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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50698837 |
Description Activated On: 12/15/2025 11:35:23 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position will provide administrative leadership and support to the State Board of Higher Education (SBHE) in responsibilities related to the effective administration of the board operations. This is carried out by performing a wide range of ongoing assignments associated with the operational and accounting responsibilities within SBHE. Additionally it will assist the Chief of Staff in analyzing, organizing, and implementing administrative operations for the SBHE and multiple committees and task forces, and oversee all reporting requirements for the board and its executive office programs. This individual serves as the Fiscal Officer and administrator providing support to ensure that paper and electronic budget documents for the office, such as contracts, grant documents, purchase orders, memos of understanding, etc., are accurate before submission for office and department approval. This position is the first point of contact for calls from the field for information and contacting of professional staff. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Assist senior leadership team in creating a new postsecondary data system which will provide guidance and capacity to institutions facing fiscal challenges and create stronger and more affordable pathways to postsecondary credentials and degrees. Oversee, build grants, provide technical support, and training in the use of eGrants to process multiple grant programs for the SBHE. Receive and review plans/requests for funds for the SBHE, administration, members, and related activities. Prepare, coordinate, and monitor budget for the board, running fiscal reports, designing spreadsheets for expenditures, and effecting payments as necessary. Serves as the Board's fiscal officer by preparing budgets and fiscal reports for the office, monitoring budget expenditures, and making recommendations on office budget allocations and budget revisions/requests. Review financial reports to ensure expenditures administratively comply with the budget. Track funding, budget, and expenditures for the fiscal year. Access Business Warehouse reports to complete Office budgetary spending plans in preparation for the Governor's Budget to include providing beginning and ending balances, expenditures, and justification for expenditures for the SBHE and purchases made using General Government Operating funds. Conduct administrative analysis of operations. Prepare plans and schedules for the Board and its Committees, including the gathering, review, and editing of meeting materials. Act as liaison to administrative personnel in the Department of Education (Bureau of Budget and Fiscal Management, Bureau of Management Services), the Department of Education's Human Resources liaison in the Office of Administration, the Comptroller's Office, and any other applicable agency as required in completing administrative board tasks and assignments. Write contracts for consultants, Write responses to financial and programmatic reporting inquiries. Provides technical and administrative assistance in creating and processing all fiscal documents for the SBHE. This involves meeting with various staff members to develop the availability of funds and completion of service and payment schedule. Coordinates with Legal and Management Services to ensure legality and accuracy of these documents. Analyze, anticipate, and make recommendations regarding budget, contracts, and Board administrative process needs. Organize and contribute to operational and planning meetings for the Board, its public and executive meetings, the Performance Based Funding Council, and committees. Coordinate logistics for conferences and meetings. Write letters and memos and arrange travel logistics for Board members and staff. Coordinate the filling of vacancies with Human Resources, including coordinating interviews and providing support in the hiring process. Gather information necessary to complete and coordinate Personnel Action Requests (PARs) for the board and administrative staff. Analyze operations and identify inefficiencies or areas of improvement, prepares report of findings or suggested recommendations to existing or new policy/processes/procedures, and assists in the implementation of proposed solutions. Complete and review a variety of state forms for completeness, accuracy, and conformance to Department regulations and state policies. Respond to telephone, email and letter inquiries about the SBHE. Compose letters, memos, and research findings as requested by the Chief of Staff. Provide guidance to callers regarding issues related to the SBHE and refer calls to the appropriate office for assistance. Determines priority of requests. Determines format of report for ease of reading for decision makers. Determines participants required in meetings. Process travel reimbursements for Board members and staff. Coordinate responses to requests filed under the Right-to-Know Act, including gathering and organizing relevant documents and working with the Agency's Right-to-Know office to prepare a response. Other duties as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. This position is provided general instructions and work duties are performed with considerable independence with respect to board operations and provides logistical planning and support to SBHE leadership for meetings and related events. Performs independent research and prepares formal responses for the signature of the Chief of Staff. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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