I.
Title:
Divisions:
Location:
TRiO TECHNOLOGY & ADMINISTRATIVE COORDINATOR
ED
Departments:
STUDENT SUCCESS & UPW
7 College Ave. Gorham with assisting of programs operating on Portland
and LAC campuses (SSS) and at 8 southern Maine high schools (UB)
Schedule: Monday-Friday, 40 hours per week, with
morning/evening/weekend/holiday hours required
Organizational Relationships:
Reports to: Executive Director of TRiO Programs at USM
Supervises: One Administrative Assistant, Summer Program Bus Drivers,
Student Workers
Coordinates With:
SSS: One TRiO Student Support Services (SSS) Coordinator, two TRiO
SSS Advisors; staff of Student Success Centers.
UB: Two TRiO Upward Bound (UB) Coordinators, two TRiO UB
Advisors; other UB at USM project staff including temporary residential
and teaching staff employed by UB’s Summer Residential Program;
partner schools; partner community organizations; other TRiO funded
programs; Maine Department of Education Summer Food Program staff
II.
Statement of the Job
The TRiO Technology & Administrative (TA) Coordinator assists the Executive Director of
TRiO Programs who manages the overall direction and operation of two distinct TRiO
Programs at USM including one SSS grant and two UB grants with a current budget total
for all three grants of $757,879 per year.
SSS at USM is a federally-funded program supported by a 5 year competitive grant of
$219,999 per year from the U.S. Department of Education’s TRiO program. The goals of
SSS at USM are to assist USM students who are income-eligible, are first generation
college students, who meet academic need criteria, and/or disabled, to persist in college,
maintain good academic standing and graduate from college within 6 years. USM’s SSS
program began in September 2010 and serves students on the Portland, Gorham and
Lewiston/Auburn campuses.
UB at USM is a federally-funded program supported by two five year competitive
grants totaling $537,880 per year from the U.S. Department of Education’s TRiO
program. UB at USM assists high school students who meet academic need criteria,
who are income-eligible, and /or would be first generation college students, to succeed
in high school and to become college graduates. USM has offered a UB program
since 1995 and serves students at Biddeford, Bonny Eagle, Casco Bay, Deering,
Massabesic, Portland, Sacopee Valley and Sanford High Schools.
The TRiO TA Coordinator provides day-to-day development, oversight and coordination
for all administrative, data and technology functions of a busy multi-program office
delivering services in multiple locations. The TRiO TA Coordinator provides critical
support for the Executive Director and SSS/UB staff insuring that SSS/UB programs
operate efficiently within their distinct federal guidelines and meet program
implementation, fiscal performance and reporting obligations as required to the U.S.
Department of Education’s TRiO program in a timely manner, thus enabling the
successful achievement of SSS/UB program outcomes.
III.
Essential Functions
TRiO Technology & Administrative Coordinator
Technology:
1. Designs, creates, documents and maintains integrated solutions using Access,
Excel, Word and other programs to enable staff to readily access and utilize
financial and student data to support efficient program operation and achieve
program outcomes.
2. Designs, creates, documents and maintains several large, complex Excel financial
spreadsheets to support TRiO budget, expenditure, and reporting needs. Assures
accuracy and integrity of financial information used to effectively manage TRiO
grants, including analyzing and forecasting expenditure information.
3. Designs, creates, documents and maintains several large, complex student
centered Access databases to support TRiO program and Annual Performance
Report (APR) reporting needs. Assures accuracy and integrity of data submitted in
APR for SSS/UB programs.
4. Reviews and interprets federal reporting requirements to translate into database
system requirements and training for TRiO program staff. Assures systems are
compliant with federal regulatory requirements and changes.
5. Develops standardized programming and data documentation procedures and
oversees training TRiO Program staff regarding these standards to insure accuracy
and integrity of data.
6. Collaborates with Executive Director to analyze data to support continuous
program improvement using predictive analytics. Prepares effective paper and
electronic reports and presentations of program data for a variety of internal and
external audiences.
7. Responsible for design, maintenance and accuracy of TRiO SSS/UB Programs
website. Including the creation of create a graphic identity for the TRiO programs
Web site that enhances the site aesthetically and helps visitors, the USM and TRiO
programs communities, and other key constituencies more easily find the
information most important to them and insures access to website information by
persons with disabilities.
8. Create and maintain secure on-line application and other on-line electronic forms
and services for students and parents as needed to improve student experience
and program efficiency.
9. Recommend hardware and software to meet the needs of TRiO Programs and
oversees and coordinates the process of upgrading and maintaining hardware and
software.
Administrative:
1. Create, maintain and utilize financial and administrative information systems
utilizing technology designed to support Executive Director and SSS/UB staff.
2. Responsible for staff payroll, student stipends, student and staff travel, inclusive of
logistical arrangements for college visits, conferences, and educational
opportunities.
