Grant & Contract Administrator

Grant & Contract Administrator Job ID: 300941 Location: Georgia College & State University, Milledgeville, GA Full/Part Time: Full Time Regular/Temporary: Regular Job Summary The Grant & Contract Administrator provides post‑award grants accounting and financial management support for departments, divisions, and colleges at Georgia College & State University. Working closely with principal investigators (PIs), departmental administrators, the Office of Grants and Sponsored Projects, and Financial Services and Budget, this position ensures compliance with sponsor, university, and federal regulations, including Uniform Guidance (2 CFR Part 200). Responsibilities include monitoring grant financial compliance, performing award reconciliations, preparing invoices, drawing grant funds, calculating indirect costs, submitting required financial reports, and interpreting financial policies. The position also supports the development of standardized procedures, process improvements, and exceptional customer service while serving as the primary financial resource for post‑award grant administration. Responsibilities Financial Award Setup – 15% Review grant award notices, terms and conditions, and contractual agreements upon award acceptance to ensure financial compliance and accurate award setup. Verify approved budgets, financial terms and conditions, invoicing/reimbursement requirements, and financial reporting obligations. Confirm all required compliance approvals with the Office of Grants and Sponsored Projects (OGSP) prior to authorizing expenditures. Establish grant accounts in PeopleSoft (PSFIN/ERP) and assist with translating approved budgets into Georgia College & State University (GCSU) account codes. Participate in award management meetings with OGSP staff and Principal Investigators to review award details, identify financial restrictions, and evaluate budget revisions. Provide guidance on financial administration, including budget monitoring, account code usage, procurement requirements, PeopleSoft access and training, and invoicing and reporting timelines. Post‑Award Financial Management – 50% Serve as the primary financial resource for Principal Investigators during the post‑award phase by providing oversight of grant financial management, ensuring compliance, and maintaining accurate financial records. Establish and maintain official financial files for all assigned grants. Ensure compliance with sponsor requirements, University policies, and Uniform Guidance (2 CFR Part 200), including the allowability and reasonableness of expenditures. Review and approve grant‑related financial transactions, including Personnel Action Forms (PAFs), MSS transactions, eProcurement requisitions, P‑Card prior approvals, contract addenda, payment requests, and budget revisions. Coordinate with the Budget Office to manage salary distributions, calculate salary savings, and process funding changes. Monitor cost‑sharing commitments, prior approvals, and budget modifications, ensuring compliance with sponsor and institutional requirements. Monitor grant activity using PeopleSoft and reporting tools to analyze financial data, identify discrepancies, and support decision‑making. Perform monthly financial reconciliations, including reconciling revenues and expenditures, preparing sponsor invoices, drawing grant funds, calculating and posting indirect costs, preparing journal entries, and maintaining accurate project balances. Prepare payroll documentation and other financial reports required by sponsors. Track grant receivables, resolve account discrepancies, document cost transfers, and ensure timely reimbursement of grant expenditures. Develop financial reports and queries to support grant monitoring, budgeting, forecasting, and fiscal year transitions. Financial Reporting & Closeout – 10% Collaborate with Principal Investigators to monitor the financial status of sponsored projects, ensure compliance with award requirements, and successfully complete financial reporting and award closeout. Monitor project budgets, expenditures, indirect cost recovery, award end dates, and renewal deadlines. Calculate, reconcile, and distribute indirect cost recoveries in accordance with approved rates and the University’s distribution methodology. Prepare and submit required financial reports to sponsors, including quarterly, annual, final, and other financial reports. Ensure compliance with sponsor financial terms and conditions throughout the life of the award. Manage the financial closeout process by reconciling revenues and expenditures, verifying indirect costs, returning unexpended funds when required, and transferring allowable residual balances in accordance with award terms. Prepare and submit institutional grant reporting, including the Schedule of Expenditures of Federal Awards (SEFA), the Higher Education Research and Development (HERD) Survey, and other required federal and institutional reports. Faculty & Departmental Advising – 15% Serve as the primary financial resource for Principal Investigators (PIs) and departments by providing guidance, training, and support throughout the post‑award lifecycle. Orient and advise PIs on post‑award financial administration through workshops, individual consultations, and training sessions. Develop training materials, reference guides, and other resources to support effective financial grant management. Provide ongoing guidance on sponsor requirements, financial