Grant and Restricted Fund Accountant

Under the direction of the Controller, the Grant Accounting and Restricted Fund Accountant provides financial management and compliance oversight for grants, contracts, and other awards from foundation, corporate, and government sponsors supporting faculty research, scholarship, creative activities, and curricular, programmatic, and College initiatives.

The Grant Accounting and Restricted Fund Accountant works closely with Grant Managers, Principal Investigators (PIs), and others responsible for institutional and faculty-led grants. This position has primary responsibility for establishing accounting procedures and protocols, costing and allocations, monthly reporting and auditing of grants, and assisting with establishing grant budgets within the College’s financial systems.

The Grant Accounting and Restricted Fund Accountant is responsible for monitoring and properly recording indirect funds related to grants in compliance with the Office of Management and Budget’s Uniform Guidance. This position monitors grant funds from award setup through closeout while adhering to College, State, and Federal policies and requirements.

This position plays an important role in post-award compliance by ensuring that grant budgets are not overspent, grant periods are followed, costs are allowable under the terms of the grant, and accounting records are accurate, complete, and maintained appropriately.

The Grant Accounting and Restricted Fund Accountant also prepares and analyzes monthly reports for endowed and other restricted funds to ensure spending does not exceed allowable amounts. This position works closely with the Senior Financial Planning Analyst to budget for restricted positions and known expenditures.

Reports to the Controller.

Works closely with the Vice President of Finance and Operations, Controller, Vice Presidents and Directors, Grant Managers and Principal Investigators, and the Office of Academic Research, Grants and Sponsored Programs.

This position has no direct reports but provides joint oversight with the Controller of accounting staff working on grant and restricted fund accounting.

• Bachelor’s degree in accounting, Finance, or a related field.
• Five or more years of experience in accounting, internal controls, and/or auditing.
• Experience with grants and contracts administration, preferably within a higher education setting.
• Experience with federal Uniform Guidance requirements.
• Experience with endowed and restricted fund accounting.
• Extensive knowledge of Microsoft Office Suite, Google applications, and accounting software.
• Strong problem-solving skills with an understanding of data analysis and forecasting.
• Highly organized and detail-oriented, with the ability to work independently and collaboratively.
• Ability to handle highly confidential information responsibly.
• Excellent communication and interpersonal skills, particularly when working with individuals without a financial background.
• Strong data-entry skills with a high degree of accuracy.
• Ability to accurately prepare and maintain records, files, reports, and correspondence.
• Demonstrated ability to complete assignments accurately and with attention to detail.
• Ability to analyze, organize, and prioritize work effectively while working under pressure and meeting deadlines.

• Demonstrated strong financial and quantitative skills.
• Excellent written and verbal communication and presentation skills.
• Strong interpersonal and collaboration skills and the ability to build effective working relationships.
• Demonstrated ability to work independently and manage projects effectively.
• Strong leadership and relationship-building skills.
• Ability to learn quickly and apply strong problem-solving and critical-thinking skills.
• Advanced proficiency with Microsoft Office, particularly Microsoft Excel.
• Experience developing reports from ERP systems using tools such as SmartView or Tableau.
• Experience with grant management systems such as Kyuse and Oracle Cloud.
• Experience with grant accounting, post-award administration, and compliance in a higher education environment.

• Ensure compliance with federal, state, and College regulations, policies, and procedures.
• Research, interpret, and apply sponsor regulations and guidelines to ensure grant and financial compliance.
• Develop policies and procedures and document internal controls related to financial compliance.
• Track and maintain records required for state and federal compliance, including audit reports, procurement documentation, compensation certifications, and risk assessments.
• Assist with and/or perform grant-related post-award functions, including award setup, budget distributions, expense monitoring, periodic invoicing, and financial reporting.
• Review and approve labor distribution transfers and related communications, reconciliations, and re-budgeting activities.
• Prepare journal entries to allocate residuals, overdrafts, and/or overhead discrepancies to departmental accounts resulting from reconciliations and grant closeouts.
• Maintain regular communication with departments and fiscal contacts at funding sources to resolve issues and gather information.
• Perform grant closeout activities, including reconciliations, final invoices, and final reporting.
• Manage grant-related data, prepare financial reports, and lead monthly grant financial review meetings.
• Review and approve grant expenditures to ensure costs are allocable, allowable, and reasonable.
• Track and report on cost-share commitments.
• Assist with budget revisions throughout the grant period.
• Collaborate with the Finance Office during grant and College audits.
• Assist the Finance Office with grant-related invoicing, subaward recipient risk assessments and monitoring, and award closeout.
• Assist in preparing and reviewing grant budgets and update the College Budget system to support accurate reporting of actual expenditures against the approved budget.
• Prepare monthly reports and analysis related to other restricted funds to identify potential overspending and notify the Accounting Office of concerns.
• Communicate with departments regarding activity and balances associated with restricted funds.
• Prepare journal entries to correct discrepancies related to restricted fund activities.
• Perform other duties as assigned.

Full-time, Monday through Friday, during regular College business hours. The position may require occasional additional hours to meet reporting, audit, grant closeout, or other critical deadlines.

Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from Saint Mary’s College, either now or in the future.