Program Specialist Region 9

Program Specialist

The Program Specialist is a full-time position with FM Talent Source for one of our valued clients, the Office of Head Start (OHS), Administration for Children and Families (ACF), U.S. Department of Health and Human Services (HHS). The Program Specialist provides programmatic and administrative support for the award, administration, and oversight of discretionary Head Start and Early Head Start grants within the ACF West Region. This includes working directly with grantees, federal staff, and grants management personnel to ensure grant compliance, improve program performance, and support federal monitoring activities.

Essential Duties And Responsibilities

• Perform activities related to the award and administration of discretionary grants, including coordinating closely with Managers and the Grants Officer on each grant, with particular attention to high-risk grantees requiring enhanced oversight, corrective action plan monitoring, and increased reporting.
• Support grant application and award processes, including preparing and tracking Financial Assistance Awards (FAAs), reviewing continuation grant applications, and ensuring timely action 30 days prior to a grantee's budget period end date.
• Provide guidance, technical assistance, and direction to grantees to improve accountability and program performance, including virtual and on-site engagement as directed.
• Support federal monitoring activities in accordance with current OHS monitoring protocols, including Focus Area 1 (FA1), Focus Area 2 (FA2), CLASS reviews, and the Designation Renewal System (DRS) process.
• Utilize and maintain proficiency in federal grant management systems including GrantSolutions, the Head Start Enterprise System (HSES), the Online Data Collection System (OLDC), and the Payment Management System (PMS).
• Assist in collecting, aggregating, and analyzing enrollment and program data for all grantees, using existing databases and spreadsheet applications to support compilation and analysis.
• Prepare briefing materials, data summaries, memoranda, and presentations for OHS leadership on grantee status, program performance, and compliance issues.
• Provide administrative, data management, data analysis, and technical writing support for Office systems used to track and resolve issues involving grantees, including external inquiries, complaints, incidents, and special interest situations.
• Perform other related duties as assigned.

Competencies

• Analytical Applies critical thinking to proactively anticipate issues and solve problems. Collects and researches data; uses judgment and experience to complement analysis.
• Problem Solving Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with sensitive topics.
• Technical Skills Assesses own strengths and weaknesses; pursues training and development opportunities; strives to build knowledge and skills continuously; shares expertise with others.
• Customer Service Manages difficult or sensitive customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Quality Management Demonstrates accuracy and thoroughness in all work products.
• Ethics Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and upholds organizational values.
• Judgment Displays willingness to make decisions; includes appropriate people in the decision-making process; acts in a timely manner.
• Motivation Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; self-motivated.
• Planning/Organizing Prioritizes and plans work activities effectively; uses time efficiently; anticipates needs for additional resources.
• Professionalism Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Quality Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure high standards.
• Initiative Volunteers readily; undertakes self-development activities; seeks increased responsibilities; identifies and acts on opportunities; asks for and offers help when needed.
• Forward Thinking Anticipates the implications and consequences of situations and takes appropriate action to prepare for possible contingencies.
• Interpersonal Skills Focuses on solving conflict constructively; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and new approaches.
• Oral Communication Speaks clearly and persuasively in positive or negative situations; listens actively and seeks clarification; responds well to questions; demonstrates group presentation skills; participates effectively in meetings.
• Written Communication Writes clearly and informatively; edits work for spelling and grammar; adapts writing style to meet audience needs; able to read and interpret written information.
• Diversity Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
• Organizational Support Follows policies and procedures; completes administrative tasks correctly and on time; supports the organization's goals and values; supports affirmative action and respects diversity.
• Strategic Thinking Develops strategies to achieve organizational goals; understands the organization's strengths and weaknesses; analyzes relevant factors and adapts strategy to changing conditions.
• Adaptability Adapts to changes in the work environment; manages competing demands; adjusts approach to best fit the situation; handles frequent change, delays, or unexpected events effectively.
• Attendance/Punctuality Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability Follows instructions and responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or proactively communicates an alternate plan

Qualifications

• A minimum of a BA or BS Degree, with a preference for a Master's degree, in a field related to behavioral or social science, early childhood education, public policy, business, or public administration from an accredited university or college.
• At least 3 years of progressive professional experience related to the task activities, including federal grants management, compliance monitoring, and regulatory oversight, and non-profit or for-profit program and/or financial management.
• At least one (1) year of specialized experience providing guidance and technical assistance to state, local, or federally funded early childhood education, social or behavioral science programs.
• Demonstrated ability in utilizing a variety of data management tools.
• Demonstrated ability to aggregate, analyze and present data gathered from multiple sources.
• Demonstrated ability to communicate clearly, both orally and in writing, and produce high-quality written products such as memoranda, presentations, and correspondence.
• Demonstrated ability in utilizing a variety of web-based and off-the-shelf data management software packages.
• Proficiency in Microsoft Excel for data analysis and reporting; Smartsheet experience highly desirable.
• Ability to travel to conduct annual onsite visits to assigned recipients, as well as to attend regional events, meetings, and conferences.
• Must have strong customer service skills and experience.
• Must be detail-oriented and process-oriented.
• Must be able to obtain and maintain a federal Public Trust background investigation clearance.

Preferred

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

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 may be made to enable individuals with disabilities to perform the essential functions.