Program Specialist

POSITION OVERVIEW

FM Talent Source is seeking a Program Specialist for a full-time remote role supporting a key client, the Office of Head Start (OHS) within the Administration for Children and Families (ACF) of the U.S. Department of Health and Human Services (HHS). This position is crucial for providing essential programmatic and administrative support related to the awarding, management, and oversight of discretionary grants for Head Start and Early Head Start programs in the ACF West Region. The specialist will collaborate closely with grantees, federal staff, and grants management teams to ensure adherence to grant requirements, enhance program effectiveness, and assist with federal monitoring initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage grant award and administration processes, working in tandem with Managers and Grants Officers, with a focus on high-risk grantees requiring intensive oversight, corrective action plans, and detailed reporting.
• Facilitate grant application and award procedures, including the preparation and tracking of Financial Assistance Awards (FAAs), reviewing continuation grant applications, and ensuring all actions are completed 30 days before a grantee's budget period concludes.
• Offer expert guidance and technical assistance to grantees to bolster accountability and program performance, utilizing both virtual and in-person methods as needed.
• Contribute to federal monitoring efforts in alignment with current OHS protocols, encompassing Focus Area 1 (FA1), Focus Area 2 (FA2), CLASS reviews, and the Designation Renewal System (DRS).
• Maintain and utilize proficiency in critical federal grant management systems such as GrantSolutions, the Head Start Enterprise System (HSES), the Online Data Collection System (OLDC), and the Payment Management System (PMS).
• Assist in the collection, consolidation, and analysis of enrollment and program data from all grantees, leveraging existing databases and spreadsheet tools for compilation and analysis.
• Develop briefing materials, data summaries, memoranda, and presentations for OHS leadership regarding grantee status, program performance, and compliance matters.
• Provide administrative, data management, data analysis, and technical writing support for internal systems used to track and resolve grantee-related issues, including external inquiries, complaints, incidents, and special situations.
• Undertake other related duties as assigned to support program operations.

COMPETENCIES

• Analytical: Employs critical thinking to proactively identify and resolve issues, utilizing data collection and research to inform judgment.
• Problem Solving: Addresses issues promptly by gathering and analyzing information, developing effective solutions, and collaborating constructively in group settings.
• Technical Skills: Continuously assesses and enhances knowledge and skills, sharing expertise with colleagues and pursuing development opportunities.
• Customer Service: Manages challenging customer interactions effectively, responds promptly to needs, seeks feedback for improvement, and fulfills commitments.
• Quality Management: Ensures accuracy and thoroughness in all work, striving for continuous improvement.
• Ethics: Demonstrates respect, integrity, and trustworthiness, upholding organizational values.
• Judgment: Makes timely decisions, involving appropriate stakeholders, and acting decisively.
• Motivation: Sets ambitious goals, demonstrates persistence, and is self-driven.
• Planning/Organizing: Prioritizes tasks efficiently, manages time effectively, and anticipates resource needs.
• Professionalism: Interacts tactfully, handles pressure well, respects colleagues, and follows through on commitments.
• Quality: Maintains high standards of accuracy and thoroughness, incorporating feedback to enhance performance.
• Initiative: Proactively seeks responsibilities, identifies opportunities, and offers/asks for assistance.
• Forward Thinking: Anticipates future implications and consequences, preparing for contingencies.
• Interpersonal Skills: Manages conflict constructively, maintains confidentiality, listens actively, and remains open to new ideas.
• Oral Communication: Articulates clearly and persuasively, listens actively, seeks clarification, and presents effectively in groups.
• Written Communication: Produces clear, informative written content, adapting style for the audience and ensuring accuracy.
• Diversity: Shows respect for cultural differences and promotes an inclusive environment.
• Organizational Support: Adheres to policies, completes tasks efficiently, and supports organizational goals and values.
• Strategic Thinking: Develops and adapts strategies to achieve organizational objectives based on environmental analysis.
• Adaptability: Manages changing work environments, competing demands, and unexpected events effectively.
• Attendance/Punctuality: Maintains consistent attendance and punctuality, ensuring work coverage when absent.
• Dependability: Follows instructions, takes ownership of actions, and meets commitments or communicates proactively about delays.

QUALIFICATIONS

• A Bachelor's degree (BA or BS) from an accredited institution is required, preferably in a field such as behavioral or social science, early childhood education, public policy, business, or public administration. A Master's degree is preferred.
• A minimum of three years of progressive professional experience is necessary, encompassing federal grants management, compliance monitoring, regulatory oversight, and program or financial management within non-profit or for-profit sectors.
• At least one year of specialized experience providing technical assistance and guidance to early childhood education, social, or behavioral science programs funded at the state, local, or federal level.
• Proven ability to effectively use various data management tools.
• Demonstrated skill in aggregating, analyzing, and presenting data from multiple sources.
• Strong oral and written communication abilities, with a track record of producing high-quality documents like memoranda, presentations, and correspondence.
• Proficiency in using diverse web-based and standard data management software packages.
• Expertise in Microsoft Excel for data analysis and reporting; experience with Smartsheet is highly advantageous.
• Willingness and ability to travel for annual onsite visits to assigned grantees, as well as for regional events, meetings, and conferences.
• Excellent customer service skills and relevant experience are essential.
• A keen eye for detail and a process-oriented approach are required.
• Must be able to successfully obtain and maintain a federal Public Trust background investigation clearance.

PREFERRED QUALIFICATIONS

• Experience working with early childhood programs, particularly Head Start and/or Early Head Start.
• Demonstrated experience with the administration of federal discretionary grants.
• Familiarity with federal grant management systems such as GrantSolutions, HSES, OLDC, and/or PMS.
• Working knowledge of federal grant regulations, specifically 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards).
• Understanding of OHS monitoring frameworks, including FA1, FA2, CLASS reviews, and the Designation Renewal System (DRS).

PHYSICAL DEMANDS

The physical demands outlined are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be provided to enable individuals with disabilities to perform these functions. Employees are regularly required to sit, use hands for fine motor tasks, and communicate verbally or by listening. Frequent reaching with hands and arms is expected. Occasional standing, walking, climbing, balancing, stooping, kneeling, or crouching may occur. The role involves regularly lifting and/or moving up to 10 pounds and frequently lifting and/or moving up to 25 pounds. Specific vision abilities required include close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

This position is designated as remote. While the client is based in Denver, CO, the possibility of on-site work may arise if circumstances change. The typical work environment is moderately noisy.