Hi, I’m
Jill Gaitens
Leesburg,Virginia
Summary
Dedicated and results-driven professional with extensive experience in grants management, specifically in the educational sector. Successfully handled multiple challenging grant projects. Currently overseeing administration of large-scale discretionary grants, ensuring compliance with regulatory standards, conducting thorough risk assessments, and providing valuable technical assistance to project directors nationwide. Strong analytical skills and attention to detail enable effective review of grant applications, financial statements, and performance reports for completeness and alignment with strategic objectives. Holds an Ed.D. in Educational Policy, Planning, and Leadership, and Federal Grants Management certification.
Overview
20
years of professional experience
2
Certifications
Work History
United States Department of Education
Education Program Specialist (GS-13)
04.2022 - Current
Job overview
- Served as a program officer and grant competition manager in support of the Office of Elementary and Secondary Education, Charter School Program, State Entities discretionary grant program overseeing the implementation of a portfolio of multi-year grants ranging from $25,000,000 to $122,000,000 nationwide
- Utilized grant administration principles, policies, regulations, and procedures to review, analyze and evaluate proposals
- Conducted risk assessment based on financial, performance, and internal controls
- Developed conditions for Office of General Council approval for Grant Award Notifications to mitigate risk
- Led the peer review process for grant competitions
- Analyzed annual performance reports, adhoc reports, final performance reports, and grant budgets to monitor compliance and provide program support
- Provided technical assistance and thought partnership to project directors and project managers at the state level nationwide
- Project managed the development of state level grant performance measurements, goals, and logic models
- Monitored funded projects to assess the educational effectiveness and progress, determining compliance with Department rules and regulations, grant/contract terms and agreements, and proposal objectives
- Developed and delivered technical assistance materials and webinars to support both the application and implementation process
- Led the close out process for the program team
- Maintained grant files including all documentation and correspondence
- Reconciled budgets, route payments, and cost reimbursements
- Updated the Departments website for the SE program
- Recently evaluated at the high to exceptional results levels
LEARN DC Public Charter School
Executive Director
07.2020 - 04.2022
Job overview
- Project managed the opening of LEARN D.C
- On Joint Base Anacostia Bolling (JBAB), coordinating with installation military leadership, School Liaison Officers, Child Youth Services, security, parent groups, Ward 8 leaders, non-profits, and the LEARN Network
- Coordinated short-term and long-term facility design, build, and approval to open on a military base partnering with base leadership and city offices
- Supervised a staff of 30+ professionals
- Designed and implemented professional development, compliance monitoring procedures, and school level policy/procedures
- Managed federal, state, school, and grant financial forecasts and budgets
- Maintained communication with internal and external stakeholders on and off the JBAB installation
- Developed and implemented a highly successful community engagement strategy
- Oversaw financial management, ensuring fiscal responsibility and long-term sustainability for the organization.
- Worked closely with organizational leadership and board of directors to guide operational strategy.
- Forge strong relationships with board members, providing regular updates on organizational progress and soliciting their expertise when needed.
- Monitored compliance with laws and regulations to protect organization from legal liabilities and penalties.
- Built relationships with donors, government officials and other organizations to secure funding and support for organization.
- Negotiated contracts with vendors, securing favorable terms while adhering to budgetary constraints.
The Military Child Education Coalition (MCEC)
Director, Central and Coastal Virginia, Global regions as needed
05.2014 - 07.2020
Job overview
- Researched, applied for, and implemented federal, foundation, and corporate grants
- Established a network of influential donors, decision makers, school leaders, military leaders, corporate partners, policy makers, and community-based organizations to address the unique needs of military-connected students in Central and Coastal Virginia
- Responded to the needs of service members and their family members by developing strong relationships with school systems and military focused advocacy organizations
- Managed multiple national, state level, and local projects to ensure compliance
- Led the development of Convenings in the City of Norfolk and the state of Virginia to bring military families, educational leaders, and advocacy groups together to create strategic plans designed to respond to areas of concern (school quality, transitions, Exceptional Family Members, communication, policy)
- Enhanced team collaboration through regular communication, goal setting, and performance evaluations.
