Director of Grant Accounting

TITLE:Director of Grant Accounting

DEPARTMENT:Grants Accounting

REPORTS TO:Vice President of Finance and Administration/CFO

CLASSIFICATION:Staff-12 months

EFFECTIVE DATE:TBD

STANDARD WORK HOURS:37.5 hours per week

LOCATION: On-Site-Main Campus

EMPLOYMENT STATUS:Full-Time

EMPLOYMENT CLASSIFICATION:Exempt

JOB SUMMARY:

The Director of Grant Accounting, under the general direction of the Vice President of Finance and Administration/CFO, is responsible for the fiscal administration and oversight of sponsored research grants and contracts. This position reviews proposals for compliance, monitors expenditures, prepares budget projections and financial reports, and provides technical guidance to principal investigators and administrative units to ensure adherence to University, Federal, State, and sponsor requirements. The position requires regular on-campus presence to provide timely fiscal support to principal investigators and administrative personnel, coordinate with University offices, access and maintain University financial and grant records, and participate in meetings and activities requiring in-person collaboration. The role requires analytical evaluation, independent judgment, attention to detail, and effective communication with internal and external stakeholders.

ESSENTIAL JOB FUNCTIONS:

• Review grant and contract proposals for compliance with University, State, Federal, and sponsor regulations, terms, conditions, and assurances.
• Advise principal investigators and University personnel regarding proposal preparation, applicable grant policies, fiscal restrictions, and regulatory requirements.
• Respond to inquiries from principal investigators and funding agencies regarding budgetary details, indirect costs, fringe calculations, salary verification, and expenditure allowability.
• Assist with the development, review, and monitoring of grant budgets and interpret expenditure requirements in accordance with sponsor guidelines.
• Analyze and distribute award information received from funding agencies and communicate updates to appropriate administrators and investigators.
• Research, monitor, and summarize regulatory requirements related to grants and contracts, including changes to applicable Federal, State, sponsor, and University requirements.
• Maintain grant-related data within the Banner Grants module, including coding, entry preparation, verification, and reconciliation of financial information.
• Track expenditures, analyze variances, forecast fiscal performance, and provide recommendations to support grant stewardship and budgetary planning.
• Monitor compliance issues, follow up on inconsistencies, and request missing information or documentation from sponsors, principal investigators, and University personnel.
• Compile financial and compliance data, prepare reports, identify trends, and provide documented recommendations to management.
• Maintain organized electronic and physical records related to proposals, awards, financial activity, and compliance documentation in accordance with University requirements.
• Coordinate with Finance and Administration, principal investigators, departments, and other University offices regarding grant accounting, financial reporting, compliance, and related fiscal matters.
• Supervise, train, assign, and evaluate the work of employees within the Grants Accounting function and provide guidance to ensure effective and accurate completion of assigned responsibilities.
• Participate in meetings, trainings, professional development activities, and other University activities, including activities conducted in person on the Main Campus, as required.
• Perform related administrative duties that support the essential functions of the position.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of Federal and State financial regulations and University financial policies and procedures.
• Knowledge of Federal sponsored research requirements, including the Uniform Guidance under 2 CFR Part 200 and applicable Federal agency requirements.
• Knowledge of University and/or public-sector auditing policies, standards, and procedures.
• Knowledge of accounting principles, methodology, and practices applicable to grant and contract administration.
• Knowledge of grant accounting, financial reporting, budget development, expenditure monitoring, and fiscal compliance.
• Skill in analyzing financial information, identifying variances, and developing budget projections and recommendations.
• Skill in preparing and interpreting financial and compliance reports.
• Proficiency with ERP and financial management systems, including Banner or comparable systems.
• Knowledge of financial and business analysis techniques.
• Ability to interpret and apply complex Federal, State, sponsor, and University regulations and requirements.
• Ability to exercise independent judgment and make sound decisions regarding fiscal and compliance matters.
• Ability to plan, organize, prioritize, and manage multiple projects and deadlines.
• Ability to develop and maintain accurate and organized financial and grant records.
• Ability to communicate complex financial and regulatory information clearly and effectively to individuals with varying levels of financial and grant administration experience.
• Ability to establish and maintain effective working relationships with principal investigators, administrators, University personnel, funding agencies, and other stakeholders.
• Ability to prepare reports and written materials containing technical financial and compliance information.
• Ability to work effectively in a professional office environment and collaborate with others through regular in-person interaction.
• Ability to supervise, train, assign, and evaluate employees and effectively manage work assignments and priorities.
• Strong interpersonal, organizational, analytical, and problem-solving skills.

SUPERVISORY RESPONSIBILITY:

• Supervises employees within the Grants Accounting function. Responsibilities include assigning and prioritizing work, providing training and guidance, monitoring performance, conducting performance evaluations, addressing performance concerns, and supporting employee development in accordance with University policies and procedures.

OTHER DUTIES: 

Other related duties as assigned.

QUALIFICATIONS:

• Bachelor's degree in Accounting, Finance, Business Administration, or a closely related field required.
• At least one year of professional experience involving the administration, accounting, financial management, or compliance of grants and contracts required.
• General knowledge of Federal sponsored research compliance requirements, including the Uniform Guidance under 2 CFR Part 200 and applicable Federal agency requirements.
• Experience with grant accounting, financial reporting, budget monitoring, or sponsored program administration preferred.
• Experience with Banner or another enterprise resource planning or financial management system preferred.
• Certification in Research Administration or a related professional certification is preferred.
• An equivalent combination of relevant education and experience may be considered.

Licensing and Certifications: NA

WORKING CONDITIONS:

• Work is performed primarily in a standard office environment on the University’s Main Campus and requires regular on-campus presence during scheduled work hours.
• The position requires frequent interaction with University personnel, principal investigators, administrative offices, and other stakeholders and may require participation in in-person meetings and activities.
• Frequent use of computer, keyboard, telephone, and standard office equipment is required.
• Must be able to sit or stand for extended periods, lift up to 10 pounds occasionally, and perform repetitive office tasks.
• Limited exposure to physical risk; work is generally low physical impact.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.