Administrative Coordinator - Grant Programs
SUMMARY
To perform extensive bookkeeping duties for five federal programs, organize and maintain correspondence and student files, and assist with scheduling staff appointments and program activities. Requires an organized self-starter who can function effectively with minimal supervision.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Performs bookkeeping requirements for three programs with total federal grant funding in excess of $1,000,000 annually.
- Receives and certifies eligibility for student participation in the Oklahoma State Department of Education Summer Food Service Program.
- Initiates/authors all program expenditures in Colleague. Reviews and reconciles invoices and statements for payment approval. Verifies and does follow-up on billings and financial reports. (Five programs)
- Maintains an activity account ledger for each line item, records all expenditures, and provides a monthly status of accounts to the director/assistant director. (Five programs)
- Keeps detailed financial records (payroll, fringe benefits, leave records, and travel reimbursement).
- Demonstrates familiarity with current Education Department General Administrative Regulations (EDGAR) and complies with requirements of both state and federal fiscal year cycles.
- Train and supervise student workers. Monitors hours according to financial aid regulations and program budgetary considerations for student workers.
- Organizes and maintains program files.
- Communicates effectively with program students and families, public school personnel, SE faculty and staff, state, regional, and national TRIO associations, and grant personnel at the Federal Department of Education.
- Assist with securing reservations and lodging for field trips for student participants. Prepares and reconciles all paperwork for student trips.
- Works cooperatively with Program Directors other program staff, SE faculty, SE staff, program students and parents, and school personnel to provide information and assistance as needed.
- Assist the Directors in all activities and services deemed necessary to fulfill the terms of the grant applications.
- Assumes other duties and responsibilities normally assigned to the office assistant.
ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)
1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.
4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.
MINIMUM EDUCATION, TRAINING, AND EXPERIENCE
REQUIRED:
SUMMARY
To perform extensive bookkeeping duties for five federal programs, organize and maintain correspondence and student files, and assist with scheduling staff appointments and program activities. Requires an organized self-starter who can function effectively with minimal supervision.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Performs bookkeeping requirements for three programs with total federal grant funding in excess of $1,000,000 annually.
- Receives and certifies eligibility for student participation in the Oklahoma State Department of Education Summer Food Service Program.
- Initiates/authors all program expenditures in Colleague. Reviews and reconciles invoices and statements for payment approval. Verifies and does follow-up on billings and financial reports. (Five programs)
- Maintains an activity account ledger for each line item, records all expenditures, and provides a monthly status of accounts to the director/assistant director. (Five programs)
- Keeps detailed financial records (payroll, fringe benefits, leave records, and travel reimbursement).
- Demonstrates familiarity with current Education Department General Administrative Regulations (EDGAR) and complies with requirements of both state and federal fiscal year cycles.
- Train and supervise student workers. Monitors hours according to financial aid regulations and program budgetary considerations for student workers.
- Organizes and maintains program files.
- Communicates effectively with program students and families, public school personnel, SE faculty and staff, state, regional, and national TRIO associations, and grant personnel at the Federal Department of Education.
- Assist with securing reservations and lodging for field trips for student participants. Prepares and reconciles all paperwork for student trips.
- Works cooperatively with Program Directors other program staff, SE faculty, SE staff, program students and parents, and school personnel to provide information and assistance as needed.
- Assist the Directors in all activities and services deemed necessary to fulfill the terms of the grant applications.
- Assumes other duties and responsibilities normally assigned to the office assistant.
ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)
1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.
4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.
MINIMUM EDUCATION, TRAINING, AND EXPERIENCE
REQUIRED:
- Business education or related training preferred.
- Formal experience in secretarial and accounting procedures required.
- Must demonstrate an understanding and interest in working with disadvantaged youth.
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