Director, Budget and Grant Administration, Pathways (Internal Candidates Only) - 25217

New York State Education Department • New York, NY, USA •

N/A

per year

Job Description

Position Type:Administrative and Central Office

Office Title/Functional Title:Director, Budget and Grant Administration, Pathways (Internal Candidates Only) - 25217

Civil Service Title:Administrative Education Analyst (Union)

Level:Level C

Division/Office:Office of Student Pathways

Borough:Manhattan Posting End Date:06/26/2025 This position is in a civil service competitive class that is subject to examination. Position is only open to current DOE employees with permanent NYC civil service status as Administrative Education Analyst or permanent in an equivalent title that is eligible for transfer under 6.1.9 to Administrative Education Analyst. This position is open to qualified persons with a disability who are eligible for the 55-a program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a program.

Description:Position Summary: New York City Public Schools’ (NYCPS) mission is to ensure that each student graduates on a pathway to a rewarding career and long-term economic security, equipped to be a positive force for change. To deliver on this mission, the Office of Student Pathways (Pathways) seeks to ensure all students graduate with real-world skills and experience, a head start on life after high school, and a strong plan to put them on this path.

The Office of Student Pathways, under the leadership of the Chief of Student Pathways, leads the district-wide strategy to achieve NYCPS’ bold mission and reimagine the student experience through career-connected learning to ensure that by 2030:

All NYCPS students enter high school with skills in financial literacy and computational thinking and having explored careers of interest;
All NYCPS graduates have foundational skills for career readiness, digital fluency, and financial literacy; a strong postsecondary plan; and early college credits/career credentials through the reimagining of the high school student experience. These skills and experiences will ensure students are prepared for economically secure and rewarding careers;
At least 100,000 NYCPS high schoolers will be in high-quality, accelerated early college and career pathways; through these pathways students will get paid work experience in high-growth, high opportunity fields aligned to their career interests.

The Director is responsible for providing day-to-day budgetary, procurement, contract and operational support to key pathways initiatives in the Office of Student Pathways and oversee the office’s federal and state educational funding including but not limited to the Strengthening Career and Technical Education for the 21^st Century Act (commonly, “Perkins V”) and the New York State Education Department’s (NYSED) Pathways to Technology (PTECH) Grants. The incumbent will serve as a thought partner and provide critical operational support to the Senior Director, Budget and the Deputy Executive Director, Finance and Operations. Performs related work.

Reports to: Senior Director of Budget, Pathways

Direct Reports: N/A

Key Relationships:

The Director will work closely with program team leads within the Office of Student Pathways; Liaise with the New York State Education Department, CTE and Higher Education Opportunity Offices; Division of School Leadership; Division of Financial Operations (DFO); Division of Contracts and Purchasing (DCP); Division of Enterprise Purchasing (DEP); works with District Support Staff; School Principals and administrators; other central New York City Public Schools (NYCPS) offices, external stakeholders and consultants.

Responsibilities

Grants Management and Execution

Manage Perkins V Grant $15M+ budget, including overseeing the day-to-day spending, procurement and operational support to central teams and across 200+ eligible CTE programs.
Manage the project management and administration of the Perkins grant application process for approximately 100 schools, multiple NYCPS Central offices and teams within the Office of Student Pathways, including the creation of a new application form, application process, funding formula revisions and communication strategy.
Manage 5 NYSED Pathways in Technology grants including budget planning, spending, procurement and Minority/Women Owned Business Enterprise (M/WBE) reporting.
Lead the completion and submission of grant proposals, including the preparation of required documentation such as FS-10 and FS-10A to ensure the accurate and timely submission of all necessary materials to meet grant application deadlines and reporting requirements.
Act as main liaison to schools in relation to budget, procurement and contracts in support of the Perkins V School Allocation Memorandums.
Review, approve and track school budget modifications for Perkins V funding ensuring compliance with NYSED guidelines.
Monitor Perkins V Grant inbox and provide support as requested.
Maintain organized records of all grant proposals, supporting documentation, and financial reports
Work closely with Grant and Revenue Office teams to gather financial data required for grant related reporting.
Solicit and review bids and proposals submitted by vendors to ensure compliance with NYCPS, City, State and Federal requirements.
Collaborate with relevant stakeholders, including school principals and administrators, budget and grant offices, programmatic and leadership teams in central offices to gather information required for grant proposals and obtain necessary approvals and signatures within the specified timeframe.

