Title III Administrative Coordinator

ESSENTIAL JOB FUNCTIONS

• Works closely with the Director of Title III to initiate, coordinate, and follow up on grant initiatives, including recordkeeping, performance reporting, program activities, and other grant-related responsibilities.
• Provides administrative support to the Title III grant team and assists with programming, including program activities and peer mentoring initiatives.
• Assists the Director in ensuring compliance with federal Title III requirements, Department of Education policies, grant terms and conditions, and applicable University policies and procedures.
• Remains informed of applicable Title III regulations, policies, reporting requirements, grant terms and conditions, and other requirements affecting the administration of the program.
• Prepares and processes administrative and financial documents, including purchase requisitions, check requests, purchase order change forms, program purchase authorizations, travel requests, and other grant-related documentation.
• Assists with monitoring the Title III program budget and maintains accurate records of grant expenditures using Excel, Banner, or other appropriate financial tracking systems.
• Maintains organized and accurate electronic and hard-copy files related to Title III budgets, purchases, financial transactions, grant activities, and supporting documentation.
• Assists with the collection, organization, entry, and processing of data related to Title III grant activities and prepares information and reports as requested.
• Provides financial and administrative documentation in support of Title III audits, monitoring visits, reporting requirements, and other compliance reviews.
• Establishes and maintains effective working relationships with University employees, departments, and campus stakeholders to address grant implementation needs, administrative matters, and program support.
• Establishes and maintains professional working relationships with business and industry partners, government agencies, community organizations, educational institutions, and other external stakeholders as appropriate.
• Assists with scheduling meetings, preparing materials, documenting activities, coordinating follow-up, and maintaining records necessary to support Title III program operations.
• Uses appropriate University systems, software, databases, and electronic tools to maintain records, track activities, prepare reports, and support program administration.
• Regularly performs work on campus and may be required to attend meetings, access records, coordinate with University offices, deliver or retrieve documents, and perform other duties that require an on-campus presence.
• Maintains confidentiality of sensitive University, employee, student, financial, and grant-related information in accordance with applicable laws, regulations, and University policies.
• Performs other duties as assigned by the Director of Title III.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Excellent oral and written communication skills and the ability to communicate effectively with individuals and groups in a professional and diverse environment.
• Strong command of grammar, punctuation, spelling, and standard written English.
• Strong organizational skills with demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Knowledge of office administration principles and procedures.
• Knowledge of budget preparation, budget monitoring, and fiscal management practices.
• Knowledge of procurement rules, regulations, and procedures.
• Knowledge of general accounting principles, procedures, systems, and documentation.
• Knowledge of federal, state, and University regulations, policies, and procedures applicable to grant administration.
• Knowledge of grant administration, compliance, recordkeeping, and reporting practices.
• Strong interpersonal skills and the ability to establish and maintain effective working relationships with a diverse range of individuals and organizations.
• Project management and coordination skills.
• Research and information-gathering skills.
• Ability to organize and coordinate activities, meetings, records, and projects.
• Ability to create, compose, edit, and proofread written materials and reports.
• Ability to develop and maintain accurate recordkeeping systems and procedures.
• Ability to gather data, compile information, and prepare reports.
• Ability to analyze information and identify discrepancies or issues requiring follow-up.
• Ability to use Microsoft Office applications, including Excel, Word, Outlook, and related administrative software.
• Ability to learn and effectively use University financial, personnel, purchasing, grant management, and other electronic systems.
• Ability to exercise initiative, prioritize work, and work independently while maintaining effective communication with the Director and other stakeholders.
• Ability to respond professionally and effectively to questions, concerns, and requests from internal and external stakeholders.

SUPERVISORY RESPONSIBILITY

This position does not have supervisory responsibility.

OTHER DUTIES

Performs other duties as assigned.

QUALIFICATIONS

Bachelor's degree from an accredited institution in business administration, public administration, accounting, finance, education, communications, or a related field; or an equivalent combination of education and directly related professional experience as determined appropriate by the University.

Experience in administrative support, grant administration, budgeting, purchasing, financial recordkeeping, data management, or a related area is preferred.

