Contracts & Grants Administrator

3 weeks ago

Minneapolis MN United States Minnesota Council of Nonprofits Full time

Tubman is seeking a full-time Contracts & Grants Administrator for a mission centered workplace that meets employee needs for meaningful work, growth, challenge, communication, and effective leadership. This position is an integral part of the Finance Team and provides support with data and accounting functions as well as grant compliance.

Reporting to the Director of Finance, the Contracts & Grants Administrator is responsible for ensuring that Tubman’s government awards and subawards are developed, monitored, reported on, and completed in full compliance with the U.S. CFR and all other applicable U.S. federal, state, and local rules and regulations, as well as with Tubman’s internal policies and procedures.

This position will work closely with Finance, Development, Programs, and other Tubman staff as needed to coordinate all aspects of managing incoming government funds and any associated outgoing sub-awards. The Contracts & Grants Administrator is also responsible for tracking Tubman’s project grants from foundations and corporations for appropriate spending, coding and timeliness of reporting.

The ideal candidate will be a leader who has a passion for Tubman’s vision, mission, values, and services, and the ability to inspire others to make a difference in the lives of people of all ages, gender identities, and cultural backgrounds who have experienced trauma.

Key Responsibilities:

Grant Accounting

  • Performs accounting tasks, financial reporting, project tracking, and contract administration of all federal, state and/or local awards and associated subawards.
  • Assist with budget preparations and budget narratives. Monitor budget projections versus actual expenditure, troubleshoot as needed; update budgets to reflect funding changes; provide audit support and on-site verification as needed.
  • Verify accuracy of financial information and cost charges to grant-funded projects, including correct coding and account reasonableness. Coordinate timely payments to partners/sub-award recipients.
  • Manage incoming fund payments; prepare invoices, and request reimbursement from awarding agencies in a timely manner and follow up on accounts receivable as needed.
  • Analyze project expenditures in a timely manner to ensure costs are allowable, allocable, reasonable, and consistently handled as directed by the CFR and related federal regulations. Prepare spending projections and forecasts for each grant.

Grant Management

  • Create and update organization-wide policies and procedures for management and oversight of government awards and related subawards. Ensure compliance with all rules and regulations promulgated by granting entities.
  • In partnership with development, program, and data staff coordinate the full cycle of incoming federal, state, and local awards and subawards including submission of proposals and reports to funding agencies, legal agreements, contract negotiations, pre and post award compliance, administration of subawards and payments, and grant close-outs.
  • Serve as the primary point of contact for administrative matters between Tubman and various awarding agencies, sub-grantors, and sub-grantees, including payments, compliance, legal requirements, and other administrative requirements.
  • Maintain award and subaward information in grants management, data, and financial system to ensure compliance, data integrity, and adequate record-keeping.
  • Ensure timely submission of budgets, reports, and other award-related materials prepared by Tubman staff to federal, state and/or local funders; work with Program staff to ensure any award modifications are resolved, recorded, and documented as needed.
  • Monitor and ensure sub awardees comply with all terms and conditions of the award; identify any management, financial, and/or administrative issues. Support program staff as needed to conduct subaward program evaluation and analyses, including monitoring and assessing sub awardee performance and establishing performance measures.

Minimum Qualifications:

  • Bachelor’s or associate degree in accounting, business administration, finance, or 5 years of grants accounting experience
  • 3 years’ experience with government grants contract management
  • Extensive knowledge of federal and state rules and regulations, i.e. Uniform Guidance, CAS, FAR, etc.
  • Strong ability to collaborate, build, and maintain collaborative relationships with staff, grantors, and external partners across all functions and levels of the agency.
  • Commitment to diversity, equity, and inclusion with demonstrated experience working with people from diverse backgrounds
  • Action oriented and self-directed
  • Ability to prioritize and plan work activities; use time efficiently; and adapt to fluctuations in work pace
  • Excellent verbal and written communication skills
  • Excellent problem-solving abilities and decision-making capabilities.

Preferred Candidate:

  • Experience working in a community-based, social-impact nonprofit agency.
  • Experience negotiating contracts terms with a wide variety of grantors.
  • Knowledge of accounting software; currently use MS Dynamics GP

Compensation & Benefits:

The annual salary range for this position is $65,000 to $75,000 depending on experience. Tubman provides a quality benefits package that includes a highly competitive paid time off program, multiple health plan options, dental, short- and long-term disability, and life insurances, as well as other optional health and wellness insurance to meet diverse employee needs, and a 401(k) plan with up to 4% employer match. Tubman is a qualified employer under the Public Service Student Loan Forgiveness Program. In addition, you will have multiple professional development and personal growth opportunities while at Tubman.

To apply:

Apply online or send resumes and cover letters to: or mail to Human Resources at Harriet Tubman Center East, 1725 Monastery Way, Maplewood, MN 55109.

Preference given to resumes received by the end of the day on Friday, December 6, 2024.

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