PROJECT SPECIALIST I
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General Characteristics:
A Project Specialist I is responsible for assisting a supervisor with the development, support and administration of training programs and/or special programs, including developing and monitoring budgets; responsible for writing/editing portions of grant proposals and monitoring compliance with grant objectives and guidelines; ensures that necessary participant files, records systems and expenditure records are kept in compliance with funding source requirements; assists in the development of course or workshop content and materials; coordinates classes, seminars, workshops and special projects; plans, organizes and directs office operations; may act for the chair in his/her absence within defined scope; may provide ongoing computer technology support; does related work as required. Work requires excellent communication skills to make contact with a wide variety of College departments, students, agencies, organizations, businesses and the general public.
Examples of Work:
Develops, prepares and maintains budgets for a program including preparation of grant proposals in collaboration with director and staff; establishes revenue and expense accounts; monitors and , tracks expenditures of program budgets according to contract guidelines; prepares budget adjustments as necessary; bills outside contract agencies; authorizes payments to vendors; prepares budget/ cost projections and analyses; reconciles budgets periodically; prepares reports for other agencies and the State; produces fiscal reports for appropriate funding agencies; closes out budgets at the end of a contract.
Assists in the writing and editing of grant proposals; monitors compliance with College policies and procedures, contract regulations and State and federal policies and regulations; assures program paper flow is consistent with State and federal regulations and contract requirements; updates and revises department and office policies, procedures manuals and job descriptions; provides training to office staff; creates complex reports and documents on word processing and spreadsheet programs; provides general administrative assistance to a department chair; provides communications link between staff and chair; provides problem solving assistance to staff; acts as part of a rapid response team at mill/lumber closures.
Analyzes material for report preparation for other agencies and the State; verifies accuracy of reports; maintains staff resource library; researches potential funding sources for department projects and activities and writes grant proposals following funding agency and College guidelines; matches potential grant opportunities with the needs of the College; maintains a library and reference files on government and foundation funding sources and other resource. materials and assists staff in the use of the materials; maintains files of grant applications and the outcome; prepares press releases, program summaries, evaluations, reports, bid information, letters and statistical, quarterly and annual reports for release to media, legislators and funding agencies; provides research services by providing access to nationwide databases, in house files or conducting investigative research.
Identifies training needs and assists with the development of training programs including curriculum development; serves as faculty liaison for conference and fellowship information; serves as support for staff professional development teams; coordinates staff development activities; publicizes and markets conferences and training programs; designs, writes and produces promotional brochures and course or workshop materials; researches alternative funding sources; assists with integrating short-term training into the College curriculum; generates new or modified contract for training; sets up and participates in training orientations presented for the general public and those presented for new participants; may assist with interviews and assessment of potential participants; corresponds with selected participants; summarizes training evaluation data.
Knowledge, Skills and Abilities:
Knowledge of governmental accounting and auditing practices and principles; ability to develop and manage budgets; knowledge of and skill in applying accounting or bookkeeping practices to monitor and track expenditures of a program budget and to prepare accurate and timely financial reports; ability to analyze financial data and develop recommendations regarding expenditures and budget development; knowledge of and skill in applying office procedures; ability to operate office equipment such as microcomputer, electronic bulletin board system, calculator, copier and typewriter; ability to learn State and federal rules and regulations pertaining to the duties of the position; ability to represent the College in a professional manner in person and on the phone; ability to be accurate in processing information; ability to work under pressure and meet deadlines; ability to organize work and work independently; ability to organize and prepare reports and conduct research; knowledge of office management techniques; ability to train employees and establish work practices; ability to explain established policy and procedures using 3udgment and diplomacy; ability to operate audiovisual equipment; ability to create computer spreadsheets; knowledge of desktop publishing and word processing; knowledge of interview and journalistic techniques, composition, business English, spelling and grammar; ability to develop grant proposals, including writing and editing portions of the grant; ability to communicate effectively orally and in writing; skill in solving problems; ability to establish and maintain effective working relationships with students, staff, administrators, other agency staff and the general public; ability to maintain confidentiality; ability to prioritize tasks; ability to lift and carry boxes of supplies weighing up to 35 pounds; ability to drive safely; ability to work safely.
Supervision:
Reports to and works under the general supervision of a department chair or other supervisor. Work is performed independently according to College and department policies, State and federal rules or regulations and a knowledge of budgeting procedures, personnel practices, information analysis and report preparation. work is reviewed for the accuracy of internal and external reports by verbal feedback, periodic conferences and annual evaluations.
This position may coordinate and lead the work of Student Services Specialists, Office Support Specialists, student advisor, student assistants and volunteers. This position plans work, instructs in work methods and procedures, assigns and approves work, establishes work priorities and is available to answer questions or troubleshoot problems on a daily basis.
Minimum Qualifications:
An associate degree with course work or training in accounting procedures, microcomputer operation, office practices, education, social work, psychology, business, marketing or a related field is required.
Two years of office experience involving the use of microcomputers and calculators and maintaining accounting, fiscal and general office records is required. A current Oregon driver's license is required for some positions.
Equivalent combination of training and experience will be considered qualifying.
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