Administrative Services Manager

Compliance Administrator

37.5 hours per week; hybrid schedule anticipated (1 day in office, 4 days remote per week).

Statewide travel is required to support in-person site review visits. Mileage or car rental will be reimbursed in accordance with applicable travel policies.

REDCap, Caspio, SharePoint, H drive or shared drives, Excel, Outlook, PowerPoint, and other CEDEP/BGM tracking tools.

The Compliance Administrator supports CEDEP and BGM compliance operations by coordinating subrecipient monitoring activities, maintaining monitoring contact and site review tools, supporting in-person and virtual site reviews, tracking corrective action plans, and maintaining audit-ready documentation. This position requires strong organization, customer-focused communication, database accuracy, and the ability to coordinate logistics and follow-up across CEDEP programs, subrecipients, and internal leadership.

Purpose: Ensure CEDEP subrecipient monitoring readiness by maintaining accurate points of contact and a reliable site visit schedule so monitoring activities occur on time, stakeholders are prepared, and compliance reviews are supported without avoidable delays or documentation gaps.

· Obtain current monitoring contact information for each subrecipient, including name, role, email, and phone.

· Create, maintain, review, and refresh the CEDEP site visit monitoring schedule monthly to reflect priorities, due dates, and leadership direction.

· Coordinate comprehensive site visit logistics, including date and time, location or virtual link, agenda, attendees, and required documents.

· Support in-person/virtual compliance site reviews, including preparation, documentation, and follow-up items.

· Monitor and triage compliance inbox communications, respond to inquiries, and ensure timely follow-up with CEDEP programs and subrecipients.

· Deploy and manage pre-site review questionnaires in REDCap for Grant Managers, Program Directors, and Contract Analysts before each review.

· Draft and customize site review agendas, including start times, program order, and staff roles, to align internal staff and agency expectations.

· Track required document submissions and send reminders to ensure agencies are prepared before reviews.

Purpose: Ensure monitoring activity results are consistently documented and communicated so CEDEP leadership has a clear, audit-ready record of subrecipient performance, emerging risks, and next actions each quarter.

· Review relevant contract resources to confirm monitoring requirements and expectations for each subrecipient.

· Maintain clear documentation that supports follow-up actions, trend identification, and compliance tracking.

· Maintain the Final Site Review Reports Tool in REDCap to store final findings, corrective action plans, deficiencies, and follow-up actions.

· Take detailed meeting notes during site reviews, format them, and upload documentation to SharePoint for a complete monitoring record.

· Collect pre-review fiscal documentation to support review accuracy.

· Pull invoices and quarterly reports for each program agency in Caspio before site visits to support verification and discussion during reviews.

Purpose: Maintain CEDEP contract compliance and audit readiness by ensuring active contracts are reviewed for documentation integrity, corrective action plans are pursued and tracked promptly, and renewal, training, and meeting files are accurately stored and retrievable.

· Review CEDEP active contracts to confirm alignment with compliance, policy, and procedure requirements.

· Document issues and initiate appropriate follow-up tracking.

· Send confirmation emails to verify CAP receipt and approval status.

· Request and collect missing required documentation and maintain records of completion status.

· When requested by program areas, create electronic copies of meeting and training materials and file them.

· Maintain and organize the…