- Developed community partnerships with military family focused organizations including Blue Star Families, Wounded Warriors, the Fisher House, the Military Family Advisory Network, The Cohen Group, Mission United, and the National Military Family Association
- Implemented programs in school divisions across the nine cities in the Hampton Roads region of Virginia, in other states without ground support, and in Japan
- Designed STEM and Coding educational experiences and curriculum content
- Planned and managed local and state level events, an expo with a global reach, and community projects with multiple partnerships
- Developed a corporate volunteer strategy to involve and engage donors with projects directly impacting military-connected children
- Developed qualitative, quantitative, and mixed method program evaluation processes to support refinements in program implementation
- Maintained knowledge of statutory requirements, regulations, policies, and procedures for multiple sources of military family support
- Managed budgets effectively to ensure optimal use of resources while maintaining financial stability.
- Improved project efficiency with strategic planning, resource allocation, and time management practices.
- Leveraged professional networks and industry knowledge to strengthen client relationships.
- Secured key partnerships that contributed to the company''s overall growth strategy and market reach.
Virginia Beach City Public Schools
School Division Director, Grants Development and Military Family Support
01.2011 - 05.2014
Job overview
- Researched, applied for, and implemented competitive federal, state, foundation, and corporate grant projects
- Developed policies, established priorities, and provided technical assistance to manage division grant programs, impacting 72 elementary, middle, and secondary education programs
- Analyzed organizational performance reports to improve Division policies, operating procedures, and program objectives to make recommendations to stakeholders
- Advised the School Superintendent and Board Members on K-12 education theories, principles, and practices to plan, evaluate, and design grant funded educational programs
- Project managed the development of Green Run Collegiate, a division authorized STEM/IB charter school that serves a high number of military families
- Provided training, technical assistance, oversight, compliance monitoring, data collection, and reporting on a wide range of grant funded projects
- Disaggregated both qualitative and quantitative data to inform internal leadership and external stakeholders of grant funded initiatives and programs
- Served as the division subject matter expert to assist in the development of support materials, webinars, presentations, and policy to address military-connected family issues
- Interpreted federal, state, and local policies applicable to federal grants and military dependents
- Educated school system leaders on the resources available through the DOD including School Liaison Officers (SLO’s,) Military Family Life Counselors (MFLC’s), Child and Youth Programs (CYP), Military OneSource, and Impact Aid Support
- Attended weekly meetings to discuss and optimize strategies.
- Negotiated high-value contracts with key industry partners, securing favorable terms for the division.
- Managed cross-functional teams for successful project completion within budget and ontime.
- Facilitated knowledge sharing within the division by organizing regular workshops, trainings, and team-building activities that promoted continuous learning and improvement.
Education
The College of William And Mary
Ed.D. from Educational Policy, Planning, and Leadership
06.2011 - 12.2025
Arizona State University
MA.Ed. from Educational Administration and Supervision with a Concentration in Business
06.2005 - 12.2006
Oakland University
B.S. from Human Resources, Training and Development
05.1986 - 05.1990
Skills
- Grant Proposal Development
- Grant Administration
- Data-Driven Decision Making
- Grant Oversight
- Risk Assessment
- Organizational Strategy
- Program Impact Analysis
- Competition Management
- Technical Assistance
- Compliance Monitoring
- Budget Development
- Program Development
Certification
Federal Grants Management Certification, 2023
Principals Certification (K-12), Arizona, 2006
Presentations And Events
- Presenter/Developer, Charter Schools Program, Post Award Webinar Series, Grants Management, Budget, Logic Model and Performance Measures, Developing the RFA, 10/2023
- Presenter/Developer, Charter Schools Program State Entities, Final Performance Reporting/Closeout, 09/2023
- Presenter, Post-Application Webinar, 09/2023
- Presenter/Developer, Charter Schools Program State Entities, APR reporting, 04/2023
