Grant Financial Manager

Job Title : Grant Financial Manager

Department : Business Office

Classification : Exempt

Grade : 12

FTE / Working Schedule : 1.0 FTE

Compensation :

The expected starting salary range for this position is between $74,000 and $78,100. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Position Overview :

The Grant Financial Manager serves as a resource for both the internal and external community providing information and interpreting college policy related to federal and private foundation grants. Responsible for the financial management of federal and private foundation grants, including monitoring expenditures, preparing financial reports and ensuring compliance with federal guidelines.

This position reports to the Comptroller in the Business Office and works closely with staff in the Office of the Provost, Grants Office and the Science Education Resource Center (SERC).

Essential Job Functions / Responsibilities :

Grant Management and Reporting :

The Grant Financial Manager serves as a resource for both the internal and external community providing information and interpreting federal and state regulations and college policy related to grants. Partnered closely with the Grants Office, Provost Office and individual Principal Investigators (PIs) to review and approve proposed budget for grant applications at the time they are prepared to ensure terms and conditions are in alignment with college policy and support resources.

Collaborate with Comptroller, Grants Office, Provost Office, Science Education Resource Center (SERC) Business Manager and individual Principal Investigators (PIs) to assist with the implementation of approved and accepted awards to ensure proposed budgets are supported.

Provide training and support for new PIs and Departmental Assistants (DA). Verify financial reporting complies with OMB Uniform Guidance and Grantor Agreements.

Responsible for managing compliance, accounting, and reporting for foundation, federal and state grants. Provide post-award grant management assistance including support for sub-awards and contracts.

Monitor federal grant expenditures to ensure spending within technical guidelines and OMB Uniform Guidance. Verify indirect cost allocations. Assist PI / DA with questions regarding budgets, available balances and federal spending policies. Communicate routinely with the Grants Office and grant PIs regarding the status of spending ensure progress toward completion.

Administer the sub-award process for both out-going and in-coming awards, working with SERC or other PIs to initiate and / or renew sub-award documents and monitor sub-award compliance. Complete sub-award audits on a periodic basis.

Coordinate the completion of quarterly budget certifications and Time and Effort Reporting.

Facilitate responses to agency audits.

In consultation with the Comptroller, prepare the submission to negotiate the periodic renewal of the federal indirect cost rate.

Maintain and enhance the grant management resources available on the Business Office web site.

Serve as Workday Grant Workstream Lead, monitoring, testing and confirming system enhancements as they are released to ensure optimization of grant and award management.

Contribute to the preparation of the annual audited financial statements especially as they relate to the Compliance Audit. Prepare supporting audit work papers as well as related surveys and reports.

In collaboration with the Comptroller complete annual surveys and questionnaires that report on grant activity (i.e. NSF - HERDS).

Engage in regular professional development to monitor new regulations and communicate recommended enhancements to internal control procedures to ensure our compliance environment is robust.

Actively engage in routine planning, configuration and testing for bi-annual Workday releases to ensure enhancements meet needs and expectations.

Participate in various campus committees and project teams as requested.

Additional Job Responsibilities :

Serve as document manager for all Grant Management functions ensuring Business Office File Management guidelines and Document Retention Guidelines are followed.

Describe Supervision Received and Exercised :

Routine communication with Comptroller expected with independence to develop and enhance systems to meet department; committee and college reporting requirements expected.

Highly collaborative work with Office of the Provost, Grants Office and SERC as well as Department Principal Investigators and Departmental Assistants.

Education / Experience (supported by job duties) :

Required :

BA or BS degree and 3-5 years’ experience in grant management or sponsored research administration.

Proficient with Microsoft Office.

Knowledge and experience with generally accepted accounting policy and procedure, internal revenue service regulations and federal grant compliance regulations as they apply to higher education. Ability to communicate effectively. Excellent observation skills, inquisitive personality and talent for collaboration.

Extensive experience with accounting software and Excel spreadsheets is critical. Must possess strong interpersonal skills and the ability to collaborate with and train colleagues in a collaborative, multi-disciplinary organization.

Preferred :

Accounting experience with a college or university or another large non-profit organization.

Experience with the Workday enterprise management system.

Ability to work on campus during initial year of employment to fully embrace and support collaborative engagement with peers and PI’s. Flexible work schedule available.

Experience with higher education finance.

Other Skills / Abilities :

Ability to effectively communicate accounting information, policies and or procedures in a manner easily understood by others. Spreadsheet software skills to quantify and illustrate routine and complex financial reports, comparisons, impacts and / or projections. Knowledge of finance, accounting, budgeting and internal control procedures. Ability to analyze financial data and prepare financial reports, statements and / or projections. Ability to manage time.

Team leader and willingness to mentor students and staff.

Ability to work with a wide variety of people

Professional appearance and behavior

Able to prioritize and meet deadlines

Able to multitask

Ability to research and analyze

Ability to maintain confidentiality

Positive attitude

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

Note : This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA / EEO Employer : We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Carleton also offers a robust suite of benefits including : A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 20 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

Salary : $74,000 - $78,100