OFFICES
US Department of Education Principal Office Functional Statements
Office of Postsecondary Education

IV.  FUNCTIONS AND RESPONSIBILITIES OPE COMPONENTS

A. IMMEDIATE OFFICE OF THE ASSISTANT SECRETARY

One Staff component reports to the Assistant Secretary. This is the:

Executive Staff

Functions and responsibilities of this staff is described below:

Executive Staff

The Executive Staff provides general administrative and management support services to the Office of Postsecondary Education, including: human resources management; management evaluation; information technology; and asset management; equipment acquisition; personnel, physical, and systems security; budget and fiscal controls for salaries and expense funds and program funds; travel; administrative services including space and logistics; printing; manpower utilization; organizational planning; and other essential support services.  Provides technical assistance to the Assistant Secretary and program directors on general administrative and management problems.  Serves as interface and liaison with staff units to assure that requirements and support needs are met.

The Executive Staff, headed, by a Director, is divided into two Units:

  Budget and Fiscal Analysis Unit; and,
  Management and Operations Unit

Budget and Fiscal Analysis

The Budget and Fiscal Analysis Unit has responsibility for the following functions: 1) formulation and execution of salary and expenses budget; (2) program budget execution;(3) grants management; and (4) contract management. 

Formulation and Execution of Salary and Expense Budget

 

  • Prepares justification and supporting testimony; develops and requests approval of major reprogramming; reviews travel plans for allocation of funds; and monitors expenditures of funds.

 

Program Budget Execution

  • Develops annual plan for allocation of funds; reviews grant allocations for legal compliance; negotiates budget plan with the Budget Service; approves revisions and request changes to plan; and reviews award recommendations for consistency with plan.

 

Grants Management

 

  • Provides technical assistance and guidance regarding grants management and procedures and reviewing these to assure adherence to policies; monitors scheduling of grant activities; advises the Assistant Secretary, Deputy Assistant Secretaries and program officers on the technical aspects of and requirements for processing notices of closing dates and application review packages.
  • Coordinates grant slates for committing grants and compliance with all requirements.

 

Contracts Management

 

  • Develops annual schedule of contract awards; negotiates plans with the Grants and Contracts Service; monitors and participates in Requests for Proposal (RFP) development; serves as liaison with the General Services Administration, Office of Management and Budget (OMB), and Office of Management (OM); monitors printing of RFP’s; participates in an Evaluation Panel; reviews all tasks and charge orders for contracts and meets with project offices to forecast over-runs and/or excess funds in a given contract; and negotiates changes for increases or decreases.

Management and Operations Unit 

The Management and Operations Unit has responsibility for the following functions: (1) management evaluation; (2) information technology services; (3) coordination;(4) personnel, physical and systems security; (5) human resources management; and (6) various support services.

Management Evaluation

  • Analyzes management techniques to determine allocation of resources; develops work measurement plan for redistribution of personnel; develops cost-effective management savings and monitors implementation; develops OPE-wide productivity improvement program; and develops organizational plans and follows them through to final approval.

 

Information Technology Services

 

  • Oversees the formulation and execution of programmatic information and data-based computer systems; plans, designs, develops, coordinates and implements computer information and data processing systems for all of OPE; updates and recommends changes to existing equipment and systems and the retirement of outdated technology; and coordinates OPE-wide planning and execution process for office automation and automated data processing equipment acquisition.

Coordination

 

  • Coordinates submission to Catalog of Federal Domestic Assistance.
  •  Coordinates annual manpower savings report; implementation of Executive Orders; and OMB directives.

 

Personnel, Physical, and Systems Security

 

  • In conjunction with OM and the Office of Chief Information Officer, develops and implements policies, procedures, training and methods for identifying and protecting information, personnel, property, facilities, operations, or materials from unauthorized disclosure, misuse, theft, assault, vandalism, or loss.
  • Advises organization officials on personnel security policies; initiates security clearances for OPE employees; and, administers security awareness programs.

 

  • Develops and implements the safety plan in coordination with Health and Environmental Safety, OM, and ED policy.

Human Resources Management

 

  • Manages staffing allocations and position ceilings; develops the internal human resources program and procedures to meet current and long range OPE needs; reviews all job descriptions for grade and organizational impact; in conjunction with ED staff, develops proposals to implement the Secretary’s mandate to reduce fraud, waste and abuse of government resources in the areas of procurement, contracts, personnel, travel, facilities management and telecommunications; in conjunction with Labor Relations and the Union, negotiates all personnel related matters; participates in resolving grievances and other personnel problem cases;  develops affirmative action program and monitors progress of issues and related matters; reviews performance agreements for SES and Schedule C staff; and tracks all personnel actions and follows-up on delays and problems.

Space/Telecommunications

 

  • Reviews existing spaces and develops overall plans for allocation. Is responsible for all internal moves of furniture, etc; is responsible for external shipment of household goods or Federal property; develops telecommunications plans; and coordinates telephone changes and new installations.

 

Equipment Management

 

  • Justifies existing and new equipment which includes: information technology, telecommunications, fax, scanning, duplicating machines, et al.
  • Recommends changes and additions reflecting cost savings and new technology; and establishes equipment and property inventory of furniture and accounting systems compatible with ED policy for OPE functions.

 

Payroll

  • Maintains timekeeper roster; and conducts follow-up on payroll problems.

 

Mail/Miscellaneous