Director of Grant Accounting

Job Description

Job Description

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 is responsible for the financial administration, accounting, monitoring, reporting, and compliance of grants and sponsored programs awarded to Kentucky State University. This position provides leadership and oversight to ensure grant funds are properly accounted for, expenditures are allowable and accurately recorded, financial reports are completed timely, and all grant-related financial activities comply with applicable federal, state, University, and sponsor requirements.

The Director works collaboratively with principal investigators, project directors, department administrators, Finance and Accounting personnel, Sponsored Programs, and other University departments to provide financial guidance throughout the grant lifecycle. The position is also responsible for maintaining appropriate internal controls, monitoring grant budgets and expenditures, assisting with audits, and supporting the timely and accurate financial closeout of sponsored awards.

 

 

ESSENTIAL JOB FUNCTIONS:

• Maintain accurate accounting records for grants and sponsored programs, including budgets, expenditures, revenues, encumbrances, and available balances.
• Review grant-related financial transactions to ensure expenditures are allowable, allocable, reasonable, properly supported, and charged to the appropriate fund, department, program, and account.
• Reconcile grant accounts and identify and resolve discrepancies in a timely manner.
• Review purchase orders, requisitions, invoices, payroll charges, journal entries, and other financial transactions related to grant-funded activities.
• Monitor grant spending against approved budgets and identify potential over-expenditures, underutilization of funds, and other financial concerns.
• Prepare and process accounting adjustments and correcting journal entries as necessary.
• Ensure grant expenditures comply with applicable federal regulations, including Uniform Guidance (2 CFR Part 200), state requirements, grant agreements, sponsor requirements, and University policies and procedures.
• Monitor grant-specific restrictions and requirements, including approved budgets, cost-sharing requirements, matching requirements, and grant periods.
• Identify potential compliance concerns and communicate issues to appropriate University officials.
• Assist with the development, implementation, and monitoring of internal controls related to grants and sponsored programs.
• Prepare and submit accurate and timely financial reports to federal, state, local, and private funding agencies.
• Review financial reports for accuracy and completeness prior to submission.
• Coordinate grant closeout activities, including final financial reporting, account reconciliation, and review of remaining balances.
• Prepare financial schedules, analyses, reconciliations, and reports for University leadership, Principal Investigators, grant administrators, auditors, and other authorized personnel.
• Review grant budgets and approved budget modifications and provide budget-to-actual analysis.
• Assist Principal Investigators and departments with understanding grant balances, expenditures, budget availability, and other financial information.
• Assist with grant budget revisions, transfers, and amendments in accordance with sponsor and University requirements.
• Serve as a financial resource during grant-related audits, monitoring reviews, and other compliance activities.
• Prepare and maintain supporting documentation requested by internal and external auditors and funding agencies.
• Assist with responses to audit findings and the development and implementation of corrective action plans.
• Maintain organized and complete grant financial records in accordance with University, sponsor, and applicable record-retention requirements.
• Identify opportunities to strengthen internal controls and improve grant accounting processes and procedures.
• Provide training and technical assistance to Principal Investigators, grant managers, department administrators, and other University personnel regarding grant accounting requirements and procedures.
• Provide guidance regarding allowable expenditures, budget availability, procurement requirements, financial reporting, and grant compliance.
• Maintain professional and effective communication with University personnel, auditors, funding agencies, and other stakeholders.

 

OTHER DUTIES: 

• Perform other duties as assigned by the Vice President of Finance and Administration/CFO.

 

QUALIFICATIONS:

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of three (3) years of progressively responsible accounting experience, preferably involving grants, sponsored programs, governmental accounting, or higher education.
• Knowledge of accounting principles, financial reporting, budgeting, internal controls, and financial compliance requirements.
• Knowledge of federal grant regulations and requirements.
• Demonstrated ability to analyze financial data, reconcile accounts, and identify discrepancies.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Master's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Certified Public Accountant (CPA), Certified Government Financial Manager (CGFM), Certified Research Administrator (CRA), or other relevant professional designation preferred.
• Experience working with federal, state, or private grants in a higher education environment preferred.
• Experience with Uniform Guidance (2 CFR Part 200) preferred.
• Experience with enterprise financial systems or ERP systems, preferably in a university or governmental environment, preferred.
• Experience preparing federal or state financial reports, responding to audit requests, and completing grant closeouts preferred.

 

KNOWLEDGE, SKILLS, and ABILITIES: 

 

• Strong knowledge of accounting principles, grant accounting, financial reporting, budgeting, and internal controls.
• Knowledge of federal and state grant requirements and financial compliance standards.
• Ability to interpret and apply grant agreements, regulations, policies, and procedures.
• Strong analytical and problem-solving skills.
• Ability to analyze financial information and identify financial risks, discrepancies, and appropriate corrective actions.
• Able to handle multiple tasks, grants, projects, and deadlines simultaneously.
• Ability to work independently and exercise sound professional judgment.
• Ability to communicate complex financial information effectively to financial and non-financial personnel.
• Ability to establish and maintain effective working relationships with Principal Investigators, University personnel, funding agencies, auditors, and other stakeholders.
• Excellent interpersonal, initiative, teamwork, problem-solving, independent judgment, organization, communication, time-management, project-management, and presentation skills.
• Proficient with computer applications and programs associated with the position, including Microsoft Office applications and financial systems.
• Strong Microsoft Excel and financial analysis skills.
• Strong attention to detail and follow-up skills.
• Strong customer service skills and professional phone and e-mail etiquette.
• Ability to maintain confidential and sensitive financial information.

SUPERVISORY RESPONSIBILITY: 

 

• This position does have Supervisory responsibly.

PHYSICAL REQUIREMENTS :

• While performing the duties of this job, the employee is frequently required to sit and talk or hear. 
• The employee must occasionally lift and/or move up to 25 pounds. 
• Specific vision abilities required by this job include close vision and ability to adjust focus.

 

 

 

 

 

 

 

 

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.