EOC - Program Specialist

College: SoLAcc

Department: Academic & Student Affairs

Sub department: Educational Opportunity Center

Type of Appointment: Part time - Temporary

Salary: $18 per hour; up to 29 hours per week

 

Duties and Responsibilities: 

Administrative coordination:
• Ensures transactional accuracy of processed invoices; review invoices for completeness, allowable costs, and ensures that purchase orders and requisitions are prepared with back-up documentation to support request for payment.
• Facilitates and enters requisition requests to ensure accuracy, completeness, and all parties are informed of the impacts on schedule and budget; follow purchasing process for completeness.
• Participates in or manages assigned special projects; serve as the liaison to collaborate with peers, leaders, and partner agencies to ensure a successful outcome in all assignments.
• Works closely with supervisor and partner agencies to ensure that all parties are on track with project requirements, deadlines, and schedules.
• Coordinates and prepares for meetings, ensuring conference rooms have all supplies and the correct setup for the meeting, and ordering food/beverage service as needed.
• Coordinates conference calls and meetings among staff and with partner agencies, and external stakeholders.
• Prepares meeting agendas, minutes, handouts, presentations, spreadsheets, and Word documents; transcribes minutes for meetings and disseminates accordingly.
• Assists with community involvement initiatives by coordinating specific logistics details such as timeline, personnel, and equipment to event site.
• Submits Time & Effort documentation to Accounting Department as scheduled.
Records management:
• Monitors participant case files for documentation, accuracy, and appropriate services to program participants in collaboration with program staff.
• Prepares project status reports by gathering, analyzing, and summarizing relevant information.
• Develops and maintains resource referral clearinghouse for partner agencies and the general public.
• Provides proactive and reactive data management support and training to users, to include the creation of new user permissions, ensuring data security, and monitoring for record completion.
• Manages inventory and property control procedures to include maintaining property records in compliance with federal regulations, reconciling physical inventory on an annual basis, developing a control system to ensure adequate safeguards, and developing adequate maintenance procedures.
• Determines, enforces, and documents database policies, procedures, and standards.
Data analysis:
• Collects and compiles data for reports; review for accuracy and provide technical assistance as needed.
• Develops and implements databases, data collection systems, data analytics and other strategies that optimize statistical efficiency and quality.
• Acquires data from primary or secondary data sources and maintains database systems.
• Filters and “cleans” data by reviewing computer reports, printouts, and performance indicators to locate and correct code problems.
• Collects and assists the Program Manager regarding reporting data for the College, which includes local, state, and federal reporting.
Program compliance:
• Tracks and disseminates changes and updates to policies and procedures; makes recommendations to improve and streamline operational functions; assists in establishing processes and Standard Operating Procedures (SOP) to help facilitate communication and cohesiveness amongst teams.
• Reviews participant eligibility determination to check for accuracy and completion and assist Education Outreach Specialist in communicating program eligibility criteria, including application submission and supporting documentation as needed.
• Assists in preparations for external monitoring visits, reviews, audits, and cross-site evaluations and participate as appropriate.
• Establishes and maintains electronic and hard copy files to be used for tracking and reporting purposes.
• Adheres to applicable federal, state, and local laws, policies, and regulations in order to meet recruitment and contractual performance goals.
• Predictable and reliable attendance is required in order to provide consistency and continuity of business and educational services.
• Performs any other related duties as required or assigned.

 

Required Education: 

Bachelor’s degree from a regionally accredited institution. Four (4) years of professionally comparable experience may be substituted for the required degree.

 

Required Experience: 

- Experience in providing administra