Functional Statements > Office of Postsecondary Education > OPE Functions and Responsibilities

## Immediate Office of the Assistant Secretary

The Assistant Secretary for Postsecondary Education administers programs for postsecondary education, both public and private, and serves as the principal adviser to the Secretary on matters affecting postsecondary education. The Assistant Secretary is assisted by a Deputy Assistant Secretary for Management and Planning and three Deputy Assistant Secretaries who have leadership and oversight responsibilities for the three major program units in the Office of Postsecondary Education (OPE): Higher Education Programs (HEP), International and Foreign Language Education (IFLE) and Policy, Planning, and Innovation and (PPI). The Assistant Secretary's Confidential and Special Assistants provide support for speechwriting, scheduling,  travel, and daily planning.  

The Deputy Assistant Secretary for Management and Planning is responsible for overseeing and coordinating the responsibilities of the Management Support Unit and the Executive Office. The Deputy Assistant Secretary for Management and Planning advises the Assistant Secretary on matters related to these two units. 

### Management Support Unit

The Management Support Unit (MSU) is responsible for operations management. The unit serves as the primary catalyst for developing and implementing effective management practices, continuous improvement processes, and organizational capacity building to align and implement OPE's Annual Performance Plan in accordance with the Department's Strategic Plan. The Director of the MSU reports to the Deputy Assistant Secretary for Management and Planning.

In performing its responsibilities, the MSU conducts the following functions:

#### Planning

Provides leadership in coordinating OPE's strategic planning efforts and annual performance plan. In consultation with the Assistant Secretary and senior managers, develops an OPE-wide strategic plan that integrates policy planning, operations analysis, budget and resource planning, service delivery, and customer information. Analyzes legislative and stakeholder requirements, strategic options, and relevant research results and integrates findings into OPE's strategic planning activities. Tracks and coordinates the short- and long-term plans for OPE's three major program units and informs the Assistant Secretary about quarterly progress, any need for revision of plans, and end-of-year accomplishments. 

#### Continuous Improvement/Innovation

Provides leadership in designing, developing, and assessing alternative management practices that lead to productivity gains, employee engagement, service delivery innovations, and performance accountability. Analyzes stakeholder requirements, strategic options, and research results, and coordinates with OPE program units to integrate findings into OPE's overall operations management framework. 

#### Communications

Develops a variety of materials, publications, and other vehicles for internal communications to ensure OPE employees are kept apprised of OPE initiatives, priorities, and accomplishments. Ensures that OPE's material on ed.gov and the Department Intranet is substantive and accurate. Supports program units with communications to important stakeholder groups (e.g., grant recipients).

#### Knowledge and Data Management to Improve Program Operations

Coordinates with the three major program units to facilitate and guide the collection, organization, interpretation, reporting, and use of data and other information from external and internal sources to inform program management, program performance reporting, organizational performance reporting, operations analyses, and post implementation learning.

#### Human Capital Management

Coordinates management evaluations, manpower utilization, and organizational planning studies with the three major program units in OPE. Develops and implements a comprehensive staff on-boarding, training, and professional development program for strategic employee competency gaps. Coordinates off-boarding and conducts exit interviews to collect data on employee experience and organizational performance. Identifies key issues and topics to be addressed, designs strategies for specific staff groups as well as all staff, and identifies and secures trainers and presenters.

#### Resolution and Close Out of Internal GAO and OIG Audits

Coordinates the review and approval of internal audit findings from the Government Accountability Office (GAO) and the Office of the Inspector General (OIG) that are assigned to OPE for resolution, excluding audits assigned to Federal Student Aid (FSA). Improves the capacity of OPE to implement an efficient audit resolution process. 

#### Scheduling

Consolidates information from the three major program units to develop a master calendar to help with the coordination of critical program administration and operation management activities. 

### Executive Office

The Executive Office (EXO), headed by an Executive Officer, provides general administrative and management support services. Under the direction of the Deputy Assistant Secretary for Management and Planning, the office establishes procedures, devotes sufficient resources, and clarifies lines of authority and accountability to ensure that OPE's administrative service needs are met in a timely and consistent manner. 

The EXO provides technical assistance to OPE's Assistant Secretary, Deputy Assistant Secretaries, and program directors on general administrative and management issues. The office interfaces with management and operations offices in the Department (e.g., Office of Finance and Operations, Office of the Chief Information Officer) to ensure that the Department's management and operations policies are appropriately implemented. 

The EXO is responsible for the following functions:

#### Budget and Acquisitions

Formulates administrative budget requests and justifications, including the salary and expenses budget, spending plan, and acquisition plan. Executes program and administrative budgets; manages and coordinates travel, printing, contracts, and procurements; manages the employee travel and purchase card program; manages select contracts that support office-wide operations.

#### Grants Oversight

Supports fiscal monitoring of OPE grants; coordinates with the Office of Acquisitions and Grants Administration in the Office of Finance and Operations to ensure consistency in the application of grants and contracts policies; contributes to the development and implementation of standard operating procedures for grants administration.

#### Human Resources

Manages and coordinates human resource services, including managing staffing allocations and position ceilings, managing employee payroll matters, and coordinating hiring processes; develops and monitors an affirmative action and equal employment opportunity (EEO) programs and serves as the EEO Liaison; negotiates personnel-related matters, in conjunction with the Union, Labor Relations, and other Department Offices.

#### Human Capital/Workforce Development

Supports workforce and succession planning; manages and coordinates employee performance agreements; monitors leadership development activities; manages and coordinates an employee awards program.

#### Information Technology

Coordinates and manages personnel, physical and information technology security; monitors and coordinates access to major ED operations systems; coordinates and manages information technology and telecommunications services; manages information technology and telecommunications assets.

#### Information and Records Management

Manages and coordinates OPE's information management processes, including control correspondence, Freedom of Information Act (FOIA) responses, and the maintenance of OPE's automated document clearance site; manages and evaluates progress in meeting records management policies and procedures pertaining to OPE-administered programs. 

#### Administrative Support and Risk Management

Monitors internal controls; manages business continuity plans; provides administrative services including space and logistics; manages general administrative and support services.

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