Must be able to successfully complete applicable background checks and other required pre-employment screenings.

Licensing and Certifications

NA

WORKING CONDITIONS

• Work is normally performed in a typical interior office environment with regular interaction with University employees, students, visitors, and external stakeholders.
• Regular on-campus work is required to perform essential job functions, including attending meetings, accessing University records and resources, coordinating with campus offices, processing or delivering documentation, and supporting Title III activities.
• Work may require occasional movement between campus buildings and occasional local travel for University-related activities, meetings, or errands.
• The position requires the ability to use standard office equipment and computer systems and to perform work requiring prolonged periods of sitting, standing, walking, and communicating.
• Very limited physical effort is generally required, although occasional lifting, carrying, or moving of office materials or supplies may be necessary.
• Work involves limited exposure to physical risk under normal office conditions.
• Occasional travel may be required for University or Title III-related meetings, training, conferences, or other program activities.
• Reasonable accommodations may be considered in accordance with applicable federal and state law and University policy.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa.

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

Organization

Our Mission

Kentucky State University is the state's unique, small, liberal studies institution with the lowest student-faculty ratio in the state system. The University shall serve as a residential institution with a range of traditional collegiate programs appropriate to its unique role.

Geographic Region
Kentucky State University's geographic region shall be state-wide for its liberal studies mission, its land grant functions, and its service to state government. In addition, Kentucky State University's primary service area for commuting students shall be for Franklin and contiguous counties.

Institutional Admission Standards
Kentucky State University shall admit students to the institution under selective admission standards to which exceed the minimum guidelines established by the Council on Higher Education, with only limited exceptions. Institutional policy for admitting under-prepared students, including the removal of academic deficiencies within a specified time frame. Through this approach, the University seeks to provide broad access and high-quality programs.

Degree Levels
Selected associate and baccalaureate degree programs shall be oriented toward liberal studies and selected career opportunities related to state government services. Kentucky State University shall offer selected master's degree programs based on demonstrated need, with priority given to a public administration curriculum to meet the needs of state government.

Strategic Directions/Program Priorities
The University shall focus on liberal studies programming. Drawing upon its African-American heritage, the University will promote the values and methods of interdisciplinary and multicultural education in its liberal studies offerings. All students shall participate in common curricula that explore the liberal studies. Drawing upon the multicultural strengths of the University, emphasis shall be placed on preparing minority students for careers in education and in other selected professions including business, computer science, nursing, human services, and public services. These strategic priorities translate into a core of liberal arts baccalaureate degree programs, in addition to degree programs at the associate [A], baccalaureate [B], and master's [M] levels that may include the following: education [B]; business [B]; computer science [A,B]; nursing [A]; home economics [B]; human services [B]; and public administration [B,M].

Enhancement of Instruction
The University shall emphasize teaching. Meeting student needs shall be paramount. The University shall focus on the needs of its students, which include, but are not limited to, full-time and part-time residential students, commuting students from its primary service area, and state governmental employees.

Service and Research Functions
Kentucky State University, as the 1890 land grant institution in the system, shall carry out its responsibilities under federal law and participate fully in appropriate U.S. Department of Agriculture programs, in accord with the mission of the University.

Kentucky State University shall be the major repository for the collection of books, records, and artifacts relative to the history and status of African-American citizens of the Commonwealth and elsewhere. The University shall make such materials available for casual and scholarly study.

Kentucky State University shall focus on meeting the applied research and service needs of state government.

Collaborative Ventures
The priority master's degree program offered by Kentucky State University shall be carefully articulated with related doctoral programs offered by the doctoral-granting institutions in the system. The University shall develop and employ telecommunication resources to communicate with other institutions in the fulfillment of its mission. Curriculum development shall emphasize the transfer of credits form other institutions toward degree completion.

Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.

Efficiency and Effectiveness
Kentucky State University shall promote cost effectiveness in academic programming and institutional management. Strategic planning resulting in the elimination of duplicative or non-productive programs is essential while the development of carefully selected new programs compatible with the mission is appropriate. Measures of quality and performance shall be the foundation of the University's accountability system which promotes the continuous improvement of programs and services.