Grant and Budget Specialist

Job Title: Grant & Budget Specialist

Location: Hybrid (Combination of remote and on-site in Miami, Florida)

Hours: 9am-5pm

Full Time

About Academica:
Academica is at the forefront of revolutionizing education services, providing critical back-office support for educational institutions to help them focus on their mission. With over 20 years of experience, Academica serves as a trusted partner for schools in Florida and beyond, driving innovation, best practices, and growth. We support the largest number of high-performing charter schools in the state and play a pivotal role in shaping the future of education.

We are looking for a Grant & Budget Specialist to join our dedicated team, working to support educational institutions through the management, administration, and reporting of various grant funds. The ideal candidate will be detail-oriented, proactive, and committed to ensuring that schools maximize available grant opportunities while maintaining compliance with state, local, and federal requirements.

Position Overview:
The Grant Specialist will play a key role in managing, tracking, and administering grants across Academica’s network of schools. You will work closely with school principals, grant writers, and district contacts to ensure the smooth execution of grant applications, reporting, and fund management. This is an excellent opportunity for someone with strong organizational and communication skills, a passion for education, and experience in grant management.

Key Responsibilities:

• Grant Budgets & Allocation:
• Assist school principals with the allocation of grant dollars, ensuring efficient and accurate fund distribution.
• Maintain communication with grant teams and school principals to provide updates on allowable expenses, allocation amounts, and deadlines.
• District Grants Coordination:
• Collaborate with district grant contacts to collect necessary documentation for grant applications and reimbursements.
• Gather and organize required forms for each school (e.g., DOE100A, assurances, notice of intent) and work with compliance teams to ensure all forms are completed and signed.
• Research new state and local grant opportunities and reach out to contacts for clarification on requirements.
• Grant Reimbursement:
• Assist in the completion of federal and state grant reimbursement processes, including compiling invoices, POs, canceled checks, and other necessary documentation.
• Complete district reimbursement forms and ensure compliance with procurement procedures.
• Update vendor expenditure reports by grant and work closely with accounting teams and school treasurers to gather relevant financial information.
• Grant Reconciliation:
• Assist in the preparation of quarterly grant reconciliation reports, updating grant expenditure reports, and reconciling grant accounts with the financial specialist.
• Application and Documentation Support:
• Help with the preparation of application forms, budgets, and other required documentation for district grant submissions.

Qualifications:

• Bachelor’s degree preferred.
• Experience in grant management or similar financial/project management roles preferred.
• Strong attention to detail with the ability to manage multiple projects and deadlines simultaneously.
• Familiarity with state and federal grant processes and compliance requirements.
• Proficiency in Microsoft Excel, Teams, and other grant management software (experience with school district platforms is a plus).
• Excellent written and verbal communication skills.
• Ability to collaborate with multiple teams, including principals, compliance officers, and accounting staff.
• Self-starter with a proactive mindset and ability to solve problems independently.

Skills:

• Proficient in Microsoft Excel and Microsoft Teams.
• Flexible, with the ability to adapt to changing priorities and work in a dynamic environment.
• Detail-oriented with a focus on accuracy and organization.
• Achievement-oriented with a strong drive to meet goals and deliver results.

Compensation:

• Starting at $50,000 annually, with room for growth based on experience.

Why Join Academica?

• Be part of an organization committed to improving educational outcomes for students across Florida.
• Opportunity to work with a talented, collaborative team that values innovation and continuous improvement.
• Competitive salary and comprehensive benefits package.
• Flexible hybrid work environment (Remote or On-site in Florida).

To Apply:
Please submit your resume and a cover letter detailing your relevant experience to achester@academica.org

We look forward to reviewing your application!

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: Hybrid remote in Miami, FL 33143

Salary : $50,000