UNIVERSITY OF SOUTHERN MAINE – JOB DESCRIPTION



I. Title: SENIOR Manager/senior policy ASSOCIATE: violence

against women aCt measuring effectiveness (VAWA

MEI) initiative

Division: Muskie School, Cutler Institute for Health and Social Policy,

Justice Policy Program (JPP)

Location: Portland

Schedule: Flexible

Organizational Relationships:

Reports to: Director of Strategic Justice and Violence Against Women Initiatives

Supervises: VAWAMEI Administrative staff, Training Director, VAWA MEI Project Coordinator and Database Specialist

Coordinates with: Project Staff, Justice Policy Program area staff, other Institute staff, and University Professionals.

II. Statement of the Job:

The primary purpose of this position is to manage and develop the VAWA Measuring Effectiveness Initiative (VAWAMEI) Project and to serve in a collaborative leadership role for the Justice Policy Program area for the Cutler Institute. The SM/SPA is the PD of VAWAMEI and has primary responsibility for the administrative management of the VAWAMEI, including budget planning and management of the VAWAMEI grants, VAWAMEI performance management processes, and the development, implementation, monitoring and evaluation of management systems and operational procedures. The SM/SPA is the primary VAWAMEI liaison with Finance, Human Resources and other administrative departments of Muskie, Cutler and USM regarding administrative matters. Major responsibilities include planning, design, and implementation of VAWAMEI; supervision of project administrative support staff. In addition to knowledge of violence against women issues, this position requires expertise in management, professional development systems, organizational improvement, and shared decision-making on a variety of levels.

III. Essential Functions:

1. Manages all aspects of VAWAMEI federal grants and collaborates with the Director of Strategic Justice and Violence Against Women Initiatives (SJI/VAW Director) on all development activities for the VAWAMEI. Responsible for overseeing compliance with federal grant requirements, monitoring special conditions thereon, guiding the preparation of program reports in consultation with the PI, ensuring delivery of the contract products with the Office on Violence Against Women, and reviewing the fiscal reports on all grants. Responsible for developing and facilitating grants management procedures for the VAWAMEI.

2. Manages the development of VAWAMEI budgets, including special project and conference budget planning, and the timely, efficient expenditure of funded programs and projects. Assures that VAWMEI Project and Justice Policy Program requirements are addressed in planning and development of resources for the project.

3. In consultation with the PI and the members of the VAWAMEI management team, plans, designs, and implements VAWAMEI.

4. Supervises the VAWAMEI Project Coordinator and Administrative staff.

5. Manages the interface with the University (Business Services, OSP, etc.) on all VAWA MEI fiscal matters in consultation with the Tammy’s new title.

6. Responsible for coordination of the hiring process of the VAWA MEI. Facilitates interviews for VAWA MEI applicants and the hiring of potential staff. In consultation with University and Muskie Human Resources personnel, the PI, and the SJI/VAW Director develops and facilitates a system for staff recruitment, selection and retention.

7. Manages, in consultation with the SJI/VAW Director and Human Resources, all personnel matters related to the VAWAMEI, including termination, development and training, advancement/promotion, conflict resolution, and salary administration for all positions within the VAWA MEI.

8. Responsible for the preliminary development of all VAWAMEI job descriptions; to be approved by the SJI/VAW Director, Muskie Human Resources and the PI.

9. Represents the PI at internal organizational meetings related to administration.

10. As a member of the JPP Leadership Team, attends and participates in those meetings, in-service training events and staff meetings of the JPP. Is the VAWAMEI Management Team member on organization workgroups dealing with administrative issues, e.g. Finance, Workflow, and Human Resources. Participates in the long-term planning on JPP activities.

11. Oversees the consulting and contracting process for the VAWAMEI.

12. Responsible for the development and implementation of VAWAMEI operational procedures to coordinate work and keep administrative processes flowing smoothly within the department and organization.

13. Manages the development and maintenance of an administrative calendar to include grant reporting dates and staff evaluations. Oversees the completion of these tasks. Oversees the development of other VAWAMEI calendars.

14. Responsible for the scheduling of VAWAMEI staff related to vacations, comp, flex time, and other leave time.

15. Reviews and approves VAWAMEI equipment, supplies and furniture acquisitions.

16. Maintains secure VAWAMEI personnel files.

17. Performs other duties as may be assigned by Cutler Management.

IV. Marginal Functions:

1. Attends Cutler Institute staff meetings.

2. Attends Project Directors meetings.

V. Supervisory Responsibilities:

Supervises the VAWAMEI Administrative support staff, the VAWAMEI Project Coordinator, the VAWAMEI Database Specialist and the VAWAMEI Training Director. Coordinates the work of VAWAMEI assistants with appropriate supervisors.

VI. Budget Responsibilities:

Responsible for the development and management of the VAWA MEI project budget in conjunction with Muskie’s Grants and Contracts staff, the PI, and the SJI/VAW Director.

VII. Public/Professional Responsibilities:

Actively involved in and maintains professional and associations with peers in the field through membership in national organizations, representation on boards, and presentations at conferences.

VIII. Internal/External Contacts:

External as determined by the PI and SJI/VAW Director.

Internal as determined by the above and recommended by VAWAMEI, JPP and Muskie staff.

IX. Knowledge, Skills, and Abilities:

1. Experience in grants management, budget planning and execution, and report writing.

2. Experience in personnel management, including recruitment, hiring, orientation, conflict resolution, retention, development, assistance and/or termination of employees. Experience in job creation and retrenchment.

3. Demonstrated leadership skills.

4. Demonstrated knowledge base of office systems, including role and function of organizational administration, essential elements of effective/efficient procedures and protocols.

5. Experience providing direct supervision and management of staff and delegation to appropriate staff members.

6. Excellent communication and problem-solving skills.

7. Ability to work both independently and collaboratively. Time management and organizational skills. Demonstrated ability to effectively handle multiple tasks at one time.

8. Excellent command of English language, punctuation, grammar, proofreading, editing and writing skills, etc.

9. Excellent computer/word processing skills. Knowledge of Microsoft Word, Excel, Access preferred. Knowledge of violence against women policy and practice and a commitment to ending violence against women.

10. Understanding of issues of cultural and socioeconomic diversity as they apply to prevention, intervention, and services related to violence against women.

11. Ability to maintain and preserve confidentiality.

12. Access to own transportation; willingness and ability to travel required.

13. Advanced training and experience in business administration and operation of a law office or large research project preferred.

X. Qualifications:

Education: Bachelor Degree and a minimum of 7 years of experience or a Master’s degree and 5 years of experience in organizational management and in grants administration.

For Office Use Only:

Approved Date: 8/25/2009

Job Family: 11

Salary band: 106

Unit: UMPSA

CUPA code:

Employee:

Position #: 00021096

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