Grants Accounting Manager
Grants Accounting Manager
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Job Description
Job Details
Description
The Grants Accounting Manager plays a key role in the financial administration of externally funded research academic and institutional grant programs. Reporting to the Controller the Grants Accounting Manager is responsible for the post-award management of grants and contracts ensuring that funds are spent in accordance with sponsor regulations university policies and applicable federal and state laws.
This position oversees all aspects of grant financial administrationfrom initial award setup through final reporting and closeout. The Grants Manager serves as the primary liaison between principal investigators (PIs) finance compliance and sponsoring agencies for all post-award financial matters. They are responsible for timely and accurate financial reporting invoicing monitoring of expenditures and maintaining auditable records.
The ideal candidate will have strong analytical skills knowledge of federal grant regulations (especially Uniform Guidance 2 CFR 200) and the ability to communicate effectively with both financial and non-financial stakeholders.
Essential Functions
Grant Setup and Maintenance
Review award notices and set up new grants in the financial system with proper coding budget structures and compliance terms.
Establish internal controls and ensure proper documentation for each grant-funded project.
2. Post-Award Financial Management
Monitor financial activity on all active grants to ensure expenditures are allowable allocable reasonable and in compliance with sponsor requirements and university policies.
Perform monthly reconciliations review transactions and ensure timely resolution of any discrepancies.
Maintain accurate records of cost sharing matching funds and indirect cost allocations.
3. Financial Reporting and Invoicing
Prepare and submit periodic financial reports billing invoices and other sponsor-required documentation in accordance with award terms and deadlines.
Collaborate with sponsors to resolve questions related to billing reporting and financial compliance.
4. Grant Closeout
Coordinate financial closeout of sponsored projects including final reports return of unspent funds and retention of records per sponsor guidelines.
Ensure all commitments encumbrances and cost transfers are resolved prior to closeout.
5. Compliance and Audit Support
Ensure compliance with federal regulations (e.g. Uniform Guidance 2 CFR Part 200) sponsor-specific terms and university policies.
Support internal and external audits including preparation of schedules and responding to auditor inquiries.
Maintain knowledge of changing federal and sponsor regulations and ensure team and faculty are informed of key compliance updates.
6. Internal Controls and Policy Implementation Develop implement and monitor internal controls and standard operating procedures related to grant accounting.
Recommend improvements in grant administration processes to enhance accuracy and efficiency.
7. Collaboration and Customer Service
Serve as a financial advisor to principal investigators (PIs) departmental grant administrators and other stakeholders.
Provide training and support to faculty and staff on post-award processes budgeting and compliance.
Liaise with the Office of Sponsored Programs/Research and other administrative offices as needed.
8. Supervision and Staff Oversight
Supervise grant accounting staff ensuring accuracy timeliness and adherence to policies.
Conduct performance evaluations and provide opportunities for professional development.
9. System Management
Use financial management systems (e.g. Colleague Workday Banner) to track and report on grants.
Ensure data integrity and assist in reporting for institutional planning and accreditation.
Specific Job Knowledge Skills and Abilities
Job Knowledge
Federal Regulations: In-depth understanding of federal grant regulations including Uniform Guidance (2 CFR Part 200) Cost Principles and Audit Requirements.
Grant Lifecycle: Expertise in the full grant lifecycleaward setup budget management financial monitoring reporting and closeout.
Accounting Standards: Knowledge of Generally Accepted Accounting Principles (GAAP) especially as applied in nonprofit and higher education contexts.
Sponsor Requirements: Familiarity with the financial requirements of major federal and private sponsors (e.g. NSF NIH DOE private foundations).
Indirect Cost Allocation: Understanding of indirect cost rates cost allocation methodologies and facilities & administrative (F&A) cost recovery.
Audit Preparation: Experience supporting external audits and responding to audit inquiries particularly related to grant compliance.
Technical Skills
Financial Systems: Proficiency in ERP systems (e.g. Ellucian Colleague and grants management software.
Excel Expertise: Advanced Microsoft Excel skills (pivot tables formulas lookups reconciliation tools).
Report Writing: Ability to generate accurate financial reports dashboards and reconciliations for internal and external use.
Data Accuracy: Strong attention to detail in handling large volumes of data across multiple funding sources.
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Analytical and Problem-Solving Skills
Compliance Assessment: Ability to interpret complex sponsor guidelines and assess institutional compliance.
Variance Analysis: Skill in analyzing budget-to-actual performance and investigating financial anomalies.
Critical Thinking: Strong diagnostic and resolution skills for resolving financial discrepancies and managing cost transfers.
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Communication and Interpersonal Skills
Clear Communication: Ability to explain financial concepts and regulatory requirements to non-financial stakeholders (e.g. faculty PIs).
Collaborative Mindset: Skilled in building cooperative working relationships with academic departments administrative units and external sponsors.
Customer Service Orientation: Professional responsive and proactive support to faculty and staff involved in grant activities.
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Organizational and Leadership Skills
Time Management: Ability to prioritize and manage multiple grants deadlines and reporting requirements simultaneously.
Policy Development: Experience in developing and implementing policies and procedures to improve grant accounting operations.
Team Leadership (if supervising): Capacity to supervise staff delegate tasks effectively and promote professional development.
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Professional Disposition
Integrity and Confidentiality: High ethical standards and ability to manage confidential financial information appropriately.
Adaptability: Comfortable working in a dynamic deadline-driven environment with evolving regulations and institutional priorities.
Mission Alignment: Strong commitment to the educational and research mission of a private university.
Qualifications
Education: BA/BS degree in finance accounting economics or related areas.
Experience: Five (5) years or more of progressive leadership experience in finance and accounting. Must have a history of management and leadership experience preferably within a university setting.
Licenses or Certificates: Not applicable
Additional Requirements: A background and/or credit check will be required of the successful applicant. An official transcript (if applicable) and names addresses and phone numbers of three references are required.
Required Experience:
Senior IC
Employment Type
Full-Time