policies, compliance, budgeting, and grant administration from award acceptance through project closeout. Serve as the primary financial point of contact for PIs, offering consultation on complex financial matters and resolving post‑award issues. Participate in professional development opportunities to maintain current knowledge of sponsor requirements, research administration, and applicable federal regulations. Policy & Process Improvement – 5% Support the development, implementation, and continuous improvement of post‑award financial policies and procedures to ensure compliance with sponsor, University, Board of Regents (BOR), and federal requirements. Assist in developing and revising policies and procedures related to sponsored project financial administration, including direct and indirect costs, cost sharing, budget revisions, program income, cost transfers, effort reporting, account overdrafts, record retention, and project transfers. Remain current on applicable regulations and communicate policy changes and their impact to the University community. Recommend and implement process improvements that strengthen internal controls, compliance, and operational efficiency. Collaborate with Human Resources, Financial Services, the Office of Grants and Sponsored Projects, and other campus partners to establish and maintain effective post‑award financial processes. Assist with monitoring effort commitments and the payroll certification process for sponsored projects. Conduct periodic audits of grant accounts, communicate findings, and recommend corrective actions as needed. Maintain financial records in accordance with sponsor, University, and Board of Regents (BOR) record retention requirements. Other Duties As Assigned – 5% Perform related duties in support of the University’s research administration and financial operations. Represent GCSU at professional conferences, workshops, and training to maintain current knowledge of research administration, sponsor requirements, and applicable regulations. Support the implementation and maintenance of grant records within PeopleSoft Financials and future enterprise resource planning (ERP) systems. Perform other duties as assigned. Required Qualifications Educational Requirements Bachelor’s degree from an accredited institution in Business Administration, Public Administration, Accounting, Finance, or a related field. An equivalent combination of education and directly related experience may be considered. Required Experience At least two years of professional experience in grants administration, sponsored programs, research administration, contract management, or a closely related field. Preferred Qualifications Additional Preferred Qualifications Experience with post‑award financial management and federal award compliance is strongly preferred. Preferred Educational Qualifications Master’s degree in Business Administration, Public Administration, Accounting, Finance, or a related field. Preferred Experience Demonstrated experience with federal award management and compliance under Uniform Guidance (2 CFR Part 200). Certified Research Administrator (CRA) credential, or active pursuit of certification through the Research Administrators Certification Council (RACC). Proposed Salary This position is a pay grade 10. The minimum salary is $60,868.00. Starting salary within this range is based on relevant years of experience. Knowledge, Skills, & Abilities Abilities Ability to interpret and apply regulations and policy. Ability to read, interpret, and apply complex federal and institutional regulations, and translate requirements into actionable guidance for principal investigators and departmental staff. Ability to build collaborative working relationships. Ability to establish productive partnerships with PIs, departmental administrators, Business and Finance, and external sponsors; demonstrated skill in advising and training stakeholders in a higher education environment. Ability to exercise professional judgment and discretion. Ability to assess compliance risk, identify issues proactively, and recommend appropriate courses of action; demonstrated commitment to integrity and institutional risk management. Knowledge Knowledge of administrative and budget activities, processes, and procedures related to grants. Knowledge of federal regulations, funding policies, and applicable local, state, federal, and University regulations. Knowledge of Uniform Guidance regulations related to fiscal compliance. Skills Financial & Grant Accounting Skills Proficiency in post‑award financial management, including award reconciliations, indirect cost calculations, invoicing, fund drawdowns, and financial reporting. Regulatory Compliance Skills Skill in applying Uniform Guidance (2 CFR Part 200) and sponsor/University requirements to grant transactions, cost sharing, and effort reporting. Systems & Analytical Skills Proficiency with PeopleSoft (PSFIN/ERP) and financial reporting tools to monitor budgets, analyze data, and support decision‑making. Background Check Credit Report DMV Report Criminal Background Check Education Verification Equal Employment Opportunity Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia (USG). The Board of Regents prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from the participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any USG program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law. #J-18808-Ljbffr Georgia College & State University