Title III Administrative Coordinator

TITLE: Title III Administrative Coordinator

DEPARTMENT: Office of the President

REPORTS TO: Director of Title III 

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

LOCATION: On-Site Main Campus

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

Provides administrative and operational support for the Title III program and assists the Director of Title III with the day-to-day administration and implementation of grant activities. Supports grant compliance, budget monitoring, purchasing, recordkeeping, data collection, reporting, and coordination of program activities to promote the effective and efficient operation of the Title III program.

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.