Administrative Coordinator – Grant Programs

SE; Durant (OK); On-site; USD 40,000 - 60,000; Full time

Job summary

Southwestern Oklahoma State University in Durant, OK seeks an Administrative Coordinator – Grant Programs to manage extensive bookkeeping for five federal programs, certify student eligibility, and process expenditures using Colleague. You will supervise student workers and maintain program files, reporting to the director.

Strong organizational skills and initiative are essential. The role requires familiarity with EDGAR regulations, federal/state fiscal cycles, and effective communication with

Qualifications

• Business education or related training preferred.
• Formal experience in secretarial and accounting procedures required.
• Must demonstrate understanding and interest in working with disadvantaged youth.
• Must be proficient in word processing, database, spreadsheet, desktop publishing, e-mail, and internet.
• Must be able to assume responsibilities without direct supervision, display initiative and demonstrate ability to make decisions within scope of authority.

Responsibilities

• Performs bookkeeping requirements for three programs with total federal grant funding in excess of $1,000,000 annually.
• Receives and certifies eligibility for student participation in the Oklahoma State Department of Education Summer Food Service Program.
• Initiates/authors all program expenditures in Colleague; reviews and reconciles invoices and statements for payment approval.
• Maintains an activity account ledger for each line item and provides monthly status to director.
• Keeps detailed financial records (payroll, fringe benefits, leave, travel reimbursement).
• Train and supervise student workers; monitor hours according to regulations.
• Organizes and maintains program files and communicates with students, families, school personnel, and grant staff.
• Assist the Directors in all activities and services necessary to fulfill grant terms.

Job description

Administrative Coordinator – Grant Programs

Administrative Coordinator – Grant Programs

SUMMARY

To perform extensive bookkeeping duties for five federal programs, organize and maintain correspondence and student files, and assist with scheduling staff appointments and program activities. Requires an organized self-starter who can function effectively with minimal supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs bookkeeping requirements for three programs with total federal grant funding in excess of $1,000,000 annually.
• Receives and certifies eligibility for student participation in the Oklahoma State Department of Education Summer Food Service Program.
• Initiates/authors all program expenditures in Colleague.Reviews and reconciles invoices and statements for payment approval.Verifies and does follow-up on billings and financial reports. (Five programs)
• Maintains an activity account ledger for each line item, records all expenditures, and provides a monthly status of accounts to the director/assistant director.(Five programs)
• Keeps detailed financial records (payroll, fringe benefits, leave records, and travel reimbursement).
• Demonstrates familiarity with current Education Department General Administrative Regulations (EDGAR) and complies with requirements of both state and federal fiscal year cycles.
• Train and supervise student workers. Monitors hours according to financial aid regulations and program budgetary considerations for student workers.
• Organizes and maintains program files.
• Communicates effectively with program students and families, public school personnel, SE faculty and staff, state, regional, and national TRIO associations, and grant personnel at the Federal Department of Education.
• Assist with securing reservations and lodging for field trips for student participants.Prepares and reconciles all paperwork for student trips.
• Works cooperatively with Program Directors other program staff, SE faculty, SE staff, program students and parents, and school personnel to provide information and assistance as needed.
• Assist the Directors in all activities and services deemed necessary to fulfill the terms of the grant applications.
• Assumes other duties and responsibilities normally assigned to the office assistant.

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. 1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. 2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. 3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.
4. 4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE

REQUIRED

• Business education or related training preferred.
• Formal experience in secretarial and accounting procedures required.
• Must demonstrate an understanding and interest in working with disadvantaged youth.
• Must be proficient in computer skills such as word processing, database, spreadsheet, desktop publishing, e-mail, and internet.
• Must be able to assume responsibilities without direct supervision, display initiative and demonstrate ability to make decisions within scope of authority.

PREFERRED

• Bachelor of Science Degree or pursuant, preferred.

Founded in 1909 as a teachers’ college, Southwestern Oklahoma State University continues the strong tradition of producing outstanding educators for southeast Oklahoma and north Texas.Student enrollment is approximately 6,000 students and the campus is situated in rural Oklahoma.The main campus is located in Durant, Oklahoma, which is 90 miles north of Dallas, Texas, and 150 miles southeast of Oklahoma City. The community is close to Lake Texoma and the Choctaw Casino Resort. Southwestern Oklahoma State University continues to be among the nation’s most affordable universities according to the U. S. News & World Report’s America’s Best colleges.
Salary will be commensurate with qualifications and experience. The preferred start date is October 1, 2026. Review of applications will begin immediatelyand continue until filled.

Southwestern offers a comprehensive benefits package including university paid health, vision, life insurance, long term disability, retirement contributions to Oklahoma Teachers Retirement System, as well as a tuition waiver for employees and spouse/dependents who wish to enroll at Southwestern. Southwestern offers 25 paid holidays per fiscal year and has a generous leave package including annual/vacation leave, sick leave, personal leave, and birthday leave. In addition to the SE paid benefits, there are many voluntary products available to employees such as 403(b), Health Savings Account, Flexible Spending Account, dental, short term disability, dependent life insurance and a variety of ancillary benefits .

Employment is contingent upon the results of a national criminal and sex offender background check. Candidates must be eligible to work in the United States. SE participates in E-Verify.
SE is an AA/EEO employer committed to multicultural diversity.

Notice to applicants:

If selected, official transcripts from each degree-granting institution will be required upon date of hire.

It is Southwestern Oklahoma State University’s policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original social security card will delay the hiring process and ability to begin employment.