ASSISTANT DIRECTOR OF TITLE III and GOVERNMENT RELATIONS
The Assistant Director of Title III and Government Relations reports directly to the Chief of Staff to the President and Associate Vice President for Title III and Government Relations. This position is responsible for assisting with managing and coordinating the effective implementation of the Title III Program and Government Relations activities and initiatives at Spelman College.
The incumbent is responsible for assisting with the overall coordination and monitoring of Title III Program activities to facilitate maximum utilization of program resources and to keep the AVP informed of the impact on the College of proposed legislation and public policy. To assist in the determination of institutional needs program effectiveness in relations to the college’s perception of its mission and program development.
To provide assistance in the establishment of progress indicators and to assist with establishing means for monitoring the performance of each program. To participate with and/or represent the Associate Vice President for Title III in meetings to assess the utilization of the Title III and Government Relations Programs consistent with the College’s mission, goals, and objectives. This position supervises the Title III program coordinator and is responsible for the office in the absence of the AVP.
ESSENTIAL DUTIES and RESPONSIBILITIES:
•Assist with managing and coordinating the effective implementation of the Title III Program and Government Relations activities and initiatives at the College.
•Provide guidance to activity directors and overall assistance with the coordination and monitoring of Title III Program activities to facilitate maximum utilization of program resources.
•Manage day to day Title III activities and respond to requests received from activity directors;
•Responsible for establishing an effective monitoring system and maintaining effective lines of communication with the Associate Vice President for Title III to ensure that the program operation is consistent with goals for overall college development.
•Assist activity directors in the development of proposals, plans of operations, working budgets, and other documents critical to the management of each Title III activity funded at the College.
•Review individually with each activity director their proposal and make recommendations for changes that must be made prior to AVP approval;
•Maintain and manage a file which documents all Title III programmatic activities including but not limited to:
- Guidelines, proposals, plans of operations
O Budgets, daily accounts of balance of individual program budgets, and up-to-date records on Title III inventory.
•Monitor the programmatic and fiscal activities of the grant.
•Manage the Government Tracking System (G5) ensuring it is up to date at all times;
•Review, request approval from the AVP and submit timely (a minimum of three working days) all financial requests from activity directors to the Division of Finance and Business for the necessary resources to achieve program/activity objectives during the grant period and to ensure compliance with governmental and college regulations.
•Develop and implement the monitoring activity schedule to include:
o Meetings with activity directors, distributing information
o Scheduling internal and external evaluations and
o Approving minor budget revisions.
•Prepare and submit bi-annual performance reports (April 15th and October 15th) to the Associate Vice President for Title III on all activities funded under the Title III Program.
•Prepare and submit the first draft for all reports (Phase I & II and APRs) and plans (Comprehensive Development Plan (CDP)) to the AVP for T3 a minimum of thirty days prior to the due date for the report.
•Ensure that Burn Reports are produced for each grant monthly and that all monthly activity budget reports are distributed to the Activity Directors.
•Oversee quarterly reconciliation of HBCU B and SAFRA grants with the Budgets and Contracts office.
•Stay abreast of all federal regulations governing the Title III Program.
•Assist with coordinating Government Relations initiatives that support the realization of the College’s strategic plan goals, including development, implementation, evaluating and reporting of department goals and objectives, strategies and tactics that promote and support the mission of Spelman College.
•Assist with positioning the College for increased funding through Title III and Government Relations initiatives.
•Assist AVP with coordinating and disseminating internal and external evaluations both formative and summative to all program activity directors, President, and senior team.
•Successfully work with the Chief of Staff to the President and Associate Vice President for Title III and Government Relations, the President, and Senior Staff to insure that Title III activities and Government Relations initiatives are implemented effectively and efficiently.
•Maintain excellent working relationship with each of the Title III staff, Title III Activity Directors, U. S. Department of Education, Program Officer, Budgets & Contracts, Accounts Payable, Purchasing, and Internal and External Auditors relative to OMB 133-A, college lobbyist, UNCF, and NAFEO.
•Serve on designated campus and community committees as assigned.
This position has supervisory responsibility for one program coordinator and in the absence of the AVP will supervise the program coordinator that reports directly to the COSAVPT3&GR.
EDUCATION AND/OR EXPERIENCE:
Bachelor’s degree required, preferably in business administration or related field. Must have five years or more proven, successful grant management experience, preferably in a university or college environment is required. A Masters degree in higher education, business administration or related field is preferred. The incumbent must be able to work effectively with a diverse college administration, faculty, and staff.
Must develop and maintain an understanding of and commitment to the mission of Spelman College. Must have a proven track record in management and funded proposal development with federal agencies, and experience in budgeting and strategic planning. Proficiency in data analysis, and report preparation required. Moderate travel and some nights and weekend work required. Must demonstrate the ability to work with college administrative staff and faculty to achieve program goals and objectives.
This position requires strong customer service focus, time management skills, and a high level of administrative, organizational and management skills. Demonstrated ability and professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Excellent project management skills are required. Demonstrated professional ability with professional recognition by peer professionals is a must. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision
Excellent oral and written communication skills required, with the ability to develop, write, read and interpret documents such as federal regulations OMB Uniform Guidance/(EDGAR), policies and procedures manuals, handbooks, newsletters, business correspondence, reports, etc. The incumbent must have excellent proofreading skills. The ability to speak effectively when interacting with the public and the entire Spelman community; analyze and develop reports and effectively train administrators, faculty and staff and present information and respond to questions from all levels of the campus community and the general public. Must possess the ability to analyze legislation to determine its impact on higher education.
To perform this job successfully, an individual must have advanced computer skills using the Microsoft Office suite including, Word, Excel, and PowerPoint; ability to create and manipulate such things as general correspondence, flyers, reports, spreadsheets, and presentations. Must be able to utilize an email and calendar system, such as Lotus Notes, and be internet savvy. Experience with software used by U. S. Department of Education for submission of applications and reports and financial information (GAPS/ G5), etc.
Spelman College is an EOE/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify.
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