Assistant Project Director (Title V BASE) - Grant Funded

St. Mary's University, Texas
September 30, 2027
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A

Through the Department of Education Title V Grant. The position leads the day- to-day implementation and execution of the Title V Belongingness and Servingness Experience (BASE) grant. The position works closely with other members of the Title V BASE team to carry out grant activities and operations, as well as report program results and progress. This position serves as a member of the Title V Base grant implementation team.

The position is a 12-month, full-time position that follows the staff schedule. This position will not be institutionalized. This position is funded in whole or in part, by an external grant and is subject to immediate termination if the grant funding ceases. No employee who is in such a position may file a grievance over the termination of the position. The current funding for this position ends on September 30, 2027.


  • Maintains budget and meets budgetary deadlines, obtains programmatic and departmental approvals, drafts narratives/budgets, and organizes the submission of all program documents; processes requests for budget redirections and categorical budgets adjustments.
  • Serves as the time & effort compliance monitor for project and ensures accuracy and compliance with University and Federal policies.
  • Leads the assessment of the grant's effectiveness by working with the Project Director to track and report all regulated activity as it occurs throughout the year, review updates, and complete requests on time and in full.
  • Leads the planning and execution of programmatic activities; broad logistical support for program workshops, activities and events: setting dates and times; booking facilities; arranging food and beverage service; travel arrangements; clarifying travel expense entitlements, completing documentation, and processing travel expense claims and invoices.
  • Maintains electronic files, distributes information, monitors deadlines, and responds to requests for information, including tracking key tasks and events; prepares various reports containing descriptive, analytical, and evaluative content; supports the development, implementation and maintenance of strategy to meet project expenses and deadlines.
  • Tracks expenditures and prepares monthly report; assist with external analysis of operation; identifies operation problems and prepares reports of findings and makes recommendations to correct.
  • Prepares closeout documentation for expired accounts ready for closeout; processes journal entries to reconcile accounts during the closeout process.
  • Prepares and maintains project fiscal and technical reporting for grant; prepares and submits status reports on process and operational issues.
  • Participates in professional development and may attend conferences to remain current with standard and University, local, state and federal guidelines, regulations and electronic submission requirements.
  • Provides comprehensive administrative support in daily activities. Maintains shared calendars; answers telephones, manages mail, makes copies, files, maintains office supply inventory, furniture, office equipment and submits facilities service requests.
  • Creates, composes and edits documents, presentations and reports. Creates and maintains databases.
  • Maintains filing records as per grant policy and operational functions. Assembles and disseminates information as requested for internal and external individuals or organizations.
  • Serves as point of contact for all thing employment; assists with hiring and onboarding process; monitors staff performance; works with Project Director and internal offices to address concerns.
  • Attends regular meetings to review progress and address any challenges to progress with the Principal Investigators, Co-Principal Investigators, and other institutional staff.
  • Performs other duties as assigned.

  • Bachelor's degree from an accredited college or university required.
  • Master's degree in education or related field, preferred.
  • 2 years of experience managing budgets, budget transactions, and or project management is ideal.
  • 2 years of experience in grant management or similar experience is preferred.
  • Must clear and maintain a favorable background investigation and clearance
  • Must have a valid driver's license, motor vehicle liability insurance, and personal injury insurance, or have a self-reliant source of transportation to conduct business on a daily basis
  • Must have the ability to demonstrate basic skills in MS Office and Office 365 (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom, and applicable case management software.
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university
  • Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
  • Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities.
  • Must have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
  • Understanding of the St. Mary's culture and working with first-generation, Hispanic, international, low-income, non-traditional, military-affiliated, and transfer students.
  • Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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