Title of Position: Senior Associate, Budget and Data Analyst for GEAR UP Kentucky
Period: Full-time state government non-merit position
Starting Date: Open until filled, 1st review of submissions – February 12, 2020
Compensation: Competitive salary and state benefits
The Council on Postsecondary Education coordinates change and improvement in Kentucky’s postsecondary education system as directed by the Kentucky Postsecondary Education Improvement Act of 1997. The Council is a statewide coordinating agency.
GEAR UP Kentucky, a federal grant program coordinated by the Council, works with students and schools in low-income communities to support postsecondary preparation and success. As an integral member of GEAR UP Kentucky, the Budget and Data Analyst will work with the GEAR UP Kentucky Director of Operations and Partnership to coordinate the management of grant funds, district budgets, and data collection and reporting as described below:
Duties and Responsibilities
Management of Project Budget & Cost Sharing
- Lead the preparation and monitoring of annual project budget and maintain 7-year grant budget.
- Develop and recommend new and revised policies and procedures to ensure efficiency of budget management processes and appropriate use of federal funds.
- Track cost-sharing from all partners and maintain spreadsheet with all year-to-date contributions.
- Maintain and improve a system of approval for expenditures and special use of funds, including forms and timelines.
- Serve as primary liaison to CPE Administrative Services staff to facilitate processing of expenditures, purchases or contracts.
- Review/respond (in consultation with project leadership) to issues from any internal or external audits.
Management of District Budgets
- Work with Executive Director to develop annual school district budget.
- Coordinate the revision and renewal of annual district contracts in coordination with CPE Administrative Services staff.
- Coordinate review/approval process for school quarterly activity and expenditure plans and district reimbursements.
- Monitor use of GEAR UP Kentucky funds at district level—including reimbursements, match, expenditure trends, etc.
- Maintain all grant files related to expenditures and cost-sharing.
Data Collection and Reporting
- Serve as the primary liaison to district and regional staff in relation to the project data management system (GUSS).
- Contribute to planning, development, implementation and continuous improvement of the GUSS data management system.
- Provide technical assistance, troubleshooting and training to staff on use of GUSS data management system.
- Develop and implement GUSS user manuals, training and communications processes to ensure accurate and complete data collection.
- Coordinate quarterly reporting process and summarize findings for quarterly review by Project Management Team.
- Establish, coordinate, and monitor data collection, retention, security and reporting policies and processes; develop recommendations for improvement.
- Ensure and monitor the fidelity and security of all data collected.
- Review data for trends and impact and work closely with Project Administration Team to analyze and disseminate project results on an ongoing basis.
- Provide data to various staff, partners and vendors as needed for workshops, professional development, and training.
- Assist Project Administration Team in the preparation of the Annual Performance Report.
Federal Compliance and Documentation
- Review and monitor grant policies and processes to ensure compliance with federal regulations and keep Project Administration Team informed of new federal regulations and guidance.
- Develop, maintain and improve grant management file maintenance.
Education and experience
- Bachelor’s degree in a related field.
- Ten years professional experience.
- Proficient in Microsoft Office, specifically Microsoft Excel.
- Experience with grant budget management and/or federal grant administration.
- Ability to manage multiple projects and priorities.
- Customer service oriented with strong interpersonal communication skills.
- Strong work ethic and ability to work both independently and in team environments.
- Experience designing and delivering training.
- Skills in problem solving and multi-tasking and ability to negotiate difficult situations between all project stakeholders.
- Ability to achieve project deliverables in a timely fashion.
- Ability to plan, organize, and coordinate work assignments.
- Ability to work collaboratively with school administration and staff, as well as program vendors/partners.
Interested applicants should send a letter of application specifically addressing the responsibilities and qualifications of the position, a resume, and the names, titles, and contact information for at least three professional references to:
Rae Smith, Human Resources
Kentucky Council on Postsecondary Education
1024 Capital Center Dr., Ste. 320
Frankfort, KY 40601
The Council on Postsecondary Education is an equal opportunity employer.