Budget Planning

Collaborate with the Senior Director Budget on strategic budget planning, operations, procurement, and tracking of expenditures to ensure effective program implementation and compliance with NYCPS policies and procedures.
Manage key programs procurement and operational processes, including creating and tracking purchase orders, monitoring funding and providing technical support.
Manage the implementation of procedures for daily administrative and financial operations to ensure compliance with NYCPS Standard Operating Procedures and utilize NYCPS financial systems to ensure smooth budgetary and program operations.
Support the Senior Director Budget and Operations team on processes and spending plans related to the Pathways Integrated School Allocation Memo (SAM) Funding Application, including monitoring completion of the application and spending plan.
Create and produce budget reports and templates to track spending, costs, projections, etc., for program teams.
Establish and update policies that govern the budget and operations of the Office of Student Pathways.
Evaluate expenditures within the Office of Student Pathways to ensure compliance with NYCPS and program guidelines; identifies areas of concern and follows up with program teams to ensure issues are addressed effectively and in a timely fashion.
Resolve budget issues, adjusts budgets and resolves discrepancies including funding modifications and transfers; monitors program budgets and expenditures, and authorizes services rendered.
Advise teams on forecasting budget needs, ensuring that all budgets are scheduled and on track for proper and full expenditure on a timeline compatible to the NYCPS end-of-year budgetary deadlines.
Develop and implement operational processes to improve the effectiveness and efficiency of budget operations and to ensure timely deliverables that help advance the team’s and office’s goals.
Assist in compiling budget-related components of private and public grant proposals, including conducting outreach to vendors, providing cost analysis, and drafting budget narrative statements.
Provide recommendations to the Senior Director on a broad range of financial, budget planning and forecasting, and operational policies, oriented to achieving maximum return on investment across Pathways program areas.

Qualification Requirements:

Minimum

A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies, or a closely related field, or a Juris Doctor degree from an accredited law school and two years of satisfactory full-time professional experience, for educational program(s) and/or institution(s) in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting economic or financial administration, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, 18 months of this experience must have been in an executive, managerial, administrative, consultative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative, consultative or supervisory experience described in "1" above; or
Education and/or experience equivalent to “1”, or “2” above. Graduate education in areas other than those mentioned above, may be substituted for the professional experience, but not for the 18 months of managerial experience described in “1” above, at the rate of 15 graduate semester credits from an accredited college or university for 6 months up to a maximum of 1 year of professional experience. However, all candidates must possess a baccalaureate degree from an accredited college and 18 months executive, managerial, administrative, consultative or supervisory experience, as described in “1” above.

Preferred

Project management experience and problem-solving skills related to gathering, organizing, analyzing and presenting data.
Expert knowledge of NYCPS systems, including Galaxy, FAMIS, and TRAC.
Proven track record in managing the financial elements of grants, programs or projects, including budget planning, cost control, financial reporting, resource allocation, stakeholder communication, and risk management.
Advanced proficiency in computer software programs, particularly Microsoft Office 365/Google applications.
Excellent interpersonal skills in dealing with internal and external stakeholders.
Superior organizational skills and attention to detail.
Ability to organize facts and present information and figures in a clear, concise, and logical manner, both spoken and written.
Demonstrates a strong commitment to providing exceptional customer service.
Ability to work under pressure and meet frequent and changing deadlines.
Flexibility, creativity and ability to solve organizational roadblocks.
Demonstrated ability to anticipate, initiate, and prioritize projects in a rapidly changing environment.
Knowledge of New York City government and education systems is a plus.

Salary: $99,066 - $121,000