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.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
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.
QUALIFICATIONS:
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)
PHYSICAL DEMANDS:
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.
