What are the responsibilities and job description for the Fiscal And Administrative Manager position at PHMC?
The Early Childhood Education (ECE) Professional Development Organization (PDO) Fiscal and Administrative Manager reports to the ECE PDO Director and works closely with the ECE PDO Professional Development Manager, as well as other systems partners throughout the state and in Philadelphia and the Southeast Region. The ECE PDO Fiscal and Administrative Manager supports the execution of the ECE PDO Project Plan through supervision of the Partner Liaison, Data Analyst, and ECE Workforce Specialists. They ensure direct support to IHE partners in developing career pathways in line with established contract deliverables is responsive to institutional needs as well as timely data reporting and payment activities. The ECE PDO Fiscal and Administrative Manager reviews Partner Liaison progress reports and addresses access or service barriers, also providing fiscal oversight for tuition and credit cost negotiation as pathway designs develop. They support the Data Analyst in generating relevant data reports and bridge student, partner and team centered data resources and analysis, along with support to the PD Manager and Director. They support the ECE Workforce Specialists in reviewing achievement of spending plans based on executed subcontracts, and ensure timely payment for services. They escalate concerns to the Director.
RESPONSIBILITIES:
▪Supervises Partner Liaison and supports external IHE partners to embed cross-systems knowledge (Keystone STARS, Head Start, Early Intervention, etc.) in the delivery of credit bearing ECE content.
▪Develops, with Partner Liaison, schedule of meetings with participating IHE’s and partners and documents progress on Project Plan as well as barriers so that contract deliverables, such as newly developed course modules or classes, are completed and offered in accordance with agreed-upon terms.
▪Maintain up-to-date information on all professional development (credit-bearing and articulating to credit) activities in the region (including those not funded by the PDO).
▪Report on trends and make recommendations to improve efficiency and strengthen credit bearing delivery systems and support services within the region.
▪Negotiates all tuition and credit costs at the lowest possible rate for participating IHE’s.
▪Provides assistance to the Director for annual planning and evaluation efforts.
▪Liaise with OCDEL, PD Manager, IHE partners, and regional stakeholders to ensure a feedback loop and internal ECE PDO accountability in responsiveness of service delivery to community needs.
▪Oversees annual procurement process
▪Ensures execution of PDO project plans, monitoring and reporting on targets, and data collection and review (OCDEL, local, etc.).
▪Supervises Workforce Specialists and provides oversight to annual contracts, invoicing and billing procedures, monthly spending activities, data collection and reporting, and budget allocations
▪Establishes procedures to allow IHEs to invoice and receipt payment for individuals or groups in a regular and timely fashion.
▪Supervises Data Analyst in generating relevant data reports and bridge student, partner and team centered data resources and analysis, along with support to the PD Manager and Director.
▪Supports the development and administration of data collection instruments within the ECE PDO and mechanisms for data sharing across OCDEL systems or regional partners.
▪Supports needs assessments and other research necessary for completing PDO work and supporting impact analysis activities.
▪Supports use of the PA PD Registry team and utilization of the platform to support PDO systems
▪Report on trends and make recommendations to improve efficiency and strengthen credit bearing delivery systems and support services within the region.
▪Supports systems to collect quarterly and annual workforce data associated with ECE PDO activities for regional analysis and needs projection with activities and priorities for ECE PDO staff, as well as IHE’s and participating stakeholders, to meet OCDEL benchmarks.
▪Supports gathering of quarterly and annual workforce data for reporting to management team on emerging trends, current barriers, and demographic breakdowns to ensure credit bearing credential delivery is responsive.
▪Contributes to OCDEL quarterly narrative and data reports, other written reports as assigned
▪Attends, facilitates planning logistics, and presents at bi-annual PDO stakeholder meetings.
▪Supports Director in monitoring the set aside budgets for IHE’s and contracted regional partners to ensure Project Plan deliverables are met.
▪Supports management of PDO project plans, monitoring and reporting on targets, and data collection for quarterly reports, annual program monitoring and other activities
▪Establishes and monitors quarterly staff benchmarks and annual deliverables.
▪Provide feedback to program managers to inform the ECE PDO continuous quality improvement process
▪Supervises all assigned staff.
▪All other duties as assigned
SKILLS:
▪Current working knowledge of best practices as related to early childhood professional development and higher education systems; ability to apply knowledge to program objectives and goals.
▪Ability to analyze, synthesize and evaluate concepts and information.
▪Ability to formulate and carry out effective work plans.
▪Ability to facilitate the coordination of multiple tasks and manage a variety of projects simultaneously.
▪Ability to build effective working partnerships with diverse stakeholders.
▪Ability to foster team-building and to work effectively as part of a team.
▪Ability to communicate effectively with employees, other professionals, government agencies, higher education institutions, and other professional organizations in a positive, pleasant, professional and productive manner in writing, by telephone, and in personal contacts.
▪Ability to write reports and business correspondence.
▪Ability to operate a personal computer including word processing, spreadsheets, and power point.
▪Ability to lead productive meetings.
▪Ability to perform all required functions and responsibilities accurately, completely, and in a timely fashion.
▪Ability to use effective problem-solving skills.
EXPERIENCE/EDUCATION REQUIREMENT:
▪Master’s Degree required, some early childhood education or training required.
▪Three (3) to five (5) years’ experience in program management or supervision.
▪Demonstrated skills in and/or knowledge of project management, fiscal management, relevant technology, and professional development is required.
▪Knowledge of best practices in coaching, consultation, and technical assistance.
ORGANIZATIONAL RELATIONSHIPS:
The ECE PDO Fiscal and Administrative Manager directly supervises the ECE PDO Partner Liaison, Data Analyst and Workforce Specialists and reports to the ECE PDO Director. The position is full time, 100% FTE. The position of ECE PDO Fiscal and Administrative Manager operates from PHMC’s main offices at 1500 Market St, Philadelphia, PA though this position requires occasional travel throughout Bucks, Chester, Delaware, Philadelphia, and Montgomery counties as well as to Harrisburg.
PHMC is an Equal Opportunity and E-Verify Employer.
