Title: Manager, Finance and Grants
Department: Social Sciences
Duration: Indefinite
Job Summary
Reporting to the Executive Director, the Manager of Finance and Grants supports UEPI Project Directors, program staff and faculty PIs to navigate the college’s administrative processes and work with funders to submit proposals and administer funding. This position is responsible for, in collaboration with UEPI staff and faculty, coordinating the development and financial administrative management of grants in conjunction with the College’s Business Office and Sponsored Research Office and other relevant administrative offices. The Manager may interface with funding agencies/organizations as necessary and provide grants management support to community-engaged research and programs across the College as needs arise and time allows.
Job Duties
- 50% - Pre-Award Responsibilities - Work with UEPI Executive Director, Project Directors, program staff, and faculty PIs to develop budgets for program, specific grant, and the overall organizational. Includes training and providing support on grants compliance to College policies and procedures. Provide administrative support in preparing new proposals for submission, including internal Requests for Proposals (RFPs), program budgets, budget narratives and other forms as required. Work with Project Directors and faculty PIs in other areas of the grant writing and submission processes including editing relevant sections e.g. budget and budget narrative and gathering ancillary materials, RFP requirements, sponsor requirements, and other guidelines as applicable. Manage financial aspects of the proposal process from start to submission including collaborating with the College to complete the internal RPAS process, obtain any supporting documentation and verify compliance with institutional policies. - (Essential)
- 50% - Post-Award Responsibilities - Review incoming awards, including modifications of awards, for accuracy against proposal, assist with negotiations with agency representatives, and prepare correspondence regarding grants and contracts. Manage the process of executing the grant award with the college. Work with UEPI staff and faculty to monitor and document grant expenditures and grant funded activity to ensure compliance with College policies, federal, state, and local regulations, and specific terms and conditions of multiple grant awards. Create, manage, and manually update budget sheets in Excel. Maintain updates with current expenditures reconciling to Argos (college financial system) and monitor project budgets for accuracy, patterns in spending, budget projections, accuracy of general ledger activity and identification of potential problems. Provide monthly updates to UEPI staff and faculty, including review of budget projections. Manage all financial reporting and invoice deadlines as mandated by the funder. Prepare and submit invoices for grants/contracts. Prepare and submit financial reports for grants/contracts. Work with faculty PIs and Project Directors to ensure completion and document submission of programmatic reports. Collaborate with College to obtain approvals and signatures on applicable invoices and financial reports prior to submission. Work with Project Directors and faculty PIs to ensure all awards requirements are met by respective deadlines. Review and oversee timekeeping records for federal and county grants and contracts. Work with Project Directors, faculty PIs, and program staff to create and manage sub-awards and collaborative agreements. Ensure timely receipt of invoices, required financial reports and other documentation in accordance with College policies and federal, state, and funder regulations. Prepare and submit, with input from the program staff, budget modifications and no cost extension requests as needed. Review and communicate award expiration dates, contract and budget modifications, and account payments to the appropriate staff. Review, approve, and process all accounts payable (invoices, reimbursements, procurement cards) requests weekly and submit to business office. Respond to internal and external requests for information and data regarding grant financial activity and sponsored projects. Responsible for overseeing, preparing, and submitting materials for all annual, quarterly or desk audits on grants, as required. Prepare annual salary allocations and projections of all positions to share with UEPI Executive Director, Project Directors, and faculty PIs Prepare and submit necessary forms (monthly to quarterly) to adjust salaries to available funding. Review grant funds, maintain up to date salary projections, and ensure adjustments are made in a timely manner in line with grant periods. - (Essential)
Minimum Qualifications
Bachelor’s degree in accounting, finance, research administration, or field of study related to position responsibilities. Five years of progressively responsible experience performing grant accounting, compliance and related work processes. Demonstrated knowledge and skills managing/administering pre-and/or post-award administration involving private foundation and federal/state grants. Accounting and finance skills in managing grant accounts and funds, as well as knowledge of generally accepted accounting, fiscal, and reporting principles. Working knowledge of contracts and grants transactions and applicable financial systems, as well as related policy requirements. Demonstrated working knowledge of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines. Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities. Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy. Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing and electronically. Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies. Demonstrated commitment to justice, equity, inclusion & diversity. Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities. Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner. Ability to self-motivate and work independently. Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
Preferred Qualifications
Master’s degree in accounting, finance or related fields. Experience in the nonprofit sector, higher education, and/or philanthropic sectors. Knowledge and experience using finance and accounting software, e.g. Argos.
EXPECTED HIRING RANGE: $94,000 - $100,000/yr
If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.
To see more about working at Oxy please visit our Life Page on Linkedin -https://www.linkedin.com/school/occidental-college/life/7304fcc8-1084-4497-b7f1-6be0c49671cf/
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