Baby Promise Grant Coordinator

Primary PurposeThe position manages the Baby Promise grant program requirements under the supervision of the CCR&R Program Manager. This includes but is not limited to project management and coordination, contractor and vendor communications, contract management, invoice and payment management. Additional responsibilities include oversight of MOU’s and any associated contracts and sub recipient agreements, project files, and compliance with federal, state, and local regulations, grant requirements, procurement procedures, and Southwestern policies and procedures.

Description of Duties and tasksThe duties below are representative of the position and not intended to cover all of the duties performed. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment. All assignments and work schedules can include day and evening hours and are created by the CCR&R Program Manager and/or Director of Childhood Education Director.
Essential Job Functions
Sub recipient Contracts

Develop, invite, review, and accept proposals for grant sub recipient funding eligibility opportunities.
Evaluate all required attachments to proposals and complete risk assessment for each sub recipient.
Prepare and initiate contracts with selected sub recipients, including any necessary due diligence. Ensure that a complete inventory of fully executed contracts are maintained.
Evaluate sub recipient performance, established through risk assessment and provide written monitoring reports to sub recipients. Coach sub recipients, through training and technical assistance, as needed.
Manage monthly reimbursement submission and payment processes. Ensure all invoicing and payments comply with applicable policies and procedures. Maintain all necessary documentation required for payment voucher submissions.
Track compliance with subgrant requirements, including attendance records, insurance requirements, OCCD standing, and document subrecipient adherence to all guidelines.
Prepare Baby Promise reports for the ELD, along with CARE Connections Program Manager.
Vendor and Contractor ContractsDevelop relationships with contractors and community partners for use on current and future projects.
Coordinate bidding processes in compliance with Uniform Grant Guidance and procurement requirements.
Prepare and execute contracts. Ensure invoices and payments are received and processed in accordance with terms of contract. Review payment vouchers for accuracy, coding, and allowable expenditure categories.
General Baby Promise Grant SupportManage regular written and phone communications with CCR&R team, contractors, community partners, vendors, and sub recipients.
Review Baby Promise applications from families to determine eligibility for child care assistance.
Coordinate special projects as requested.
Develop MOU’s as necessary and manage fully executed MOU’s.
Work with CCR&R Program Manager to develop and monitor grant budget.
Models and ensures diversity and cultural competency (respect, inclusiveness, reflecting, valuing, and welcoming cultural differences) in all position responsibilities regardless of race, ethnicity, religion, gender, social class, sexual orientation, ability, nationality, age, language, origin, or employment status.
MARGINAL JOB FUNCTIONSMaintain open, respectful and positive communication with all staff, parents, community partners, and volunteers
Collaborate positively with CCR&R team members to assure high quality services
Attend required programs, agency meetings and trainings including occasional out of area travel
Complete required documentation to meet CCR&R deadlines
Perform related duties as assigned or directed.
Follow safety procedures and maintain work areas in a clean and orderly manner.
Required Knowledge, Skills and AbilitiesIndividuals must possess the following knowledge, skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Excellent oral and written communication skills with strengths in team building, and cooperative problem solving.
Ability to prioritize tasks in order to meet changing deadlines
Ability to be detail oriented and maintain a high level of accuracy.
High personal integrity and sound professional ethics
Able to be prompt, dependable and flexible; follow through on commitments to team-mates
Ability to work varied hours including some evenings and weekends
Ability to organize work, coordinate projects, work independently and prioritize tasks
Ability to organize and prepare reports
Ability to maintain confidentiality
Ability to work as part of a team
Ability to read and understand technical documents and manuals, as well as the ability to write such documents for use by others.
Ability to use Internet, Microsoft Outlook, Word, and Excel as needed.  Able to learn and function in the College’s information management system, maintenance software, door access and video surveillance as well as learn new software as needed. Knowledge of implementing and maintaining student information systems and web-based services.
Ability to work effectively and sensitively with individuals of diverse cultural backgrounds and perspectives, and abilities. Ability to effectively communicate with groups and/or individuals, and work with peers, the public and the community in a positive, empathetic, and professional manner.
Ability to follow established Early Learning Division policies and procedures and fulfill all contractual guidelines for the Baby Promise Project.
Ability to follow established college and department procedures and work independently to accomplish those procedures.  Ability to implement general directives and Board policies in the assigned areas of responsibility. Ability to explain established policies and procedures using judgment and diplomacy.
Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to manage sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve complaints/issues, defuse anger, and gain cooperation.

Education: Bachelor’s degree in Business or closely related field.
Experience:  Two years’ experience in accounting, contract management, or project management required.

Specialized knowledge, licenses, etc. Valid Oregon Driver’s License and ability to operate a vehicle
Must be enrolled in the Oregon Central Background Registry prior to beginning employment and enrollment must be maintained throughout employment
Recognizing and Reporting Child Abuse & Neglect, Oregon Safe Sleep for Infants, and Introduction to Child Care Health and Safety trainings must be completed within 30 days of hire date

Preferred skills:Knowledge of community childcare programs, subsidies, community resources, and state regulations pertaining to childcare

Only degrees received from an accredited institution will be accepted:  accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree.

Additional Job Information

Date:                     July 2019
Status:                  Full Time Exempt Specialist, 12 month, contingent on funding
Reports to:         CCR&R Program Manager
Evaluation:         Annually, in accordance with administrative procedures

Southwestern Oregon Community College only accepts applications through this online application system.  We want you to be successful in applying with us.  We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this, please email For technical assistance with your application, please call (855) 524-5627.

Please note: We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them.  Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position.  Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application.  Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents.  Documents containing protected information will be considered incomplete.  Incomplete applications will not be considered.

Positions are subject to budget consideration and approval.  For the candidate who is hired into this position, salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable).  For this reason, please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States.  This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job functions.  It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.  All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

Applicants are eligible to use Veteran’s Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.


MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs. You can request copies of your military service record through the National Archives website at:
For information regarding Veteran’s Preference qualifications, visit the following website:

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