Grants Accounting Manager

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 administration—from 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 lifecycle—award se