Grants Administrator

Job Description

Job Description:Agency Division: Marketing & Communications, Maryland Sports CommissionStatus: Regular, Full-time, BenefittedLocation: Camden Yards Sports Complex, Baltimore City, MarylandHiring Range: $70,000.00 - $95,000.00 annually (Commensurate with experience and qualifications)Closing Date: November 30, 2026 NATURE OF WORK:The Grants Administrator is responsible for the independent administration, financial analysis, coordination, and compliance monitoring of an assigned portfolio of Maryland Sports Commission (MSC) grants awarded to external organizations. The position manages the full grant lifecycle, including application review, eligibility verification, financial evaluation, funding recommendations, grant agreement administration, expenditure monitoring, compliance oversight, reporting, reconciliation, and grant closeout. The incumbent exercises independent professional judgment in evaluating grant applications, analyzing proposed budgets, assessing financial capacity, reviewing grant expenditures and reimbursement requests, monitoring funding balances, identifying compliance concerns, and preparing documented recommendations regarding grant awards, budget modifications, and expenditure approvals. The incumbent is expected to identify potential conflicts of interest, maintain accurate documentation, apply established evaluation criteria consistently, and promptly elevate matters requiring management review or approval. The Grants Administrator works collaboratively with MSC leadership, MSA Finance, Legal, Internal Audit, program staff, applicants, grantees, and other stakeholders to ensure grant funds are administered consistently, transparently, and in accordance with established policies, approved budgets, program requirements, and applicable laws and regulations. Grants Administrators may be assigned primary responsibility for specific programs or grant portfolios; however, all incumbents are expected to be cross-trained and capable of supporting other MSC grant programs during peak cycles, staff absences, vacancies, or future program expansion. The position does not independently authorize grant awards, approve final expenditures, or disburse grant funds. All final grant award decisions, expenditure authorizations, and payment disbursements remain subject to established MSA approval authority and applicable financial controls. The incumbent reports to the management of the Marketing & Communications Group and does not have direct supervisory responsibilities but may provide technical guidance, training, and administrative coordination to grant applicants, recipients, and internal program staff. WORK HOURS:This is a full-time position requiring a minimum of 40 hours of work per week. The standard work schedule is Monday through Friday, eight (8) hours per day. Occasional evening, weekend, or holiday work may be required based on grant cycles, Board schedules, events, or program needs but is not part of the standard work schedule. This position is eligible for telework. BENEFITS: State of Maryland health benefits (click here) EXAMPLES OF WORK:The duties listed below are illustrations of various types of work that may be performed. The omission of specific statements or duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbents in the position are expected to perform all of the duties described below. Grant Application Review and Pre-Award Administration:Serve as a primary point of contact for prospective grant applicants and provide technical assistance regarding eligibility, program guidelines, application requirements, deadlines, and procedures.Review grant applications and supporting documentation to determine completeness, eligibility, financial feasibility, and compliance with established program requirements.Evaluate proposed grant budgets to assess cost reasonableness, appropriateness of expenditures, financial capacity, and alignment with program objectives.Analyze financial statements, budget proposals, and other supporting information to assess applicants' ability to successfully administer proposed grant-funded activities.Coordinate requests for additional information or clarification from applicants and maintain accurate records of correspondence and outstanding requirements.Collaborate with MSC program staff to evaluate proposed sporting events, projects, services, and activities for consistency with grant program objectives.Apply established eligibility requirements, evaluation criteria, and scoring methodologies consistently and objectively.Conduct financial and administrative reviews and prepare documented analyses, application summaries, and funding recommendations for consideration by MSC leadership and other authorized MSA officials.Coordinate application materials throughout technical review, evaluation, approval, and Board action.Prepare grant recommendations, briefing documents, Board materials, and other decision-support information.Participate in discussions and negotiations concerning proposed grant budgets, funding conditions, and grant agreements.Identify and report potential conflicts of interest or inconsistencies in the grant evaluation process to appropriate MSA officials. Grant Award and Agreement Administration:Coordinate the preparation, review, processing, and execution of grant agreements and supporting award documentation.Prepare and distribute grant award notifications and coordinate post-award communications with recipients.Track execution of grant agreements, insurance certificates, tax documentation, vendor information, and other required materials.Communicate approved grant award conditions, eligible expenditures, performance expectations, deadlines, reporting requirements, and financial obligations to recipients.Maintain accurate records of approved grant awards, funding amounts, agreement periods, amendments, and recipient obligations.Monitor grant agreement timelines, reporting deadlines, performance milestones, and other administrative requirements.Review requests for grant modifications, budget adjustments, extensions, and amendments and prepare recommendations for management consideration.Coordinate with MSC leadership and appropriate MSA departments to ensure all required approvals are obtained before grant commitments or modifications are finalized.Maintain complete and accurate electronic grant files in accordance with applicable program and records retention requirements. Financial Analysis, Budget Monitoring, and Expenditure Review:Review and analyze proposed and approved grant budgets to determine whether costs are reasonable, allowable, and consistent with authorized grant purposes.Evaluate historical and current grant expenditures to identify spending trends, budget variances, potential financial risks, and opportunities for cost containment.Monitor grant expenditures, available funding balances, outstanding commitments, and recipient financial performance.Review payment and reimbursement requests, invoices, expenditure reports, and supporting financial documentation for accuracy, completeness, eligibility, and consistency with approved budgets and grant requirements.Analyze expenditure requests and prepare recommendations for approval, modification, or denial based on applicable financial requirements.Coordinate approved payment processing with MSA Finance and other appropriate departments.Perform