Coordinator of Federal Programs

POSITION DESCRIPTION SECTION I: GENERAL INFORMATION Position Title: Coordinator of Federal Programs Department / Building: Elementary Education/District Office Reports To: Executive Director of Elementary Schools FLSA Status: Exempt Duty Year: 260 days (12 month) Position Last Updated: 9/17/26 Minimum Salary: $108,802.10 Salary will be determined based on experience and qualifications. This position falls within the Act 93 Agreement. SECTION II: JOB SUMMARY The Coordinator of Federal Programs is responsible for coordinating and supporting the administration of federal education programs within the District, including but not limited to, programs authorized under the Every Student Succeeds Act (ESSA) such as Title I, Title II, Title III, and Title IV. This position supports the fiscal management, compliance monitoring, data reporting, and program coordination required to ensure federal funds are used effectively and in accordance with federal and state regulations. The Coordinator of Federal Programs works collaboratively with district leadership, school administrators, and program staff to support the planning, budgeting, implementation, and monitoring of federally funded initiatives. The position also manages and executes federal reporting requirements, grant compliance, and communication with the Pennsylvania Department of Education (PDE). SECTION III: ESSENTIAL DUTIES AND RESPONSIBILITIES Duty/Responsibility #1 Statement of duty/responsibility: Grant Administration & PDE eGrants Management Tasks involved in fulfilling above duty/responsibility: Direct and manage the end-to-end operational lifecycle of grant applications, budget revisions, quarterly reports, and final expenditure reports within the Pennsylvania Department of Education (PDE) eGrants portal. Lead and coordinate the development of federal program applications by gathering input from administrators, instructional staff, and program leads to ensure plans are complete, compliant, and aligned with program requirements. Support the identification and development of federally funded programs aligned to District priorities, collaborating with district and building leadership to ensure program design reflects student needs and allowable uses of funds. Duty/Responsibility #2 Statement of duty/responsibility: Compliance Monitoring & Time and Effort Tasks involved in fulfilling above duty/responsibility: Oversee and manage federal Time and Effort documentation processes (semi-annual certifications and personnel activity reports) to ensure full compliance with federal Uniform Guidance (2 CFR 200). Ensure federally funded programs are implemented in accordance with federal and state regulations and District policies. Support documentation, monitoring, and audit readiness, including maintaining required records and ensuring timely submission of required materials. Develop, refine, and implement standard operating procedures, guidance documents, and training materials related to federal program implementation and compliance to promote consistency and clarity in district-wide practices. Duty/Responsibility #3 Statement of duty/responsibility: Stakeholder Support & Non-Public Services Tasks involved in fulfilling above duty/responsibility: Coordinate timely and meaningful consultation with eligible private and non-public school officials regarding equitable participation in applicable federal programs. Support Title I schools with the implementation and tracking of required parent/family engagement (PFE) policies, annual stakeholder meetings, and school-parent compacts. Design, deliver, and facilitate formal district-wide training, ongoing guidance, and technical assistance to school administrators, program staff, and non-public school officials regarding program requirements, allowable activities, and implementation expectations to support consistent execution across schools and departments. Duty/Responsibility #4 Statement of duty/responsibility: Cross-Functional Coordination & Reporting Tasks involved in fulfilling above duty/responsibility: Collaborate with curriculum, finance, compliance, and data teams to ensure alignment between program activities, funding requirements, and district systems. Track program implementation, participation, and outcomes, assisting in the collection, verification, and submission of required federal and state reports. Support the use of data to evaluate program effectiveness and inform continuous improvement. Serve as a liaison between the District and state or federal agencies regarding program implementation and reporting. Duty/Responsibility #5 Statement of duty/responsibility: Special Projects/Additional Duties Tasks involved in fulfilling above duty/responsibility: Attend and participate in meetings, trainings, and professional development related to federal program regulations and public-sector grant management. Perform other related tasks and responsibilities as directed by the Executive Director of Elementary Schools, Superintendent, or their designees. Perform other duties as assigned or requested. SECTION IV: EDUCATION, EXPERIENCE AND ESSENTIAL SKILLS REQUIREMENTS Education: The District values both traditional academic preparation and applied professional experience. Candidates with cross-functional backgrounds (e.g., education and finance, program administration and compliance, or data and reporting) are encouraged to apply. Experience: Equivalent combination of education and relevant professional experience in grant administration, school district operations, or federal program management will be considered. Experience with federal education programs and funding requirements under the Every Student Succeeds Act (ESSA), including Title I, Title II, Title III, and Title IV programs preferred. Experience in grant budgeting, fiscal monitoring, compliance oversight, and required reporting processes preferred. Experience working within a school district, intermediate unit, government agency, or similar public-sector environment preferred. Experience supporting audits, monitoring reviews, or compliance-related activities preferred. Essential skills required to perform the work: Proficiency in applications such as Microsoft Suite, but especially Microsoft Excel. Ability to interpret and apply federal and state regulations, including Uniform Guidance and applicable education requirements. Ability to translate complex regulatory and fiscal requirements into clear, practical guidance for district staff. Strong organizational and analytical skills with attention to detail. Strong written and verbal communication skills. Ability to collaborate effectively with administrators, program staff, and external stakeholders. Ability to manage multiple priorities, timelines, and reporting requirements simultaneously. SECTION V: PHYSICAL JOB REQUIREMENTS The physical job requirements described here are representative of those an employee encounters while performing the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions. Demands N = never / O = occasionally (1-33%) / F = Frequently (34-66%) / C = Consistently (67-100%) PhysicalLifting/CarryingExposure to Environmentals StandingF Up to 10 poundsC Possible exposure to blood-borne pathogens through body and/or body fluidsN WalkingF Up to 25 pounds O Toxic chemicalsN SittingF Up to 50 pounds O Moving partsN Talking in person/on the phoneF Up to 75 pounds N Electrical shock riskN Pushing/pullingO Up to 100 poundsN ExplosivesN HearingF More than 100 pounds N FumesN Feeling, grasping, finger dexterityO Noise LevelsExtreme cold (non-weather)N Climbing, balancingO Quiet (i.e. private office)O Extreme heat (non-weather)N Stooping (bend at waist)O Moderate noise (i.e. business office with printers, light traffic)F Varying weather conditionsN Crouching, crawling, kneeling, squattingO Loud noise (i.e. many children laughing and playing, large earth moving equipment)N Sight Stretching/reaching with hands and armsO Very loud noise (i.e. jack hammer, front row rock concert)N Vision for close work/ability to adjust focusO Distinguishing smellN Looking at computer monitorC Distinguishing temperatureN Color vision (identify and distinguish colors)O Traveling by automobileO Peripheral, depth perceptionO SECTION VI: STANDARDS OF CONDUCT AND JOB PERFORMANCE Performance of Duties: Employees must faithfully perform, at a professional level of competence, the services and duties prescribed by the District, regardless of whether such duties are specifically described in policy, in a job description, in a notice of assignment, or in another document. Prompt and regular attendance is an essential function of each employee's job. Employees must also comply with all lawful directives issued by the Superintendent or by any other individual with supervisory authority. In addition, employees must comply with all applicable federal and state laws and with all rules, regulations, and policies established by the District. Employees may not, directly or indirectly, engage or participate in any action or conduct that conflicts in any respect with the interests of the District. Toward that end, employees may not engage or participate in any action or conduct that is inconsistent with their job duties, the basic educational mission of the District, or the desired image of the District.