Grants Accountant

The Grants Accountant is responsible for the Aquarium's grant and fund accounting activities, including tracking restricted, temporarily restricted, and unrestricted funds; preparing grant-related journal entries and reconciliations; ensuring activity is properly classified by fund, program, department, and grant; and supporting compliance with donor restrictions, grant agreements, reporting deadlines, and accounting requirements. This role ensures accurate and timely billing, compliance with sponsor and contractual requirements, and effective monitoring and collection of receivables.

The grants accountant ensures that expenditures and billings comply with sponsor budgets, applicable federal regulations (including Uniform Guidance), and institutional policies and procedures. The role works independently while partnering closely with Principal Investigators (PIs), program managers, and Finance to support award management and revenue realization. Regular financial reporting, proactive receivable monitoring, and clear communication with internal and external stakeholders are essential to success.

The grants accountant exercises discretion in handling confidential financial information and serves as a key liaison between the Aquarium and its sponsors, customers, and internal departments regarding billing and financial matters.

This is a full-time regular position offering a comprehensive benefits package. The schedule will be Monday-Friday 9:00 am - 5:00 pm with the option for a hybrid schedule, working some days on-site and some days remotely. Remote days are only available for residents of MA, RI, NH, ME, NY and VT.

ESSENTIAL FUNCTIONS

Sponsored Programs Financial Administration

• Establishes all sponsored program projects in the financial management system upon receipt of award documentation; maintains and updates the Smartsheet grants database for new awards, modifications, reporting deadlines, and renewals.
• Reviews and authorizes purchase orders, invoices, and expenditures to ensure allowability, allocability, reasonableness, budget availability, and proper coding in accordance with sponsor budgets, NICRA indirect cost rates, and Uniform Guidance requirements.
• Performs monthly financial analysis of sponsored projects, comparing expenditures to approved budgets and project timelines; identifies issues and communicates status and recommendations to PIs and department leadership.
• Processes authorized adjustments, cost transfers, and budget revisions in coordination with the Grants and Administration Team.
• Assists with subcontract administration, including financial tracking, invoicing support, deposits, transfers, and closeouts.
• Prepares data and supporting schedules for the Uniform Guidance audit, including the Schedule of Expenditures of Federal Awards (SEFA).
• Closes project accounts, including cost share ("match"), ensuring all financial activity is complete and compliant.
• Serves as an internal resource to interpret sponsor guidelines, budgets, salary allocations, and grant accounting practices.

Billing

• Prepares and issues accurate and timely invoices for grants, contracts, fee-for-service agreements, and other institutional billings in accordance with sponsor terms, contract milestones, and Aquarium policies.
• Tracks federal and other sponsor drawdowns and invoices by accessing reports through sponsor portals.
• Maintains billing schedules and ensures all contractual billing milestones and deliverables are invoiced promptly.
• Reconciles receivable balances across sponsored revenue streams to the general ledger and subsidiary records. Investigate variances, unapplied cash, and delayed payments.

Reporting & Controls

• Produces and distributes monthly reports, including active awards, deliverables/billing status, receivable aging, federal cash received, and project financial summaries.
• Maintains strong internal controls over billing, receivables, and sponsored program accounting to ensure compliance with institutional policies and regulatory requirements.
• Supports monthly and year-end close activities related to revenue recognition, receivables, deferred revenue, and grant accounting.

Collections & Accounts Receivable

• Conducts proactive collection activities, including customer outreach, follow-up on outstanding invoices, and resolution of billing disputes or sponsor questions.
• Coordinates with program staff, contracts/grants administration, and Finance leadership to resolve receivable issues and accelerate cash collections.
• Documents collection actions and maintains accurate correspondence and account notes.
• Recommends allowance or write-off actions when appropriate, with supporting analysis and approvals.

Collaboration & Continuous Improvement

• Acts as liaison among PIs, program managers, contracts/grants staff, and Finance on billing, receivables, and sponsored financial matters.
• Works with the Grants and Administration team to support required sponsor reporting and financial submissions.
• Identifies opportunities to improve billing workflows, documentation, and receivable tracking tools (including Smartsheet and financial systems).
• Performs other accounting, financial, and administrative duties as assigned.

QUALIFICATIONS

Minimum Training and Experience

• Bachelor's degree in business sciences (administration, finance, accounting, etc.) and 5 to 7 years of related grants accounting experience required.
• Experience with financial and accounting software required.
• Experience applying GAAP accounting principles and practices required, including experience applying these skills toward grants accounting.
• Experience with Uniform Grant Guidance requirements preferred. Familiarity with the Code of Federal Regulations Title 2, Subtitle A, Chapter 2, Part 200, with a special emphasis on subparts D, E, & F, which pertain to post-federal award requirements, cost principles, and audit requirements, is preferred.
• Experience with MIP fund accounting software is a plus.

Preferred Requirements, Skills and Abilities

• Working knowledge of Microsoft Office applications and advanced Excel skills required.
• Excellent communication and interpersonal skills with the ability to work effectively in a team environment required. Must communicate clearly with tact, diplomacy, and professionalism in dealings, which at times may be very sensitive, with sponsor contacts, PI's/project managers, and auditors. Sponsor contacts include federal contract officers, technical representatives, state, foundation, and corporate administrators.
• Attention to detail, accuracy, and ability to meet deadlines required.

For more information and to apply online please visit: http://neaq.applicantpro.com/jobs/

The New England Aquarium is committed to an inclusive workplace culture and is an Equal Employment Opportunity Employer, as defined by the EEOC. Here, we foster a culture of respect and inclusion. We strive to engage and inspire a broad audience with our efforts to protect the blue planet. We believe that an inclusive workforce provides diverse experiences, skills, and perspectives that enrich our programs, strengthen problem-solving, add creativity, and enhance our workplace culture.