Grant Coordinator & Administrative Assistant to the Office of Learning

South Burlington School District

About South Burlington School District:


At South Burlington School District, we believe in supporting the whole employee-inside and outside the workplace. We offer a comprehensive benefits package that includes amazing, competitively priced health insurance, dental coverage, sick time, professional time and other leaves. Additionally, we offer a robust retirement plan which for educators is through VT State Teachers Retirement; and for other staff consists of a 403b plan with up to 6% provided by the district. Employees may also enjoy professional development opportunities, tuition reimbursement, wellness initiatives, Employee Assistance Programs and meaningful work that directly impacts student success and community growth.

Job Title: Grant Coordinator & Administrative Assistant


Location: Central Office


Job Group: Non-Union Support Staff


Pay Level: Exempt, Grade 35


Reports to: Executive Director of Learning and Student Support Services

Summary: Provides high-quality administrative support for the Executive Director of Learning and Student Support Services and Director of Equity, Belonging and Family Engagement. Provides effective and timely coordination between the central office, school-based staff, community members, and the School Board. Works in a highly visible office dealing with sensitive, confidential communications and information.


Essential Duties and Responsibilities:

1. Manages the Consolidated Federal Program (CFP) and other assigned district grants:

1. Executes and records procurement process, contracts, invoices, professional activity records (PAR), MOUs, Periodic Time Certifications, and timesheets.
2. Assists EDOLSS and DEBFE in creating and submitting grant assurances and required reports.
3. Submits and revises federal grant applications, budget codes, amendments, and other documentation as needed (e.g., Continuous Improvement Plan, Data Inventory, Comprehensive Needs Assessment).
4. Coordinates equitable services for independent schools and serves as their primary contact.
5. Serves as a liaison between EDOL and Agency of Education (AOE) CFP Team in order to apply accurate interpretation of state & federal guidance.
6. Attends CFP fiscal and program training in order to stay current on related policy and procedures.
7. Tracks grant funding expenses for district and independent schools and work with the Business Office to help ensure the accurate use of grant funds.

1. Manages professional learning activities districtwide:

1. Executes and records all staff course and conference requests, registration & reimbursement.
2. Tracks professional learning expenditures and updates EDOL and staff as to remaining availability of related funds.
3. Verifies and records completion of professional learning activities by staff, and of services and materials provided by vendors.
4. Maintains educator coursework records for salary credit.
5. Recommends salary movement for eligible educators and coordinates with the Business Office for contract adjustments.

1. Manages critical functions of the Office of Learning and DEBFE:

1. Collects, records, and tracks completion of licensed staff evaluations and their completion rate in reference to due dates by school and supervisor.
2. Assist the Mentor Coordinator with the teacher mentor program.
3. Tracks expenditure of local and federal funds and provides periodic fund audits to EDOLSS and DEBFE
4. Enter requisitions for purchase orders, processing invoices for EDOLSS and DEBFE.
5. Coordinates large-scale student & staff learning activities for the Office of Learning and DEBFE
6. Maintains effective communication with all stakeholders in contact with the Office of Learning and DEBFE.
7. Update websites for the Office of Learning and DEBFE.
8. Assists EDOLSS in scheduling appointments, communicating with staff and stakeholders, managing data, writing reports, and managing large-scale projects.

1. Manages critical functions for the Superintendent's Office:

1. Provide back up for the Executive Administrative Assistant when needed.
2. Supports planning and operation of annual District Convocation at the beginning of each school year.

1. Other duties and projects as assigned.

General Responsibilities: The ability to work in a collaborative team environment is essential to the employee's successful job performance. May occasionally assist in the training, hiring, and supervision of others. Regular attendance in accordance with established scheduled days/hours.


Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and/or Experience : Bachelor's degree in Business or a related field, plus at least 2 years of related work experience required; equivalent combination of education and related work experience will be considered. Experience with grants is preferred. Work experience in a school system is preferred.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations as defined by the District may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to sit, talk, see, and hear. The employee frequently is required to walk, and demonstrate manual dexterity to type, operate office equipment, file, reach, and grasp items. The employee is occasionally required to stand, bend, lift and carry items. Specific vision requirements include close, depth and color vision. The employee must be able to transport materials and equipment from building to building for meetings.


Why Join SBSD?

*Supportive colleagues and leadership

*Strong commitment to diversity, equity, and inclusion

*Professional growth and advancement

*Comprehensive benefits

*Meaningful work that impacts students daily