Grants Manager & Business Office Administrative Support

Overview

The Grants Manager & Business Office Administrative Support is the organization’s primary owner of post-award grant management, with deep emphasis on program oversight, financial compliance and reporting, sub-grant administration and KPI monitoring/tracking, budget monitoring, and timely reporting/closeout. The role ensures every grant is tracked and reported on time, on budget, and in full compliance with funder requirements (primarily large private foundations).

Working closely with faculty, program staff, and our external accounting firm, this position delivers accurate monthly budget-vs-actual reporting, drives variance reviews, manages sub-grant performance, and produces all required narrative and financial reports. Approximately 30% of the role provides day-to-day administrative and operational support to the business office across finance, HR, facilities, and IT.

Post-Award Grants Management (70%)

• Ensure full adherence to all grant requirements, including financial and program reporting deadlines, allowable costs, and programmatic obligations.
• Track expenses and monitor budgets in real time; manage budget revisions, cost-sharing obligations, and accurate allocation of funds in Sage Intacct.
• Conduct monthly transaction reviews and reconciliations in partnership with the external accounting firm.
• Prepare and submit all required progress, annual, and final narrative and financial reports that clearly document use of funds and project achievements.
• Produce and distribute monthly budget-versus-actual reports and dashboards; schedule and lead variance review meetings with program leaders.
• Oversee sub-grant administration: monitor KPIs, conduct regular performance reviews, provide technical assistance, process payments, and enforce compliance.
• Execute complete award and sub-grant closeouts within 90 days of expiration (final reports, reconciliations, record archiving).

Administrative Support (30%)

• Coordinate and support committee and leadership meetings: schedule meetings, prepare and distribute agendas and materials, take and circulate meeting minutes, and manage executive calendars.
• Maintain accurate, well-organized digital and physical filing systems for all grant records, contracts, financial documents, and business-office materials.
• Draft and edit correspondence, presentations, operational reports, and board materials.
• Provide cross-functional operational support, including:
  • Finance: committee logistics and minute-taking
  • HR: onboarding paperwork, training and open-enrollment coordination, and ad-hoc staff events
  • Facilities: housing and vendor coordination, maintenance reporting
  • IT: partner managed-services invoicing and coordination of capital-spend approvals/limits
• Assist with procurement, vendor payments, expense processing, and other day-to-day operational tasks.

Required

• Demonstrated strength in financial analysis, budget monitoring, variance reporting
• Medium-to-advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, budgeting templates)
• Proven experience partnering with external accountants on monthly grant allocations and reconciliations
• Exceptional organizational skills and attention to detail

Preferred

• 2-4+ years of post-award grants management experience with private foundations
• Hands-on experience with Sage Intacct (grant tracking, project accounting, dashboards, etc.)
• Experience with nonprofit financial practices, reporting, and educational organization budgeting.
• Prior administrative or operations support experience.
• Familiarity with fundraising databases (e.g., Raiser’s Edge).
• Strong communication and interpersonal skills
• Project management and multitasking ability
• Analytical thinking and problem solving
• Professionalism and discretion with sensitive information
• Ability to work independently and collaboratively
• Standard office environment with hybrid schedule (expected 2–3 days/week on-site in)
• Occasional evening or weekend work during peak deadlines or events.

• Vision - Close vision, distance vision, depth perception and ability to adjust focus.
• Hearing - Ability to hear verbal communications, to carry on telephone conversations, and hear co-workers.
• Clear Speech - Ability to communicate clearly in English to others as essential part of job function.
• Manual Dexterity and Grasping - Good motor skills needed to work with various equipment and use computer keyboard, office equipment.
• Regular Attendance - Required to manage day-to-day operations.