- Presenter/Developer, Charter Schools Program State Entities, Pre-Application Workshop, 03/2023
- Presenter/Developer, Charter Schools Program State Entities, Boot Camp, 11/2022
- Presenter/Developer, Charter Schools Program State Entities, Project Director Convening, 11/2022
- Presenter, Charter Schools Program/Developer, New Grantee Orientation, 10/2022
- Presenter/Developer, Charter Schools Program, Grant Application Process Webinar, 07/2022
- Facilitator/Developer, Parent Outreach Lunch and LEARN (weekly), 04/2021 - 08/2022
- Guest Speaker, Installation Command Monthly Presentation, 06/2021
- Guest Speaker, Ward 8 ANC, 06/2021
- Guest Speaker, Ward 7 ANC, 06/2021
- Guest Speaker, NEXUS Hampton Roads, 02/2020
- Guest Speaker, Steven A. Cohen Staff Event, 01/2020
- Host Speaker, Barry Robinson Center Community Outreach, 12/2019
- Presenter, Military Fall Family Festival, 11/2019
- Tabletop Presenter, Fleet Fest, 10/2019
- Facilitator, MCEC National Training Seminar EXPO, 07/2019
- Host Speaker, Virginia Council on Women STEM Scholarship Award Ceremony at the Governor’s Mansion, 05/2019
- Keynote, Norfolk Collegiate Academy, Month of the Military Child Presentation, 04/2019
- Tabletop Presenter, Charlie Mike, 04/2019
- Guest Speaker, Peninsula Chamber of Commerce, 04/2019
- Tabletop Presenter, Operation Backpack: Operation Homefront, 09/2018
- Facilitator, Military Convening, Military Child Education Coalition National Training Seminar, 07/2018
- Organizer, General Stanford Elementary Feed Virginia Day of Action with the Virginia Governor, 09/2017
- Coordinator, National Training Seminar Resource and Leadership Showcase, 07/2016, 07/2017, 07/2018, 2019
- Organizer, Sewell’s Point Elementary Playground Build in coordination with KaBOOM, CarMax, The Military Child Education Coalition, Active Duty personnel, military contractors, and other community partners, 04/2017
- Facilitator, State of Virginia Convening to address the needs of military dependents, 03/2017
- Organizer, City of Norfolk Convening, Strategy development to address the needs of military dependents, 04/2016
- Keynote, Change and Transition in the Life of a Military Child, Community Partnership Forum, Naval Medical Center Portsmouth, 05/2016
- Facilitator, Student 2 Student Peer Leadership, Sasebo Navy Base, Sasebo; Camp Zama, Tokyo, Japan, 02/2016
- Speaker, Topics on Military Child Awareness, Hampton Roads Rotary and Virginia Beach Rotary, 12/2015
- Speaker, Economic Impact of High-Quality Schools, Military Economic Development Advisory Committee, Norfolk, Virginia, 12/2015
- Speaker, Topics on Military Child Awareness and Poverty, United Way Grad Nation Summit, Hampton Roads, Virginia, 03/2015
- Speaker, Diverse Learners in Charter Schools, South Carolina Charter School Association Annual Conference, 01/2015
- Speaker, Grant Development, Virginia School Board Association Annual Convention, 11/2014
Memberships And Affiliations
- Virginia Governors Appointee, Virginia Council on Women, Chair, STEM Scholarship subcommittee, 2018 - 2020
- Virginia Governors Appointee, Virginia Council on the Interstate Compact on Educational Opportunity for Military Children, 2014 - 2018
- Affinity Group Member, Hampton Roads Community Foundation, Middle School and College and Career Readiness Counsels
- Member, Tidewater Military Family Services Council
- Member, Mission United at the Hampton Roads United Way
- Member, Kappa Delta Pi, International Honor Society in Education
- Lifetime Member, Military Child Education Coalition
- Former School Board Member, Green Run Collegiate Charter School, Virginia Beach, VA, LEAD Charter Schools, Mesa, AZ, LEAD, Maricopa, AZ
- Awarded Fleet Reserve Scholarship, Doctoral Program, College of William and Mary
- Leadership for Educational Entrepreneurs Fellow, One of 24 school leaders in the nation selected for a full graduate level scholarship combining the School of Education and the School of Business at Arizona State University.
Timeline
Education Program Specialist (GS-13)
United States Department of Education
04.2022 - Current
Executive Director
LEARN DC Public Charter School
07.2020 - 04.2022
Director, Central and Coastal Virginia, Global regions as needed
The Military Child Education Coalition (MCEC)
05.2014 - 07.2020
The College of William And Mary
Ed.D. from Educational Policy, Planning, and Leadership
06.2011 - 12.2025
School Division Director, Grants Development and Military Family Support
Virginia Beach City Public Schools
01.2011 - 05.2014
Arizona State University
MA.Ed. from Educational Administration and Supervision with a Concentration in Business
06.2005 - 12.2006
Oakland University
B.S. from Human Resources, Training and Development
05.1986 - 05.1990
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