Coordinator of Grants & External Funding (SY25-26)

Reports to: Director of Federal & State Grants Programs and Compliance

General Description:

The Coordinator of Grants & External Funding is a key position in the grants team and will work closely with the Grants Office Director and a wide-range of stakeholders including school and central office leaders as well as various cross-functional teams.

This position will have a particular emphasis on Grant accounting and management and is responsible for every single aspect of the grants budgets in our financial system from the inception of the grant until the grant has completely closed and final reports are sent to the grantor. The position also requires a great level of expertise in time management and cross functional communication and management.

Required Competencies:

1. Managing Relationships and Providing Excellent Customer Service. Response in a

timely manner and relates well to people in all positions; team player and cooperative; looks for common ground and solves problems for the good of all.

1. Drive for Results and Solutions-Oriented Mindset. Pursues everything with energy

drive and a need to finish; does not give up before finishing even in the face of

resistance or setbacks; steadfastly pushes self and others for results.

1. Functional and Technical Skills. Possesses required functional and technical

knowledge and skills to do the job at a high level of accomplishment; demonstrates

active interest and ability to enhance and apply new functional skills.

1. Personal Learning and Development. Is personally committed to and actively works to

continuously improve himself or herself; recognizes the need to change personal

interpersonal and managerial behavior; actively seeks and accepts feedback.

1. Managing through Processes and Systems. Designs and refines practices processes

and procedures necessary to get things done; simplifies complex processes; gets more

out of fewer resources; creates systems that manage themselves.

Job Responsibilities:

• Create grants in the financial system and organize grant materials in team folder structure
• Transfer funds from one account to another within a grant as needed to match budget requests by program managers.
• Transfer expenses within or between funding sources while ensuring that the dates of the transfers agree with the period of performance of the grant and adhering to strict City State and Grantor requirements.
• Administer federal funds in alignment with grant agreements program objectives and federal terms and conditions.
• Maintain comprehensive source documentation and accounting records for all grants.
• Maintain a set of accounts that ensures the City is being reimbursed for each employees Health care Medicare and Pension
• Conduct periodic reconciliations to verify that budget and FTE amounts align with recorded revenue for each grant.
• Work with program managers to repurpose unspent funds and prepare amendment requests for submission to DESE or relevant grantors.

• Generate reports for upper management grant coordinators grantors and auditors as needed.
• Provide comprehensive and timely data for all grant-related audits.

• Respond to questions and requests from grant managers and grantors
• Perform other duties as assigned by the Director including staff coverage to ensure continuity of essential functions.

Qualifications - Required:

• Bachelors degree
• 2 years experience working in grant funding & accounting or similar experience
• Familiarity with state and federal grants
• Competent in Office and Google applications including Excel Word PowerPoint Google Docs and Google Sheets
• Experience working with financial systems in large databases
• Strong oral and written communication skills particularly in translating data into easy-to-interpret actionable reports presentations and findings
• Acute attention to detail and project completion
• Demonstrated ability to work cross-functionally
• Ability to work in a fast-paced challenging environment
• Current authorization to work in the United States Candidates must have such authorization by their first day of employment

Qualifications - Preferred:

• Project management skills preferred
• Formal training in accounting or financial field preferred
• 2 years of experience in education
• Experience working in Oracle Peoplesoft systems like City of Boston BAIS
• An understanding of and commitment to gain greater understanding of what is necessary for an urban school system to enjoy continuous improvement in an increasingly complex and competitive environment.
• A deeply held and unyielding belief in the overarching mission of public education.

Terms: Managerial B31.Occasional weekend and evening work is required.

The Boston Public Schools in accordance with its nondiscrimination policies does notdiscriminate in its programs facilities or employment or educational opportunities on the basisof race color age criminal record (inquiries only) disability homelessness sex/gender identityreligion national origin ancestry sexual orientation genetics or military status and does nottolerate any form of retaliation or bias-based intimidation threat or harassment that demeansindividuals dignity or interferes with their ability to learn or work.

Required Experience:

IC