Kentucky: Council on Postsecondary Education

Associate in Academic Affairs/ GEAR UP Grant Analyst

Title of Position: Associate in Academic Affairs/ GEAR UP Grant Analyst

Federal Program: Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP)

Funding Status: 2011-2017

Period: Federally Funded Time Limited position within GEAR UP 3.0

Starting Date: Open until filled, 1st review of submissions October 31, 2013

Compensation: Competitive salary and state benefits

The Council on Postsecondary Education is seeking a professional for a full- time federally-funded, time-limited position within Academic Affairs/GEAR UP. Continuing employment is contingent upon individual performance and the continuing federal appropriation of GEAR UP funds, and approval of GEAR UP Kentucky 3.0 by the US Department of Education. The Council on Postsecondary Education was awarded a six-year GEAR UP grant which extends until September 2017.

Assist Executive Director with Oversight of Grant Funds

Assist Executive Director with Oversight of Grant Funds

Annual preparation of project budget

  • Maintain budget spreadsheet that coincides with all year-to-date expenditures
  • Ensure that excessive amounts of grant funds do not remain unbudgeted nor carried forward from year to year
  • Develop and maintain a system of approval for expenditures and special use of funds, including forms and timelines
  • Liaison between executive director and approved fiscal agents and contracts with regard to expenditures, requirements of documentations and deadlines
  • Manage overall travel procedures and travel budget
  • Report monthly to Project Management Team

Management of GEAR UP Funds

Develop or improve and maintain a system of management of expenditure requests and approvals—

  • Ensure that all requests for purchases are aligned to the grant plan
  • Review and reconciliation of quarterly regional expenditure plans with annual budget allocation
  • Review and notification of status of use of funds requests to regional program mangers
  • Identify errors for realignment of expenditures or budget adjustments
  • Preparing internal monthly/quarterly reports—including reimbursements, match, expenditure trends, etc.
  • Establish, improve and maintain a system of grant invoicing—and procedures for holding, review and denial of payments
  • Review and reconcile posting/invoicing for indirect cost by partners and vendors
  • Grant file maintenance—all expenditures and approvals for reimbursements

Determine the Value of “In-Kind” Contributions (Property or Services)—Maintain/Track Match Contributions

Establishing the basis for local labor market rates to valuate volunteer services

  • Requiring or documenting payroll records or confirmation from GUK partner organizations for services provided by their employees—from the beginning of the project
  • Researching or obtaining quotes, published prices, or independent appraisals used as the basis for donated equipment, supplies, buildings, or use of space.
  • Maintain an up to the moment spreadsheet of all match contributions, individually by partners
  • Provide guidance and technical assistance to regional program managers in the gathering of evidence and documentation of match/in-kind contributions
  • Grant file maintenance—maintain reconciled file of match documentation

Primary Liaison between GEAR UP Kentucky and the Office of Administrative Services

Work with Senior Associate to ensure proper compliance will all grant requirements. Activities may include the following:

  • Engage in discussions to facilitate processing and acquiring of all the necessary approvals and documents necessary for expenditures, purchases or contracts.
  • Monthly review and reconciliation of expenditures and match contributions
  • Identify errors for realignment of expenditures or budget adjustments
  • Grant invoicing—holds, errors, etc.
  • Periodic posting of indirect cost
  • Encumbrance reviews—summary contract payments
  • Financial reporting (ED)
  • Filing/preparation of annual reports—facilitate the preparation of Section IV of the Annual Performance Report
  • Adjust GUK timeline to facilitate Annual Audit schedule, biennium workload/pace or other CPE fiscal processes that impact project GUK
  • Review/respond (in consultation with GUK Project Management Team) to GUK issues from any A-133 (Audits of organizations receiving federal funds of $500,000 or more must have an annual financial and compliance audit in accordance with Office of Management and Budget (OMB) Circular A-133.)

Grant File Management

Develop, improve and grant management file maintenance to include but is not limited to copies of the following:

  • All approved contracts and MOU agreements for consultants and trainers, vendors and partners
  • All purchasing documents
  • All expenditure/match tracking files
  • All reimbursement requests
  • All correspondence with the U.S. Department of Education regarding budget
  • Payroll documents (as appropriate)—in kind matching contribution
  • All In-kind documentation of expenses

Other duties commensurate with this position may be assigned at the direction of the Executive Director or by request of the Senior VP (CPE), or GUK Project Management Team.

General Requirements

The Grant Analyst will develop detailed knowledge of all GEAR UP program and will be familiar with all federal, state and various other funding requirements and be able to interpret regulations, advise GEAR UP/CPE staff, and develop policies and procedures for grant participants including staff, schools, and fiscal agents.

Applicants must have excellent customer service skills; outstanding written and verbal skills, strong analytical skills with problem solving ability to be able to provide guidance and recommend actions related to grant management. This position requires the individual selected to have a strong aptitude for detail, math—arithmetic, and an ability to build clear concise instructions for non-accountant type staff. The successful applicant must be accomplished in the following computer applications Excel, Word, PowerPoint and Access.

Education Requirements

Bachelor’s degree from an accredited institution in public or business administration or other an appropriate discipline in combination with the following experiences.

Preferred Prior Employment Experience

Applicants with the following skills will be given preference in the order listed below:

  • Five years’ prior federal grants/budget management experience plus, a certificate of completion in nationally recognized federal grants management training program
  • Five or more years’ prior federal grant experience including employment as GEAR UP grants analyst/budget/sponsored accountant.
  • Three or more years’ experience as budget analyst or sponsored program/grant accountant.
Contact Information

Interested applicants should send a letter of application specifically addressing the responsibilities and qualifications of the position; a curriculum vita or resume; and, the names, titles, and contact information for at least three professional references to:

Rebecca Bowman, Human Resources
Kentucky Council on Postsecondary Education
1024 Capital Center Dr., Ste. 320
Frankfort, KY 40601

The Council on Postsecondary Education is an equal opportunity employer.


Last Updated 10/24/2013