Grants Coordinator

JOB SPECIFICATION

POSITION: Grants Coordinator

DEPARTMENT: Finance

LOCATION: Remote

*Great Hearts is not able to hire employees from the following: California, Connecticut, D.C., Hawaii, Maryland, Massachusetts, New Jersey, New York, North Dakota, Ohio, Oregon, Rhode Island, Washington, Wyoming; International

REPORTS TO: Director of Grants Management

FLSA STATUS: Exempt, Full-time ($55,000-$65,000)

This position is a five-year grant funded role, funded through September 30, 2030. Continuation of the position is contingent upon grant funding and will conclude when funding for the grant ends or at the end of the grant period.

Position Summary

The Grants Coordinator will be responsible for supporting the CSP CMO Expansion Grant as well as other federal grants administered through the Arizona Department of Education. The position ensures compliance with all federal and state regulations, assists in budget monitoring, and provides technical and administrative support to leadership and program staff. The Grants Coordinator will track expenditures, prepare grant revisions and reports, manage all federal time and effort logs, and help maintain accurate documentation to ensure funds are used effectively and in alignment with grant requirements.

Duties and Responsibilities

• Support the day-to-day administrative of the CSP CMO Expansion and Replication Grant covering Louisiana, Texas and Utah. Assist with federal grants through the Arizona Department of Education.
• Ensure compliance with all applicable federal, state, and local regulations, including 2 CFR Part 200 (Uniform Guidance)
• Assist with preparing and maintaining required documentation, records, and reports for audit and monitoring purposes.
• Maintain accurate and up-to-date time and effort logs for all personnel charged to federal grants.
• Ensure that time and effort records reflect the actual hours spent on grant-funded activities, and that logs are signed, dated, and retained for audit purposes.
• Draft and prepare grant revision requests for federal Arizona grants, including budget amendments, programmatic changes, and scope modifications, in accordance with federal and state grant requirements.
• Ensure all proposed revisions comply with federal regulations, grant terms, and organizational policies.
• Review grant agreements and guidelines to determine allowable changes and proper submission procedures.
• Work closely with program staff, finance teams, and leadership to collect input and ensure revisions accurately reflect program needs and objectives.
• Assist in preparing required financial reports, schedules, and supporting documentation for fiscal monitoring reviews.
• Ensure all records, including invoices, purchase orders, payroll allocations and time effort logs, are accurate, complete, and audit ready.
• Support review of expenditures to confirm they are allowable, properly documented, and aligned with federal and state regulations. Help identify and correct discrepancies in financial records prior to monitoring visits.
• Other duties as needed.

Qualifications, Competencies, and Strengths

Education/Certification: Bachelor's degree in accounting, finance or related field at minimum.

Experience: At minimum, two years of accounting/finance work experience. Experience in education preferred.

Special Skills:

• Commitment to the philosophy and mission of Great Hearts.
• Superior written and verbal communication skills; oriented towards detail, thoroughness, and accuracy.
• Proficient with Microsoft Excel, Word and PowerPoint.
• Experience with Blackbaud Financial Edge and Raiser's Edge Software
• Self-starter with the ability to work in a fast-paced and deadline-oriented environment.
• Ability to develop positive and professional relationships with team members.
• Advanced proficiency with Microsoft Excel, Word and PowerPoint; Blackbaud Financial Edge system experience a plus
• Provide excellent customer service and maintain confidentiality and professionalism at all times.

Additional Requirements

Type of fingerprint clearance: Must possess or obtain valid Arizona Department of Public Safety fingerprint clearance card.

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.

Travel required: May need to travel locally to the various academies within the Phoenix metro area.

This description reflects management's assignment of essential functions, it does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $55, $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Education:

• Bachelor's (Preferred)

Work Location: Remote