grant reconciliations and maintain accurate records of awarded, paid, expended, returned, and outstanding grant funds.Identify unsupported expenditures, potential budget overruns, financial discrepancies, and other fiscal concerns.Recommend cost containment measures, budget modifications, and corrective actions to promote responsible use of grant funds.Prepare financial analyses, expenditure summaries, and funding projections to support grant program planning, budget development, and management decisions.Maintain appropriate separation of duties between grant evaluation, award approval, expenditure authorization, and payment processing. Grant Monitoring, Compliance, and Accountability:Independently monitor assigned grant portfolios for compliance with grant agreements, approved budgets, program guidelines, reporting requirements, and established deadlines.Review financial and programmatic reports submitted by grant recipients to evaluate compliance with award conditions and program objectives.Coordinate with MSC program staff to assess whether funded activities, services, and events are consistent with approved grant purposes.Identify and document financial discrepancies, incomplete documentation, potentially ineligible expenditures, and other compliance concerns.Evaluate compliance findings, recommend corrective actions, and monitor resolution in coordination with MSC leadership.Elevate significant compliance concerns, potential misuse of funds, or matters requiring management interpretation or approval to the appropriate MSA officials.Support site visits, monitoring activities, and other compliance reviews as assigned.Maintain accurate documentation of monitoring activities, compliance findings, corrective actions, and recipient communications.Assist with internal and external audits, financial reviews, legislative inquiries, Board reporting, and other grant-related information requests.Support the development and implementation of grant administration procedures, internal controls, and accountability measures.Apply established policies and procedures consistently and document matters requiring management interpretation.Ensure that policy exceptions, funding exceptions, or deviations from approved grant requirements are referred to authorized officials for review and approval. Reporting, Reconciliation, and Grant Closeout:Review post-event, periodic, and final grant reports for completeness, accuracy, required performance information, economic-impact data, and compliance with grant requirements.Analyze grant expenditure and performance information to assess financial accountability and fulfillment of grant obligations.Track outstanding reports, documentation, payments, reconciliation items, and closeout requirements.Follow up with grant recipients to resolve incomplete documentation, outstanding financial matters, and reporting deficiencies.Complete grant reconciliation and closeout procedures, ensuring required programmatic, financial, compliance, and records requirements are satisfied.Prepare periodic reports regarding grant awards, expenditures, available balances, outstanding commitments, and program funding.Provide financial and administrative information to MSC leadership and other authorized MSA officials to support budget planning, program evaluations, and management decisions.Assist in preparing program performance reports, economic-impact summaries, legislative responses, Board reports, and other internal or external reporting materials.Maintain comprehensive and accurate grant records in accordance with applicable MSA policies and records retention requirements. Grant Management Systems and Data Administration:Serve as a primary operational user of MSC's online grant management system and maintain accurate applicant, award, payment, reporting, compliance, and performance data.Develop and maintain tracking systems for grant applications, awards, expenditures, reporting deadlines, compliance activities, and closeout requirements.Translate grant program requirements into operational needs for electronic forms, workflows, communications, reports, and system enhancements.Participate in testing and quality assurance for new application forms, workflows, automated communications, system changes, and grant cycles in coordination with the Digital Platforms & Systems Coordinator.Identify opportunities to improve grant management systems, applicant instructions, administrative workflows, and the applicant and grantee experience.Support the development and validation of reports, dashboards, and data sets used to monitor grant activity, financial performance, and program outcomes.Ensure the accuracy, completeness, consistency, and integrity of grant-related data and electronic records. Program Coordination, Technical Assistance, and Continuous Improvement:Serve as a primary administrative contact for grant applicants and recipients regarding application procedures, budget requirements, expenditure documentation, reporting obligations, and compliance expectations.Collaborate with MSC leadership and program staff to support grant-funded sporting events, tourism initiatives, projects, and other approved activities.Participate in meetings with grant applicants, recipients, program representatives, and external stakeholders to address administrative, financial, and compliance matters.Provide technical assistance and training to applicants, recipients, and internal staff regarding grant application procedures, budget preparation, financial reporting, and compliance requirements.Coordinate grant-related workshops, webinars, information sessions, meetings, and stakeholder communications.Assist with the development, implementation, and maintenance of grant guidelines, policies, procedures, evaluation criteria, templates, forms, and operational documentation.Research grant administration practices, regulatory requirements, and relevant program guidelines to support effective grant management.Recommend improvements to grant administration processes to enhance efficiency, transparency, consistency, customer service, and accountability.Collaborate with Finance, Legal, Internal Audit, and other MSA departments to address grant-related matters and strengthen administrative controls.Participate in cross-training and provide operational support to other MSC grant programs as necessary.Perform research, special projects, and other related duties as assigned. KNOWLEDGE, SKILLS, AND ABILITIES:The following generally describes the knowledge, skills, and abilities that are required to enter the job or to be learned within a short period of time in order to successfully perform the assigned tasksKnowledge of grant administration principles, public-sector grant programs, financial management, budget analysis, and expenditure monitoring.Knowledge of grant agreements, financial accountability practices, internal controls, and compliance requirements.Ability to interpret and consistently apply statutes, regulations, policies, grant guidelines, contracts, procedures, and eligibility requirements.Ability to independently evaluate grant applications, proposed budgets, financial statements, expenditure reports, and supporting documentation.Ability to assess the reasonableness, allowability, and appropriateness of proposed and actual grant expenditures.Ability to analyze financial information, identify discrepancies, assess potential risks,