Grants Specialist

SUMMARY The Grants Specialist is located in the Finance Office and works closely with the Grants Manager under the direct supervision of Director of Finance/Comptroller. The primary focus of this position is to provide support to the Grants Manager in areas related to grants and sponsored programs. In addition, this position assists faculty and staff with fiscal matters rather than with funding opportunities. This position reviews grant budget proposals, expenditures and revenues associated with grants. In addition, this position provides expertise on: (1) State law and Office of Management and Enterprise Services (OMES) policies and procedures, (2) assisting the Director of Finance/Comptroller in directing all financial affairs of the university, (3) preparing financial statements with supporting schedules for the guidance of management. ESSENTIAL DUTIES AND RESPONSIBILITIES Grant-related Duties Pre-Award Services · Proposal Review and Submission o Tracks proposal submissions, awards, rejections, and resubmissions. o Helps facilitate the submission process. Post-Award Services Support the institution by providing assistance with the fiscal management of grants and contracts and by complying with federal regulations concerning the expenditure of funds. · Regulatory Compliance o Comply with and monitor state and federal requirements for the management of grants and contracts - to interpret operational impact and recommend procedural changes as needed. o Track and disseminate regulatory updates. · Grant Fiscal Management – critical function for the institution o Assists with maintenance of program file with all pertinent documents. o Assists with maintenance of database that identifies governing agencies, source of funds, program budget, program director, and department number, period of grant, financial reporting, and programmatic reporting. o Create project roles and assign access to program directors and initiators o Review invoices and travel claims for payment on all grants programs and verify backup documentation and state object code. i. Enter data in Colleague for payment of invoices and proof entries o Process employment transaction forms with appropriate documentation, o Billing/Invoicing – Monthly or Quarterly i. Helps to prepare drawdowns for grant programs as specified in grant award and provided copy Grants Manager and Director of Finance/Comptroller ii. Prepare invoices to bill to external agencies iii. Reconcile internal invoices o Reporting – Monthly, Quarterly, Semi-annually, and/or Annually i. Assists with reports as needed and directed by Grants Manager and Comptroller. ii. Review reports submitted by grant programs for accuracy and proper coordination o Close-Out Procedure for Completing Program i. Review grant to determine the financial obligations that must be liquidated with unobligated funds being returned to sponsor. ii. Submit final reports to program sponsor. · Audits and Surveys o Assist with annual A-133 Audit as needed. · Facilities and Administrative Cost o Assists with time and effort reporting. o Assists with Invoicing Indirect Cost Other Duties: · Obtain and maintain a thorough understanding of the financial reporting and general ledger structure. · Work with Grants Manager and Director of Finance/Comptroller as well as the Finance Office on day-to-day activities and month end processes. · Assist in development analysis and interpretation of statistical and accounting information in order to appraise operation results in terms of performance against budget and other matters bearing on the fiscal soundness and operation effectiveness of the university. · Furnish internal reports, revise, and update reports to be more useful and efficient and furnish external reports as necessary and ensure timely reporting of all monthly financial information. · Interface with outside agencies and audit firm(s) as needed. · Responsible for compliance with: Generally Accepted Accounting Principles (GAAP); Governmental Accounting and Auditing Standards (GAAS); National Association of College University Business Officers (NACUBO) procedures on financial accounting and reporting for higher education; Office of Management and Enterprise Services (OMES) procedures in fund structure, accounting codes and electronic financial data transmission; and all federal/state regulations that govern the financial operations of the university. · Responds to inquiries from the Assistant Comptroller, Grants and Director of Finance/Comptroller. · This job description in no way implies that these are the only duties to be performed. ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES) 1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments. 2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University. 3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.