HBCU TITLE Ill PROGRAM DATA & RESEARCH ADMINISTRATOR-AMERICAN BAPTIST COLLEGE
Department: Title Ill/ Institutional Advancement Position Title: Program Data & Research Administrator-Title Ill Reports To: Title Ill Director and/or Assistant Title Ill Director Employment Classification: Part-Time FLSA Status: Exempt Institution: American Baptist College
POSITION SUMMARY
The Program Data & Research Administrator-Title Ill is responsible for coordinating the collection, management, analysis, validation, and reporting of institutional and programmatic data associated with the College's Title Ill grant activities.
The position provides critical data, research, assessment, and administrative support to ensure that Title Ill-funded activities are appropriately documented, measurable, aligned with approved grant objectives, and supported by accurate evidence of institutional progress.
Working collaboratively with the Title Ill Director, Assistant Title Ill Director, Activity Directors, institutional leadership, faculty, staff, and other designated offices, the Program Data & Research Administrator establishes and maintains systems for tracking performance indicators, project outcomes, expenditures-relatedprogram data, student success measures, and other evidence required for internal assessment and federal reporting.
This position serves as a central resource for data integrity, program assessment, research, documentation, and evidence-based decision-makingwithin the Title Ill program.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Title Ill Data Management & Compliance
Develop, maintain, and administer a comprehensive data-management process for Title Ill activities and objectives.
Collect, organize, validate, and maintain quantitative and qualitative data necessary to document progress toward approved Title Ill goals, objectives, activities, and performance measures.
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Maintain supporting documentation and data files necessary for federal reporting, institutional audits, program reviews, monitoring visits, and other compliance activities.
Assist Title Ill leadership in monitoring program performance against the institution's approved Title !II Comprehensive Development Plan, grant application, annual objectives, and established performance indicators.
Ensure appropriate records are maintained in accordance with applicable federal regulations, institutional policies, grant requirements, and established records-retention practices.
- Research & Institutional Data Analysis
Conduct institutional and programmatic research to support Title Ill planning, implementation, assessment, and continuous improvement.
Analyze institutional data related to areas such as:
- Enrollment and student demographics
- Retention and persistence
- Graduation and completion
- Academic achievement
- Student engagement and support services
- Faculty and staff development
- Institutional capacity
- Technology and infrastructure
- Fiscal and operational effectiveness
- Other Title Ill-approved performance measures
Identify trends, patterns, gaps, and emerging issues within institutional and Title Ill program data.
Develop comparative, longitudinal, and trend analyses to help leadership evaluate program effectiveness and institutional progress.
Assist with benchmarking against appropriate institutional, state, regional, HBCU, and national higher-education data when applicable.
- Performance Measurement & Assessment
Work with Activity Directors and other responsible personnel to establish effective methods for measuring progress toward approved objectives.
Maintain tracking systems for:
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Objectives ➔ Activities ➔ Performance Indicators ➔ Outcomes ➔ Supporting Evidence
Monitor established baseline data, annual targets, milestones, and actual performance results.
Assist Activity Directors in identifying appropriate documentation and evidence to demonstrate successful completion of grant-funded activities.
Review submitted performance information for completeness, accuracy, consistency, and alignment with approved Title Ill objectives.
Identify potential performance deficiencies or documentation gaps and communicate concerns to Title Ill leadership in a timely manner.
Support the development and implementation of corrective action or improvement strategies when performance indicators are not being achieved.
- Federal & Institutional Reporting
Provide data and research support for required Title Ill reports and related federal submissions.
Assist Title Ill leadership with preparation of annual performance reports, continuation reports, institutional reports, evaluations, and other required documentation.
Compile supporting data, narratives, tables, charts, dashboards, and evidence for reporting purposes.
Verify reported accomplishmentsagainst supporting documentation before information is incorporated into official reports.
Maintain historical program data to support year-to-year comparisons and demonstrate progress over the grant period.
Coordinate with appropriate institutional offices to reconcile Title Ill-reported data with official institutional records.
S. Data Dashboards & Performance Monitoring
Develop.and maintain Title Ill performance dashboards and reporting tools that provide leadership with timely information regarding program implementation.
Create visual reports that communicate:
- Current performance against established targets
- Activity completion status
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- Key performance indicators
- Student success outcomes
- Budget-to-program relationships when appropriate
- Grant milestones
- Emerging trends
- Areas requiring corrective attention
Provide periodic data updates to the Title Ill Director, Assistant Title Ill Director, Activity Directors, and other authorized institutional leadership.
- Program Evaluation & Continuous Improvement
Support formative and summative evaluation of Title Ill-funded activities.
Assist with surveys, assessments, focus groups, questionnaires, and other data-collection instruments used to evaluate program effectiveness.
Analyze program results and prepare findings that can inform institutional decision-making.
Collaborate with Title Ill leadership and Activity Directors to determine whether implemented activities are producing the intended outcomes.
