Grant and Budget Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

The ABE (Adult Basic Education) Teaching & Learning Advancement System (ATLAS) is a grant-funded project through the Minnesota Department of Education (MDE). Housed in the Hamline School of Education & Leadership, ATLAS provides resources and professional development (PD) for adult educators throughout the state.

The primary purpose of the Grant and Budget Coordinator is to provide leadership and fulfill responsibilities for ATLAS around budget management and reporting (fiscal and narrative) for the grant. This position is also responsible for event data & evaluation and purchasing/leasing of equipment. As part of the ATLAS team, the Grant and Budget Coordinator also assists with event support (online and in-person) and some website support related to data, such as payment forms.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Budget Management

• Manage and maintain accurate accounts of all aspects of the ATLAS grant:
  • Manage day-to-day fiscal operations, including monitoring of revenues and expenses, providing guidance and/or approval of newly arising expenditures and budget plans, and ensuring appropriate use and accounting of grant funds.
  • As a Cost Center Manager for ATLAS, coordinate with accountants at Hamline and the Minnesota Department of Education (MDE) to maintain accurate budget records.
  • Perform regular budget reconciliations to ensure that ATLAS, Hamline Accounting and MDE records all match.
  • Report regularly to the ATLAS Director on year-to-date budgets and forecasts.
  • Prepare budget statements for reimbursement requests and reports to MDE, including coding and allocation of expenses to appropriate Hamline, state and federal accounts, as well as calculating quarterly indirect amounts.
  • Secure appropriate Hamline Accounting signatures and submit reimbursement requests to MDE for federal fund
  • Prepare mid-year and year-end budget projections.
  • Assist the ATLAS Director to create and implement year-end budget plans.
• Prepare budgets for upcoming grant cycles.
• Manage ATLAS payables and receivables:
  • Create and maintain systems to accurately track all payables and receivables and perform regular account reconciliations with Hamline Accounting.
  • Process all purchase orders and invoices and using Hamline Accounting's invoice system to create new invoices and follow up on outstanding ones.
  • Complete, submit and track contract/stipend/reimbursement payment requests for ATLAS activity participants, consultants, and staff.
  • Purchase/lease technology, software, and supplies needed by the ATLAS team, and act as point person for technology updates and troubleshooting (e.g., Zoom, survey tool, etc.).
• Create and maintain records of all independent contractors and others supporting the mission and activities of the grant.

Grant Reporting

• Create and maintain all fiscal reports for ATLAS, Hamline, and its grantor, MDE.
• Co-author with the Director the grant proposals, workplans, interim, and final narrative reports for MDE.
• Create grant activity evaluations/surveys and reports (with current survey tool) and maintain all evaluation data and corresponding CEUs.
• Create and submit staff Effort Certification Reports to Accounting.

Event Support

• Create and maintain event registration and payment systems for ATLAS-sponsored activities.
• Host and support virtual events/workshops on Zoom.
• Collaborate with Events Manager to provide on-site assistance and technical support for all ATLAS activities.
• Travel to ATLAS events across the state several times annually to support grant activities, represent ATLAS, and build relationships with local ABE teachers, administrators and other staff.
• Represent ATLAS at adult education conferences and events; attend meetings and represent ATLAS on internal and external committees as needed.

Additional Responsibilities

• Projects that fit well with employee’s skills and interests during budget/reporting downtimes (i.e., summer) as determined with the Director.
• All other duties as requested.

REPORTING RELATIONSHIPS

This position reports to the: ATLAS Director.

This position supervises no employees or student workers.

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for the following budget: ATLAS Supplemental Services Grant.

Budget Range: $500,001-$1,000,000

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• Strong accounting and financial management knowledge and skills to manage ATLAS grant budget and procedures.
• Strong computer and technology skills, adept with Zoom, Google Suite (including Gmail, Drive, and sheets) and Microsoft Office Suite, particularly Excel and Word.
• Strong communication skills, including the ability to assist in writing narrative reports, grant proposals, workplan, as well as the interactive skills needed to engage with diverse colleagues in live meetings and via email clearly and professionally.
• Strong attention to detail.
• Familiarity and commitment to diversity, equity, and inclusion efforts in adult education.
• Strong collaboration skills, including the use of collaborative virtual work tools such as Zoom and Google Suite.
• Able to prioritize and manage multiple projects with minimal supervision.
• Openness and ability to learn new technologies.
• Excellent problem-solving skills, including the ability to analyze problems, draw relevant conclusions and devise appropriate courses of action.
• Comply with and exercise best practices with regard to cybersecurity and the maintenance of confidential information.

MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS

• Bachelor’s Degree from an accredited college or university.
• 1-2 years of professional experience, preferably with an emphasis in accounting, budgeting, and/or bookkeeping.

PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS

• Familiarity with the field of adult education.
• Familiarity with website administration.

WORKING CONDITIONS / EQUIPMENT

Must be able to perform the following essential functions with or without reasonable accommodation:

• Comfort working with colleagues both remotely and in person using various work tools (e.g. Zoom, Google Suite).
• Ability to work on a computer for extended periods of time.
• Access to reliable transportation and ability to travel to meetings and events on campus, throughout the metro area, and 2-4 times/year to Greater Minnesota.
• Ability to lift and move materials/boxes for events, up to 30 pounds, and work extended hours when an event requires.

ADDITIONAL INFORMATION

• This is a full time, .75 FTE (30 hours/week), non-exempt position, 12 months a year.
• While much of this work can be completed remotely with some scheduling flexibility, this position is expected to work from the campus office 2-3 days/week during regular office hours.
• Occasional evening work required.

Compensation and Benefits:

Pay Range: $27.56 - $30.14 hourly

Full-Time Benefits:

We offer a comprehensive benefits package which may include:

• Medical, dental, and vision insurance
• Life insurance
• Short- and Long-Term Disability
• Critical Illness and Hospital Indemnity
• 403(b)
• 403(b) matching
• Paid Time off, including vacation time, paid holidays and safe and sick leave time off
• Employee assistance program
• Flexible spending account (FSA)
• Health savings account (HSA)
• Tuition waiver

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.