Grants Coordinator

23 hours ago


Phoenix, Arizona, United States American Physical Society Full time

Job Summary:

The American Physical Society is seeking a highly skilled Grants Coordinator to join our team. As a key member of our finance department, you will be responsible for managing the financial and administrative aspects of our grant portfolio. This includes processing invoices, drafting contract agreements, and compiling grant documentation.

Key Responsibilities:

  • Grant Financial Support:
    • Process and approve grant-related financial documents (invoices, travel/expense reports, payment requests).
    • Assist with setting up fringe benefit and indirect cost rates in the accounting system.
    • Provide support with Single Audit preparation (workpapers & requests).
    • Serve as the primary contact for inquiries regarding grant transactions.
    • Distribute monthly financial reports for grant projects.
    • Participate in grant budget meetings.
  • Grant Administration Support:
    • Draft and edit contract agreements for subrecipients and consultants.
    • Compile and prepare supporting documentation for subawards and consultant agreements.
    • Track grant lifecycle stages to ensure compliance with terms and conditions.
    • Assist with grant application production (proofreading, formatting, etc.).
    • Coordinate grant-related meetings with internal departments.
  • Reporting Support:
    • Utilize data management systems for accurate grant reporting.
    • Reconcile data between reports and spreadsheets.
    • Maintain a comprehensive grant calendar and reports.
  • General Administrative Support:
    • Perform additional duties assigned by the Senior Grant Administrator or Controller.
    • Assist with special projects related to grants (e.g., communication materials).
    • Track support request letters for timely vetting and submission.
    • Coordinate grant meetings.

Requirements:

  • Associates degree in Finance, Accounting, or a related field (directly relevant work experience in lieu of degree accepted).
  • Minimum 1 year experience in administration, accounting, grants, or a related field.
  • Experience with electronic grant submissions.
  • Experience with account and financial procedure systems (preferably in a non-profit setting).
  • Experience with grant application research, writing, proofreading, and submission (preferred).
  • Experience with Salesforce or a similar CRM (preferred).
  • Proficient in MS Office Suite & Google Suite.
  • Knowledge of Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance 2 CFR 200) preferred.
  • Strong organization, documentation, and prioritization skills.
  • Strong written and verbal communication skills.
  • Excellent attention to detail.
  • Ability to adapt to changing schedules.
  • Ability to work independently and collaboratively.

Travel:

The position requires up to 10% of travel for in-person meetings with staff as well as periodic travel to attend meetings and events as part of its core responsibilities, as well as additional travel as assigned.

Salary:

The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market.

Work Environment:

As a remote-first workplace, we offer flexibility and equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations.


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