Administrative & Operations Program Specialist, Pacific College Corps Program

Primary Purpose:
The Administrative & Operations Program Specialist facilitates, manages and supports the day-to-day operations of the AmeriCorps grant-funded Pacific College Corps program. Responsible for managing College Corps’ financial functions, operations and budget processes (for $3.2 million grant budget over two years) for a complex grant-funded program to ensure compliance with grant requirements and adherence to University business policies, procedures and best practices. The position functions independently, performing challenging work in a high volume, fast-paced environment reporting to the Director of the Pacific College Corps program who has overall responsibility for the program.

Essential Functions:

• Manages, and maintains annual budgets for Pacific College Corps’ planning and operating (implementation) grants and related accounts in accordance with grant and university requirements.
• Works with the Program Director in developing annual budgets.
• Provides financial analysis and status reports, including analyzing budget trends, projecting program expenditures, and tracking grant reimbursement dispersals.
• Prepares and reviews accounting transactions and maintains financial and accounting records, including invoices, purchases, payables and receivables, vendor accounts, employment authorizations, payroll processing, and pro-card expenditures.
• Reconciles department account transactions and maintains internal control systems.
• Coordinates and oversees purchasing of program equipment, materials, and supplies.
• Liaises with the Office of Human Resources and manages personnel related functions for the program, including staff and student workers positions, to include but not limited to preparing employment authorizations/changes, position descriptions new/modifications, facilitating recruitment and hiring process.
• Manages, in collaboration with the Office of Human Resources as well as other program staff, the enrollment of all students serving as “members” in the program.
  • Ensuring background checks are completed.
  • Enrolling and exiting student members in grant administrator’s (California Volunteers) electronic management systems (Salesforce and e-grants) as appropriate, on schedule, and in accordance with grant protocol.
  • Providing training (in webinar, in-person and/or other format) for student members about the enrollment process and steps they must take to complete it.
  • Manage all communication with students, including individual follow up and answering emails and questions from students, about this process to ensure compliance and to support their understanding and completion of the steps involved.
• Supervise Fellows.
  • Student Assistant Supervision (Lead Fellows).
  • Primary responsibility of 2 Student Assistants (aka “Lead Fellows”) focused on supporting communications & social media and community building, supporting responsibility of the Lead Fellow team.
  • Schedule and provide one-on-one support to approximately 10% of fellow cohort
• Event Planning/Logistics Lead.
  • Assigned lead for all College Corps event logistics.
  • Coordinates with staff and/or Lead Fellows the planning and execution of events.
  • Maintains and updates event planning spreadsheet.
  • Maintains and updates event calendar.
• Supports Community Partners (Site Supervisors and staff at Non-Profit Organizations, School Districts and Governmental Departments/Offices) participating in program as Service Sites.
  • Creates and help implement training and resources for service site supervisors and staff regarding compliance with grant requirements and protocol.
  • Collaborates with program staff to create and facilitate training and resources for service site supervisors and staff to advance program goals and service learning best practices.
  • Creates useful resources, timelines, calendars for community partner sites to support their success as service sites.
  • Promptly responds to questions and need for information from service site staff.
  • Maintains required documents for all service sites in compliance with grant (Memorandums of Understanding, Student Member Assignment Descriptions and other documents).
  • Develops Quarterly status reports for community partners (hours available to fellows, training & reporting completion, site visit prep/follow-up).
  • Supports the Program Director and other program staff in coordinating and facilitating the work of Service Site Supervisors and Staff.
• Manage grant contract execution process.
  • Coordinates with Office of Sponsored Programs and California Volunteers.
  • Utilizes university’s electronic grant and contract management systems (Cayuse and Cobblestone or other programs) to upload and advance contract documents through review and approval process.
  • Create and manage vendor accounts/contracts as needed in conjunction with grant including Truescreen and Fieldprint or other background check vendor.
• Creates and maintains online records (financial, time-keeping, program documents) in accordance with university requirements and grant compliance protocol.
  • Periodically confirms with university’s Controller’s office that all grant records are in order for anticipated program audits to be performed by federal program compliance auditors.
  • Utilizes SharePoint (or other electronic system prescribed by university) for records retention with appropriate permissions.
• Manage service logs/timekeeping for all program staff and student members.
  • Manage weekly/biweekly collection of service logs/timekeeping records.
  • Review all records to ensure accuracy and return as needed for corrections.
  • Ensure timekeeping records are certified/signed by site supervisors for all student member in program each time.
  • Keep record of aggregate hours completed for each student and staff member to track compliance with grant requirements.
  • Initiate follow up (communication and compliance) with appropriate program staff person if service logs/timekeeping records indicate problems, failure of compliance with grant expectations.
  • Initiate reminder messages to all students and staff to support collection and retention of accurate records of service by students and time spent by staff.
  • Follow up with students, staff and site supervisors non-compliant with service logs and timekeeping records to ensure current and accurate records are maintained.
• Maintains service site postings, site locations and other required information and records in grant administrator’s (California Volunteers) e-grants and Salesforce systems.
• Verifies invoices and submits required documents for grant reimbursement to Office of Sponsored Program’s Accounting & Reporting Manager Administrator.
• Reconciles program purchases, budget accounts, and financial transactions.
• Works closely with program staff, business office personnel, purchasing, and vendors to develop & implement procedures, accounting mechanisms in university systems.
• Supports and assists with student member and community partner recruitment/retention.
• Serves as a primary contact for California Volunteers & Office of Sponsored Programs.
  • Increased participation at a state-level, specifically aiding in the creation of 1-2 administrative flowcharts and/or processes
  • May guide or convene 2 meetings of operations/logistics level staff
• Performs other duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty and staff.

Minimum Qualifications:

• Associate’s Degree (Two (2) years of full time experience in the same/similar position is equal to one (1) year of completed post high school education coursework).
• Two (2) years of work experience in budget and business management.

Preferred Qualifications:

• Bachelor’s Degree in business, accounting, finance or related field.
• Experience working with grant budgets and program requirements.
• Strong computer skills including intermediate to advance Microsoft Office skills and substantial experience with accounting software.
• Advanced skills in excel and working with databases and other electronic record systems.
• Ability to analyze, interpret, and summarize complex data into recommendations for management.
• Ability to research data, often using multiple sources, in response to requests.
• Advanced knowledge of accounting and business practices, including through knowledge of the University’s accounting policies and procedures.
• Ability to work independently with critical deadlines and competing priorities.
• Demonstrated ability to maintain strict confidentiality.
• Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Demonstrated experience working with student employees and college student populations.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.
Work Environment/Work Week/Travel:Work is primarily performed in both office and academic environments. Work performed during standard business hours and must be flexible to work during weeknights and occasional weekends. Position may require traveling to all three campuses (Stockton, Sacramento, and San Francisco).

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: $22.03 per hour to $29.18 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit https://pacific.peopleadmin.com/postings/29010

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.