Grants Financial Administration Officer

2 weeks ago

Boston, United States New England Aquarium Full time

The Director of Grants and Financial Administration will project manage the overall financial administration of grants and contracts for the New England Aquarium, including but not limited to monitoring pre and post-award processes, payments, and expenditures to optimize the overall grant administration process. In addition, this role will oversee all sources of grant-related fundraising, prepare, and submit financial reports, ensure compliance with grant regulations, review grant proposals, manage grants databases and/or systems, and engage with funding agencies. This role will also be responsible for educating relevant staff on grants policies and procedures. The Director of Grants and Financial Administration will be responsible for developing relationships and partnering with local state and federal government and other grantors to ensure that all grant opportunities and programs operate efficiently and follow a consistent grant administration process that keeps the organization fiscally sound.

This is a full-time regular position offering a comprehensive benefits package. The schedule will be Monday-Friday 9:00 am - 5:00 pm with the option for a hybrid schedule, working some days on-site and some days remotely. Remote days are only available for residents of MA, RI, NH, ME, NY and VT.

ESSENTIAL FUNCTIONS

  1. Optimize the grant administration process by coordinating with grant writers, managing timelines and deliverables, tracking grant applications, and preparing and monitoring budgets and financial reports.
  2. Manage and support the proposal development process, coordinated with the Development Office and other relevant staff, for grant and contract funding by project managing the overall proposal for compliance with Aquarium and sponsored programs and gift policies and by managing the proposed budgets for appropriate costing, indirect costs, and cost-sharing.
  3. Conduct thorough due diligence on subrecipient budget submissions ensuring that the Aquarium fulfills its obligation to the proposed funder/sponsor and that costs are reasonable, supportable, and allowable.
  4. Collaborate with the Controller and Associate Director of Accounting that any proposal requirement for cost share or reduction or non-inclusion of indirect cost recovery has been authorized prior to expending time and energy on proposal development.
  5. Assure that all internal approvals have been obtained prior to the submission of a proposal, including securing authorized and binding signatures for certifications and representations.
  6. Ensure the submittal of all proposals.
  7. Negotiate with government funders and other sponsors regarding the scope, budget, and terms and conditions of a grant or contract with the guidance of the manager, principal investigator (PI) and accounting. Negotiate similar elements for subcontracts with collaborating institutions.
  8. Review all new grant and contract award documents and any subsequent modifications for compliance and special award conditions.
  9. Produce and maintain "fact sheets" for each grant or award summarizing key details, and ensure that a grant record is established, including approved budgets, in the Aquarium's financial system and communicate key financial and grant award information to the PIs), their associate vice president, and/or their vice president, as well as with relevant grant management staff.
  10. Advise PIs and project directors or managers on matters concerning adherence to, and compliance with, grant award terms and conditions and relevant government regulations. Provide ongoing grant financial progress reports for monitoring purposes.
  11. Serve as the Aquarium's primary interface with government program specialists and contracting officers. Communicate effectively with sponsor program representatives (procurement specialists and contract officers) on compliance and reporting issues. Interaction requires knowledge of funder/sponsor policies and guidelines as they relate to compliance with individual award terms and conditions.
  12. Maintain a high degree of professionalism and collaborate with individuals and teams throughout the organization and with other externally sponsored program representatives.
  13. Ensure grant files are maintained and audit-ready in accordance with government rules and regulations.

QUALIFICATIONS

Minimum Training and Experience
  • A degree in business administration or equivalent.
  • A minimum of 5 to 7 years' professional experience with grant administration is required.
  • Proven success with compliance and financial administration of grant and contract awards throughout lifecycle and experience developing and implementing grant administration strategies to expand sponsored programs activities, control costs, and improve quality.
  • Budgeting and accounting experience with knowledge of auditing policies and donor agencies requirements.
  • Experience presenting findings and recommendations to senior leadership.
  • Strong working knowledge of Microsoft Office applications, computerized General Ledger, and other business systems. Advanced knowledge of Excel and spreadsheet design techniques is essential.
Knowledge, Skills, and Abilities
  • A thorough understanding of GAAP, OMB Circulars A-110, A-122, A-133 and Uniform Guidance 2 CFR 200, preferred.
  • An in-depth knowledge of the sponsored program policies established by government awarding and regulatory agencies, and an understanding of the roles and level of authority of the program officers and contract officers.
  • Excellent communication skills (oral and written).
  • Strong customer service orientation and the ability to work cooperatively and collaboratively with all levels of employees and management to maximize performance, creativity, problem solving, and results.
  • Excellent technical and communication skills; candidates should be comfortable presenting findings, and recommendations to a variety of audiences.
  • Methodical and strategic thinking.
  • Excellent organizational and project management skills.
  • Well organized, with strong attention to detail and the ability to consistently meet deadlines.

For more information and to apply online please visit:

New England Aquarium is committed to diversity, equity, and inclusion in the workplace and is an Equal Employment Opportunity Employer as defined by the EEOC. Here we foster a culture of respect, diversity, and inclusion. We strive to engage and inspire a broad audience with our efforts to protect the blue planet, and we believe a diverse workforce provides experiences, skills, and perspectives that enrich our programs, strengthen problem-solving, add creativity, and enhance our work environment.

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