What are the responsibilities and job description for the Title III Office and Budget Specialist position at LANE COLLEGE?
Position Title: Office/Budget Specialist
Department: Title Ill Program
Reports To: Title Ill Director
Division: Academic Affairs
Employment Status: Full-Time
FLSA Status: Non-Exempt
Position Summary
The Office/Budget Specialist provides administrative, fiscal, documentation, and program support for Title Ill grantoperations. This position assists with requisition tracking, budget monitoring, recordkeeping, reporting support,communication with Activity Directors, and maintenance of grant documentation.
The position supports Title Ill operations across all funded activities and assists the Director in ensuring that Title Ill-funded requests are complete, properly documented, aligned with approved grant activities, and processed inaccordance with institutional procedures and applicable grant requirements.
Essential Duties and Responsibilities
- Provides administrative support to the Title Ill Director, Activity Directors, and the Associate Provost, including scheduling meetings, preparing documents, maintaining files, tracking follow-up items, and assisting withdaily office operations.
- Receives, logs, tracks, and monitors Title Ill requisitions, purchase requests, invoices, travel requests, and related documentation.
- Reviews submitted requests for completeness, including descriptions, justifications, quotes, vendor information, travel documentation, approvals, and other required supporting materials.
- Maintains organized electronic and physical files for Title Ill records, including requisitions, invoices, purchase orders, contracts, reports, approvals, correspondence, and supporting documentation.
- Assists with monitoring Title Ill activity budgets, expenditures, pending obligations, and available balances.
- Maintains budget tracking spreadsheets and assists with reconciling internal Title Ill records with institutional financial reports.
- Assists with collecting, organizing, and tracking monthly, quarterly, annual, and federal reporting materials from Activity Directors.
- Follows up with Activity Directors and campus departments regarding missing documentation, incomplete requests, report deadlines, and other Title Ill requirements.
- Supports preparation for audits, monitoring visits, internal reviews, and reporting by helping maintain accurate and complete grant files.
- Assists with tracking equipment purchased with Title Ill funds, including inventory records, locations,responsible departments, and supporting documentation.
- Communicates professionally with campus offices, Activity Directors, Finance, Procurement, HumanResources, Institutional Research, Academic Affairs, vendors, and other stakeholders as needed.
- Maintains confidentiality when handling financial, personnel, student, institutional, and grant-related information.
- Performs other related duties as assigned by the Title Ill Director.
Minimum Qualifications
- High school diploma required; bachelor's degree preferred.
- At least two years of administrative, fiscal, grant, procurement, higher education, or office management experience preferred.
- Proficiency with Microsoft Office, including Word, Excel, Outlook, and electronic file management.
- Strong organizational, written, and verbal communication skills.
- Strong attention to detail and ability to maintain accurate records.
- Ability to manage multiple tasks, deadlines, and priorities.
- Ability to maintain confidentiality and exercise sound judgment.
Preferred Qualifications
- Experience working in higher education or a grant-funded environment.
- Experience with requisitions, purchase orders, invoices, budget tracking, or financial documentation.
- Familiarity with federal grants, Title Ill programs, EDGAR, Uniform Guidance, or grant compliance processes.
- Experience maintaining organized records for audits, monitoring, or reporting purposes.
- Experience using SharePoint, Microsoft Teams, Google Workspace, or financial management systems.
Working Conditions
Work is primarily performed in a remote/home office environment and involves regular computer use, document review, electronic filing, email correspondence, virtual meetings, and telephone communication. Frequentinteraction with campus personnel occurs through digital platforms.
Occasional on-site attendance for meetings, trainings, or grant-related activities may be required.
This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated withthe position. Duties may be added, removed, or modified based on the needs of the Title Ill Program, the Office of the Provost and Vice President for Academic Affairs, and Lane College.