Grant Compliance Specialist

Grant Compliance Specialist – Higher Education

Location: Union, New Jersey

Employment: Contingent upon contract award to JGM and University approval of proposed personnel

Position Overview

JGM seeks a Capital Program Grant Compliance Specialist to support a proposed higher-education capital improvement program across our opportunities throughout New Jersey. The selected individual will lead grant compliance tracking, financial documentation, reimbursement support, reporting, and audit readiness for projects funded through New Jersey’s Higher Education Capital Improvement Fund (CIF) and Higher Education Facilities Trust Fund (HEFT).

Working with JGM’s Program Manager, construction management team, and client stakeholders, this individual will establish procedures to document eligible expenditures, maintain separate project accounting, and support compliance with applicable grant agreements and requirements of the New Jersey Educational Facilities Authority (NJEFA) and Office of the Secretary of Higher Education (OSHE).

Key Responsibilities

• Develop and maintain a Grant Compliance and Reporting Plan identifying funding sources, eligible cost categories, documentation requirements, reporting deadlines, responsible personnel, and record retention procedures.
• Review grant agreements and translate their requirements into practical procedures for project managers, accounting staff, and construction teams.
• Maintain separate financial tracking for each funded project, including commitments, invoices, payments, reimbursements, remaining funding, and applicable institutional contributions.
• Establish and document cost allocation procedures for procurement or construction packages spanning multiple projects or funding programs.
• Review expenditures for grant eligibility and flag potentially ineligible costs before they are incurred.
• Identify proposed scope changes requiring client review or potential NJEFA notification or approval.
• Prepare and review reimbursement and requisition support packages, including invoices, proof of payment, and supporting cost documentation.
• Prepare monthly expenditure reports and cash flow projections, quarterly project status reports, annual grant reporting packages, and project completion documentation.
• Support tracking of tax-exempt bond expenditures, reimbursement of eligible prior expenditures, and spend-down progress; flag proposed private use arrangements for client review.
• Coordinate collection and maintenance of procurement records, contracts, certified payrolls, change documentation, required approvals, and project completion records.
• Support client responses to NJEFA, OSHE, and auditor inquiries, including documentation requests, financial reconciliation, and grant closeout.
• Maintain organized, accessible records throughout the program and support final records turnover and retention requirements.

Minimum Qualifications

• Bachelor’s degree in accounting, finance, business administration, public administration, construction management, or a related field; equivalent relevant experience may be considered.
• At least five years of progressively responsible experience in capital project grant administration, compliance, construction finance, or public capital program financial management.
• Demonstrated experience supporting New Jersey CIF and/or HEFT funding, including financial tracking, reimbursement documentation, compliance reporting, or closeout.
• Working knowledge of NJEFA and OSHE reporting and documentation processes.
• Experience maintaining separate accounting and supporting records across multiple concurrent capital projects.
• Ability to interpret grant agreements, evaluate expenditure eligibility, reconcile financial records, and prepare documentation suitable for audit.
• Strong Excel skills and experience with financial tracking, document management, and reporting systems.
• Ability to coordinate effectively with institutional finance staff, facilities personnel, project managers, contractors, and auditors.

Preferred Qualifications

• Direct experience with both CIF and HEFT funding programs.
• Experience supporting New Jersey public colleges or universities.
• Experience with tax-exempt bond-funded capital improvements, including requisition documentation, expenditure tracking, and private business use considerations.
• Familiarity with New Jersey public procurement, prevailing wage documentation, certified payroll, and affirmative action compliance.
• Experience supporting grant audits, resolving compliance findings, and completing final financial reconciliation and grant closeout.
• CPA, Certified Grants Management Specialist (CGMS), or other relevant professional credential.

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign duties and responsibilities as needed to support organizational goals and operational requirements.