3. Responsible for UB summer residential program’s food service contract with
ARAMARK, inclusive of data collection, reports, and preparation of the Maine
Department of Education reimbursement request for submission by the Executive
Director and Office of Sponsored Programs.
4. Manages student, staff and program information files in both paper and electronic
formats as appropriate to insure confidential and orderly storage for program
records.
5. Designs, coordinates, implements and maintains effective office policies and
procedures for efficient work flow within TRiO programs office. Manages
administrative staff, and oversees office priorities.
6. Responsible for hiring, training, supervising and evaluating administrative staff
including the UB summer program bus drivers, student employees. Monitors and
approves bi-weekly time entry for the administrative staff in PeopleSoft.
7. Responsible for purchase and maintenance of all equipment and supplies for the
office. Assures appropriate maintenance of equipment including photocopy, fax
machine and computers. Makes recommendations of upgrades or changes.
Provides basic training for new staff in use of equipment.
8. Responsible for processing of purchasing, travel and meal reimbursement,
professional membership and conference fees, and related financial transactions.
9. Verifies charges against 11 PaymentNet cardholder accounts to insuring proper
support documentation and reconciliation and verification of all charges against
monthly cardholder statements.
10. Oversees contact and coordination with USM Facilities Management and/or
outside vendors for resolving maintenance and repair issues in the TRiO program’s
physical plant.
IV.
Marginal Functions
1. As assigned by the Executive Director.
V.
Supervisory Responsibilities:
1. One Administrative Assistant I
2. Temporary staff, e.g. Summer Program Bus Drivers, and others as assigned
3. Student employees
VI.
1.
2.
3.
4.
5.
6.
VII.
Budget Responsibilities
Responsible for utilizing complex Excel spreadsheets for financial monitoring and
forecasting of three primary Federal grant budgets, as well as various supporting
contracts/foundation awards, inclusive of identifying and resolving problems with
grant accounts.
Responsible for timely reconciliation and submission of monthly budget and
expense reports in order to meet sponsored research, university, state, and federal
policies and mandates.
Responsible for independent judgment resulting in cost-effective expense decisions
within each individual grant and/or contract.
Assists in preparation of annual budget, monitors monthly expenses, prepares
financial reports, and coordinates grant accounting with other University offices.
Keeps current with University of Maine System Administrative Practice Letters.
Consults regularly with Executive Director regarding account management.
Public/Professional Activities
Serve on task forces and committees at USM as appropriate to role. Participate in
Professional Development Activities. Attend and present at conferences or workshops
in professional field.
VIII. Internal/External Contacts
Internal (USM) Contacts: Communicates with all academic and administrative
departments and all ranks as appropriate for implementing all components of Student
Support Services and Upward Bound at USM programs.
External Contacts: Students and parents; the business community; the media; TRiO
state, regional and national community e.g. MEEOA, NEOA, COE; Maine Department
of Education Summer Food Program
IX.
Knowledge, Skills, Abilities
1. Strong computer hardware and software skills, including word-processing,
spreadsheet and database software, specifically the Microsoft Office products, with
the demonstrated ability to use and willingness and ability to learn use of additional
hardware and software, and ability to communicate technological needs to
university support staff and outside vendors.
2. Strong data and financial analytic, management and program evaluation
knowledge, skills and/or aptitudes.
3. Interpersonal skills that include patience, tolerance of ambiguity, professionalism,
initiative, good judgment and the ability to offer quality services to students,
parents, high school, campus and business partners. Sensitivity to issues related to
confidentiality and ability to exercise discretion.
4. Ability to work well independently as well as in a team environment, working with a
variety of people in designing and carrying out program goals and plans to achieve
outcomes.
5. Ability to handle multiple competing priorities, to prioritize and manage multiple
projects with attention to detail and accuracy in the midst of ongoing interruptions,
and to deliver quality products in a timely and efficient manner.
6. Possess an attitude that fosters a respectful, non-threatening workplace
environment.
7. Enthusiasm for and commitment to educational access and success for high school
and college students.
X.
Qualifications
Required:
- Bachelor’s degree with evidence of progressive experience providing
administrative, data, technical support for federal education programs or other
comparable enterprises.
- Experience working with, and demonstrated respect for, high school and college
students.
- Knowledge and understanding of barriers to be overcome by SSS/UB students in
order to successfully attain a four year college degree.
Preferred:
- A Master’s degree
- Personal experience overcoming barriers similar to those faced by SSS/UB
students;
- Experience working in programs with objectives similar to SSS/UB;
Other
- USM reserves the right to conduct a background check as well a review of
candidate’s driving records.
For Office Use Only:
Approved:
Job Family:
Salary Band:
Unit:
UMPSA
Search #:
2550
Employee:
Position#: