external groups
- Prepare and manage rental agreements and billing processes
- Serve as the primary contact for external groups renting College space and non-faculty office and space moves
- Coordinate logistics with various College departments to ensure preparedness for external events
- Facilitate regular Facility Use meetings to troubleshoot and ensure efficient event operations
- Act as the liaison for Epicurean/Seasonal Foods (Burke's Café) and Follett (College bookstore) and resolve any arising issues
- Assist in College risk management activities by enforcing indemnification and insurance provisions in contracts, and reviewing safety procedures
- Coordinate claims processing against the College through liaison with liability insurance providers
- Act as the Recording Secretary for the Finance Committee of the Board of Trustees.
- Prepare and distribute materials for committee meetings, including scheduling, agenda organization, attendance, minutes taking, and maintaining records
- Ensure committee information, agendas, and related policies are accessible on the College website
- Assist in annual audits, such as financial and financial aid audits, by providing information interpretation, responding to inquiries, and aiding in the preparation of management responses
- Oversee special projects related to the Administration & Finance as designed by the VP
- Provide support to students, faculty, and staff by serving as a liaison between the division and other departments to resolve issues
- Participate in staff meetings and strategic planning sessions
- Perform similar duties as necessitated by responsibilities or as directed

**Requirements**:

- Bachelor's degree in Business Administration, Finance, Accounting, Contract Management or related field, and a minimum three years of working experience in contract administration, state regulations governing purchase by state institutions, and/or grant management
- Exceptionally detail-oriented with the ability to understand complex contracts and agreements
- Massachusetts Certified Public Purchasing Official (MCCPO) certification, or willingness to obtain, is preferred
- Proficiency in Word, Excel, PowerPoint, and Teams
- Excellent written and verbal communication skills
- Strong analytical and problem-solving skills
- Ability to work independently, manage multiple projects effectively, and meet deadlines with attention to detail in a fast-paced environment
- Ability to work collaboratively as part of a team
- Ability to maintain appropriate confidentiality
- Ability to learn and use new software and emerging technologies
- Ability to work effectively in an environment that requires adherence to College, state, and federal regulations, policies, and procedures
- Ability to maintain an open and welcoming environment with diverse populations while respectfully communicating and observing appropriate guidelines
- Strong commitment to the mission of community colleges

**Additional Information**:
**Source of Funding**:State
**Salary**: $65,000 - $75,000 per year
**Area of Assignment**: Administration and Finance
**Effective Date**: June 2024

Pursuant to the Clery Act of 1990 a copy of Berkshire Community College's security report is available on the BCC Website.

**Application Instructions**:
**About Berkshire Community College**:
Berkshire Community College (BCC) has the distinction of being the first community college established in the Commonwealth of Massachusetts. Nestled in the scenic Berkshire Hills, our nearly 2,000 students have access to a wide range of career and transfer programs on our newly renovated campus. Occupying a scenic 180-acre property, just minutes from downtown Pittsfield, Massachusetts, BCC provides students from a broad range of cultural and socioeconomic backgrounds with an intimate learning enviro