Assist in documenting lessons learned, effective practices, challenges, and recommendations for program improvement.
Support the College's efforts to institutionalize successful Title Ill initiatives beyond the federal funding period.
- Research & Grant Development Support
Conduct research to support Title 111 strategic planning and future grant-development opportunities.
Gather institutional, demographic, workforce, higher-education, and community data that may support funding proposals and institutional initiatives.
Assist with development of needs assessments, problem statements, baseline data, performance measures, and measurable objectives for future grant applications.
Research emerging trends and best practices affecting HBCUs, higher education, student success, institutional capacity, and federally funded programs.
- Documentation & Records Management
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Establish and maintain organized electronic and physical records related to Title Ill data, research, assessment, and reporting.
Maintain documentation demonstrating the relationship between approved activities, expenditures, implementation,and measurable outcomes.
Assist in ensuring documentation is readily available for audits, monitoring visits, federal reviews, and internal evaluations.
Maintain confidentiality and security of student, employee, financial, and institutional information in accordance with applicable laws and College policies.
- Collaboration & Technical Assistance
Provide technical assistance to Title Ill Activity Directors and participating departments regarding data collection, performance measurement, assessment, and documentation requirements.
Develop standardized data-collection templates, reporting forms, tracking tools, and procedures.
Conduct periodic meetings with Activity Directors to review performance dataand documentation.
Collaborate with offices such as Institutional Research, Academic Affairs, Student Affairs, Enrollment Management, Finance, Information Technology, and other institutional units to obtain reliable data.
Participate in Title Ill staff meetings, planning sessions, professional-development activities, technical-assistance workshops, and federal grant training as required.
MINIMUM QUALIFICATIONS
Education: Bachelor's degree from an accredited institution in Data Analytics, Research, Higher Education Administration, Business Administration, Public Administration, Statistics, Information Systems, Education, Social Sciences, or a related field.
Master's degree preferred.
Experience: Three to five years of progressively responsible experience involving institutional research, data management, assessment, program evaluation, grants administration, higher-education administration, or a related area preferred.
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Experience working with federally funded programs, Title Ill programs, HBCUs, or other higher-education grant programs is highly desirable.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
The successful candidate should demonstrate:
- Strong quantitative and qualitative research skills.
- Advanced analytical and problem-solvingabilities.
- Ability to interpret complex data and translate findings into understandable reports.
- Strong attention to detail and commitment to data accuracy.
- Knowledge of program evaluation and assessment methodologies.
- Ability to establish and monitor measurable performance indicators.
- Excellent written and verbal communication skills.
- Strong organizational and records-management skills.
- Ability to manage multiple deadlines and reporting requirements.
- Ability to work collaboratively across institutional departments.
- Ability to handle confidential and sensitive institutional information appropriately.
- Proficiency with Microsoft Excel, Word, PowerPoint, and related productivity applications.
- Experience with databases, data visualization, statistical analysis, dashboards, student information systems, or institutional research platforms is preferred.
- Working knowledge of federal grant compliance and Uniform Guidance (2 CFR Part 200) is preferred.
KEY PERFORMANCE EXPECTATIONS
Successful performance in this position will be demonstrated through:
Data Accuracy: Title Ill reports are supported by complete, reliable, and verifiable institutional data.
Timeliness: Required data and performance reports are completed according to established internal and federal deadlines.
Documentation: Program accomplishments are supported by sufficient evidence and organized documentation.
Performance Monitoring: Leadership receives timely information concerning progress toward Title Ill objectives and performance indicators.
Compliance Support: Data and supporting records are maintained in a manner that supports federal monitoring, audits, evaluations, and reporting.
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Continuous Improvement: Research and analysis are used to identify opportunities to strengthen Title Ill activities and institutional effectiveness.
ACCOUNTABILITY & AUTHORITY
The Program Dat� & Research Administrator serves in a research, administrative, analytical, and compliancl-support capacity.
The position does not independently authorize Title Ill expenditures, modify approved grant objectives, approve budget revisions, obligate federal funds, or make final determinations regarding federal grant compliance unless such authority has been formally delegated in writing.
All significant programmatic, fiscal, or compliance concerns identified through data analysis or program monitoring shall be reported to the Title Ill Director and/or Assistant Title Ill Director for appropriate review and action.
CONFIDENTIALITY & COMPLIANCE
The Program Data & Research Administrator is expected to maintain the highest standards of confidentiality, professional ethics, data integrity, and regulatory compliance.
The employee must comply with applicable College policies and procedures and applicable federal requirements governing Title Ill funds, including relevant U.S. Department of Education requirements, Uniform Guidance, FERPA requirements, records-retention requirements, and other applicable regulations.
GENERAL STATEMENT
This job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not intended to represent an exhaustive list of all duties, responsibilities, or qualifications.
Duties may be modified based upon institutional needs, changes to the approved Title Ill grant, federal.guidance, organizational structure, or other programmatic requirements.
