Primary Work Location:
333 South Street, Shrewsbury MA 01545
OR
100 Venture Way, Suite 9, Hadley, MA 01035
Normal Work Schedule:
Standard full time work schedule consisting of five eight-hour days and 40 hours each workweek. Work performed in addition to the regular work hours may be necessary and may require a change in availability at specific times to accommodate for variations in work demands.
Job Summary:
The University of Massachusetts’ Donahue Institute’s (UMDI) Head Start Region 1 business unit provides training, consultation and other technical assistance to Head Start grantees throughout the six New England states. This training, consulting and technical assistance supports Head Start programs in their continuous improvement of comprehensive child development services to low-income children and families from birth to age five, with special focus on helping preschoolers develop the knowledge and skills they need to be successful in school. The UMDI Head Start business unit also supports Head Start programs’ work with families to help them understand and meet their children’s educational, health, nutritional, dental and social emotional needs. Head Start is a federally funded program operated throughout the United States through grants, local, public and private non-profit and for-profit agencies.
The Administrative and Fiscal Support Specialist manages the administrative needs, and the fiscal and data tracking and reporting requirements of the Head Start business unit. The position supports the Regional Training and Technical Assistance (TTA) Coordinator, the Regional Early Childhood (EC) Managers/EC Specialists, and other team members in relation to program, office, client support, reporting tasks, and with meeting/conference logistics and travel. The Administrative and Fiscal Support Specialist will assist and/or lead on special projects when needed.
Essential Functions:
- Produce reports from Head Start Enterprise System (HSES) at the request of the Regional Office and TTA Coordinator;
- Conduct periodic review of HSES to verify that TTA reports are complete and map to Final Monthly Travel Plans;
- Track and maintain up-to-date Regional TTA System information posted to the Office of Head Start (OHS) Early Childhood Knowledge and Learning Center (ECLKC) workspace;
- Conduct data analysis as requested by the Contract Officer Representative (COR) and TTA Coordinator;
- Perform initial quality review and reconciliation between Projected Monthly Travel Plan (PMTP) and Final Monthly Travel Plan (FMTP);
- Manage travel projections and authorizations;
- Reconcile payments with approved expenses and ensure all paperwork and payments for vendors are processed according to University and contract guidelines;
- Create financial reports as requested by the TTA Coordinator;
- Provide oversight of:
- Prepared and submitted travel authorizations and expense reports;
- Logistics for training events, including managing Constant Contact applications, developing materials, managing consultant and space contracts and invoicing;
- Quality control and reporting of training activity and evaluation data;
- Manage receipt and quality assurance of procard logs and charges; order and distribute supplies;
- Scheduling conference calls, copying, and booking meeting space;
- Orient new staff to UMDI and Head Start procedures;
- Maintain all record keeping in accordance with established HHS and UMass requirements;
- Incorporate other tasks specific to the support of the TTA Coordinator’s work or as requested by the COR;
- Provide remote administrative support to multiple staff working out of the Boston office, and home offices throughout New England;
- Maintain regular communication with supervising manager(s), colleagues and clients.
Other Functions:
- Other duties as assigned as related to the essential functions of the job.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience):
- Bachelors’ Degree;
- Three years’ administrative experience in an office environment;
- Demonstrated organizational and communication skills;
- Demonstrated ability to exercise discretion in handling of confidential information and material;
- Demonstrated ability to self-start and work independently, and as part of a diverse team;
- Demonstrated proficiency in Microsoft Office Suite or similar applications;
- Demonstrated ability to communicate clearly, both orally and in writing;
- Demonstrated ability to organize and perform multiple tasks at the same time;
- Demonstrated understanding of basic financial and data aggregation and reporting.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience):
- Experience using Constant Contact, PeopleSoft, and Adobe Connect.
- Master’s degree.
Working Conditions:
- Busy, open office, collegial environment resulting in multiple interruptions and requests for assistance.
- Multiple hours in stationary position and using office equipment and computers.
- Must have flexibility to travel on an as-need basis within Massachusetts and occasionally outside of the Commonwealth to attend meetings.
- Physically transporting items weighing15 pounds or more from one location to another.
- The physical/mental demands and work environment factors described above are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Additional Details:
- This is a full time benefited position.
- This position is funded by grants and/or contracts, and is contingent upon funding.
- No relocation assistance provided.
- The salary range for this position is $50,000 - $58,500
- Any job offer within the President's Office is specifically conditioned upon the potential candidate consenting to and successfully completing a background review and credit review.
- Potential candidates will not be contacted for interviews until after the posting closes.
- A skills test may be required.