Assistant Director, Grant Administration (2 positions)

Position Title: Assistant Director, Grant Administration

Grade/Classification: 7 (D1) – Manager or Equivalent

Bargaining Unit: CSEA Local 698

FLSA Status: Exempt

Application Deadline: June 1st, 2017

Hiring Rate: $99,008

Primary Purpose

The Assistant Director, Grants Administration manages, directs and oversees the various grant programs administered by DASNY in accordance with the appropriate governing laws, policies and procedures. The Assistant Director, Grants Administration develops and leads strong, results driven, cross-functional teams while fostering teamwork, collaboration and innovation. The Assistant Director, Grants Administration requires significant, high level of expertise with the various grant programs and exercises significant independent judgment, discretion and high-level decision making with regard to complex policy and program matters.

Essential Functions

• Manage, direct and oversee all activities of the Grants Administration Unit to ensure the timely and efficient administration, processing and management of grants.
• Supervise, plan, organize, direct and coordinate Grants Administration staff in fulfilling DASNY’s obligations with regard to all competitive and non-competitive grant programs.
• Work with Executive Management and Counsel’s Office to establish and implement goals for the various grant programs; oversee the delivery of services; assign, manage, and prioritize workload among Grants Administration staff to ensure the efficient review, processing and administration of grants under all grant programs.
• Coordinate the work of the Grants Administration Unit with other units within DASNY.
• Oversee and monitor the status of grant programs with respect to volume of applications and available funding and coordinate with Executive Management and Counsels’ Office, as appropriate and the Senate, Assembly, and/or Division of Budget, as necessary.
• Develop, maintain and present staffing workload forecast reports to Executive Management and Counsel’s Office.
• Oversee the analysis and preparation of projections with respect to funding needs for various grant programs and provide information to Executive Management, Counsels’ Office, the Office of Public Finance, NYS Division of Budget, DASNY’s clients and other divisions of DASNY, as appropriate.
• Assure proper completion of requirements and/or completion of documentation; identify and describe potential problems or delays encountered, propose solutions, and relay any relevant information to Executive Management or Counsel’s Office, as appropriate.
• Manage, direct and oversee the drafting and review of all grant administration documentation including correspondence, requests for approval, and grant disbursement agreements, within established program parameters, to help ensure that they are in proper legal form and have all necessary approvals and supporting documents.
• Ensure the confidentiality of information gathered during the review and processing of grant applications.
• In coordination with Executive Management and Counsel’s Office, recommend, develop, document and implement policies, procedures, strategies, and processes necessary to properly implement and manage new and existing grant programs administered by DASNY.
• Develop and manage the implementation of systems and related applications, databases and various complex and comprehensive reports.
• Oversee the preparation of reporting including but not limited to grant status, disbursements, internal/external reports and other ad hoc reporting regarding grants administered by DASNY.
• Develop and provide comprehensive, complex analysis and deliver presentations related to the grant programs to DASNY’s governmental clients; current or potential grantees; or other parties as directed by Executive Management or Counsel’s Office.
• Manage and oversee interaction with prospective or current grant recipients, DASNY’s legislative clients, and other outside entities, regarding the grant award and disbursement process.
• Serve as liaison to prospective and current grant recipients, DASNY’s legislative clients and outside entities as needed and represent Grants Administration Unit on grant related matters.
• Manage, oversee, coordinate and undertake critical, complex analyses in connection with special projects within the Grants Administration Unit as assigned by Executive Management or Counsel’s Office.
• In coordination with Executive Management and Counsel’s Office prepare documentation and/or responses to press inquiries, FOIL requests and/or policy matters relating to the administration of grant programs.
• Oversee and/or develop grant program information for inclusion in DASNY’s Annual Report, DASNY’s external internet site and internal intranet.
• Assess, develop and implement internal controls for Grants Administration, and oversee the review and testing of such controls.
• Develop and monitor performance measures and unit goals and objectives.

Other Duties and Responsibilities

• Train and evaluate employees.
• Verify that staff understand and comply with all relevant Federal, New York State, and DASNY statutes, regulations, policies and procedures.
• Undertake special assignments as directed.
• Must maintain regular attendance in accordance with DASNY attendance and leave policies.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Cyber Security and Critical Infrastructure Coordination. (Standards can be found on the Intranet).

Supervision

Supervision of employees is required.

Physical/Mental/Visual Demands

Occasional travel may be required using public transportation, DASNY vehicle, rental vehicle or personal vehicle. This travel may include overnight stays at public accommodations and related establishments. Overtime or extended work hours may be required.

Work Environment

Standard office environment, including the use of one or more of the following: PC, telephone, fax machine, printer, copier, electronic stapler/hole punch/date stamp, shredder.

Minimum Qualifications

Bachelor’s degree and seven years relevant experience, including four years of supervisory experience or the successful completion of a designated supervisor training during probationary period.

Preferred Qualifications

Bachelor’s degree in Business or related field plus seven years relevant experience writing and compiling management level reports and grant administration, including four years of supervisory experience.

Essential Skills

• Excellent oral and written communications skills.
• Demonstrated organizational skills and ability to prioritize.
• Demonstrated ability to work independently and exercise sound judgment.
• Demonstrated ability to work collaboratively with others
• Demonstrated supervisory skills.
• Demonstrated analytical and conceptual skills.
• Demonstrated accuracy and attention to detail.
• Proficiency in PC applications such as Outlook, Excel, Access, Word and PowerPoint.
• Demonstrated judgment and discretion in matters of confidentiality.