Title III Project Budget Manager

Spelman College Portal•Atlanta, GA

5d•Onsite

About The Position

The Title Ill Project Budget Manager reports directly to the Director of Title Ill. This individual works closely with the Director of Title Ill to provide overall budget support for the College’s Annual HBCU Title Ill Grant Programs (Part Band the FUTURE Act). Generally, the Title Ill Projects Budget Manager is responsible for providing ongoing support to each activity director (13) to ensure that budget expenditures are allowable and are processed in a timely manner. This position supports the development and monitoring of each activity’s annual budget, and the development of the five-year grant proposal (Comprehensive Development Plans for HBCU B and FUTURE Act), the annual budget proposal (Phase II Report) for each Title Ill grant. The Title Ill Projects Budget Manager has budget approval for expenditures less than $10,000. The incumbent also has authority to approve budget transfers that are less than $5,000. The Title Ill Budget is approximately $4.5M, annually.

Requirements

Bachelors Degree and three years of related work experience or an equivalent combination of knowledge and experience are required.
Strong customer service focus, communication, and time management skills.
Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.
Must maintain confidentiality.
Independent judgment is necessary to plan, prioritize, and organize a diversified workload with attention to detail.
Work requires fact-finding and compilation skills, plus the ability to perform various tasks simultaneously, at times with little supervision.
Excellent oral communication skills are required when providing information and responding to questions from students, employees, government officials, and the general public in one-on-one or group situations.
Incumbent must be able to assist with writing business correspondence and procedure manuals plus compose memos, letters, and emails.
Also, they must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, procedural manuals, and federal regulations.
Good proofreading skills are essential.
This work requires the ability to perform high-level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint and Banner, Teams, Spel-Shop, or similar enterprise systems).
In addition to producing correspondence, duties may involve assignments that require creating forms and spreadsheets using formulas, plus the use of Banner Financial Modules, and Internet navigation.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Assists with monitoring the implementation of Spelman College’s Title Ill Institutional Development Grants (Part B and the FUTURES Act).
Assists with the submission of the Title Ill proposal to Institutional Services in the U.S. Department of Education, and all periodic reports.
Maintains documentation of all Title Ill budgets and financial reports for Title Ill grants to ensure that expenditures are consistent with program objectives.
Provides each activity director with reports to assist them in spending down their Title Ill funds to ensure a 50% expenditure by mid-year and a 100% expenditure by the end of the grant period.
Compiles and consolidates documents and records that are required for maintaining compliance with federal regulations.
Maintains records for purchase requisitions, check requests, expense reports, and other requests as appropriate and efficient with Spel-Shop.
Work with Procurement to resolve issues regarding requisitions, Independent Contract Agreements, and Lecture Series requests.
Produces quarterly pie charts and tables of expenses that serve as documentation of the College’s appropriate usage of Title Ill funding.
Reviews final expense reports on all Title Ill Activities.
Assists the Director of Title Ill with notifying all activity directors of deadline dates for special reports.
Serves as the liaison to the Office of Budgets and Contracts and other entities to ensure the complete and accurate recording of all Title Ill data and expenditures and to ensure the commitment and availability of Title Ill funds.
Ensure that reallocations are processed timely and reflected in the correct budget in Banner.
Identifies and resolves budget obligations as appropriate.
Assists with researching and reconciling all accounting issues by communicating with Business and Financial Affairs, vendors and activity directors.
Reviews and submits timely (a minimum of five working days) an financial requests from activity directors less than $10,000 to the Director of Title Ill for review and approval prior to submission to the Division of Business and Financial Affairs for processing and ensure compliance with governmental and college regulations.
Assists in maintaining and processing highly sensitive information, such as staff and faculty salaries.
The position oversees Title III team members as it pertains to all activity budgets.
The position will assist team members in 1) reconciling budgets with each activity, 2) monitoring activity spending plans as outlined in approved budgets; 3) monitors team members as they work with Activity Director’s administrative assistants to serve as the point of first contact and assist them in liquidating and submitting invoices for outstanding Title Ill encumbrances to Accounts Payable for processing.
The position oversees the efficient operation of the Title III Office through supporting team members in implementing and maintaining the inventory of and ordering office supplies and equipment for the Title III Office, reserving facilities for Title III meetings, and, if necessary, overseeing the ordering of meals for such meetings.
Oversight with team members as they work with administrators, activity directors and administrative assistants to ensure the timely processing of travel requests and engagement of consultants and lecturers paid from Title III funding.
The Projects Budget Manager is the primary person monitoring all the Title III funds and personnel.
In the absence of the Title III Director, serves as the proxy for the administrative duties.