Director of Grants & Financial Administration

Job Description

Job Description

The Director of Grants & Financial Administration is an experienced grants finance professional responsible for project managing the overall financial administration of grants and contracts for the New England Aquarium, including pre- and post-award activities, payments, expenditures, financial reporting, compliance, and closeout. This position also plays an important role in grant-related fundraising efforts, including identifying and supporting grant opportunities, reviewing grant applications and proposals, developing and reviewing grant budgets, managing grant databases and systems, and engaging with funding agencies and other grantors.

The Director of Grants & Financial Administration serves as a proactive and collaborative partner to Development, Program, Finance, Accounting, leadership, Principal Investigators (PIs), and project directors throughout the grant lifecycle. The role provides experienced financial and compliance guidance, anticipates potential issues, supports sound decision-making, and works across teams to develop practical solutions that strengthen grant performance and financial stewardship.

The Director of Grants & Financial Administration will also develop and maintain strong partnerships with local, state, and federal government agencies and other funding organizations, helping to maximize grant and fundraising opportunities, ensure grants and programs operate efficiently and in compliance with applicable requirements, and support the New England Aquarium's overall financial strength and mission.

This is a full-time regular position offering a comprehensive benefits package. The schedule will be Monday-Friday 9:00 am - 5:00 pm with the option for a hybrid schedule, working some days on-site and some days remotely. Remote days are only available for residents of MA, RI, NH, ME, NY and VT.

ESSENTIAL FUNCTIONS

1. Manage and coordinate the financial administration of grants and contracts throughout the full grant lifecycle, including pre-award, post-award, financial monitoring, reporting, and closeout.
2. Optimize the grant administration process by coordinating with grant writers and internal partners, managing timelines and deliverables, tracking grant applications, and preparing and monitoring budgets and financial reports.
3. Manage and support the proposal development process in partnership with the Development Office and other relevant staff, ensuring compliance with New England Aquarium and sponsor policies and managing proposed budgets for appropriate costing, indirect costs, and cost-sharing.
4. Conduct thorough due diligence on subrecipient budget submissions, ensuring costs are reasonable, supportable, allowable, and compliant with funder and sponsor requirements.
5. Collaborate closely with the Controller and Associate Director of Accounting on cost share, indirect cost recovery, budget requirements, and other financial considerations during proposal development.
6. Ensure all internal approvals, certifications, representations, and authorized signatures are obtained prior to proposal submission.
7. Ensure the timely and accurate submission of proposals.
8. Negotiate with government funders and other sponsors regarding scope, budget, and grant or contract terms and conditions, in partnership with the manager, PI, Accounting, and other key stakeholders.
9. Review new grant and contract award documents and subsequent modifications for compliance, financial requirements, and special award conditions.
10. Produce and maintain grant fact sheets and records, including approved budgets, in the New England Aquarium's financial system, and proactively communicate key financial and award information to PIs, leadership, and relevant grant management staff.
11. Provide proactive financial oversight of assigned grants, including budget-to-actual monitoring, expenditure review, forecasting, and identification of potential under-spending, over-spending, or other financial concerns.
12. Advise PIs, project directors, and managers on adherence to grant award terms, conditions, budgets, and government regulations. Provide ongoing grant financial progress reports and proactively identify potential budget, compliance, or reporting concerns.
13. Partner across departments to resolve grant-related financial and compliance issues, promote shared accountability, and ensure timely communication and follow-through.
14. Serve as the New England Aquarium's primary interface with government program specialists, contracting officers, and sponsor representatives on compliance and reporting matters. Build effective, professional partnerships with funders and external stakeholders.
15. Proactively identify financial, operational, and compliance risks related to grants and contracts and work collaboratively with appropriate stakeholders to develop practical and timely solutions.
16. Identify opportunities to strengthen grant administration processes, financial controls, reporting, and cross-functional workflows to improve efficiency and effectiveness.
17. Ensure grant files are complete, accurate, organized, and audit-ready in accordance with government rules, regulations, and sponsor requirements.
18. Maintain a high degree of professionalism and work collaboratively with individuals and teams throughout the organization and with externally sponsored program representatives.

QUALIFICATIONS

Minimum Training and Experience

• A degree in business administration, finance, accounting, or an equivalent field.
• A minimum of 7 years of progressively responsible professional experience in grants administration, grants finance, sponsored programs, or contract administration is required; extensive hands-on experience managing complex grants and contracts is strongly preferred.
• Proven success with compliance and financial administration of grant and contract awards throughout the full lifecycle, including pre-award and post-award activities.
• Strong budgeting and accounting experience with knowledge of auditing policies and donor and funding-agency requirements.
• Experience presenting findings, financial information, and recommendations to senior leadership.

Knowledge, Skills, and Abilities

• Thorough understanding of GAAP, Uniform Guidance (2 CFR Part 200), and applicable federal grant requirements; knowledge of relevant OMB guidance preferred.
• In-depth knowledge of sponsored program policies established by government awarding and regulatory agencies and an understanding of the roles and authority of program and contracting officers.
• Strong partnership and collaboration skills with the ability to build trusted working relationships across Finance, Accounting, Development, Programs, leadership, and external funders.
• Proactive and solutions-oriented approach with the ability to anticipate needs, identify risks or issues early, and follow through to resolution.
• Demonstrated ability to work proactively, exercise sound judgment, identify issues early, and develop practical solutions in partnership with internal stakeholders.
• Strong financial analysis, budgeting, monitoring, and problem-solving skills.
• Strong customer-service orientation and ability to work cooperatively with employees and management at all levels.
• Ability to communicate complex financial and grant requirements clearly and present findings and recommendations to a variety of audiences.
• Methodical and strategic thinking with strong judgment and decision-making skills.
• Excellent organizational and project management skills.
• Strong working knowledge of Microsoft Office applications, computerized General Ledger and other business systems. Advanced knowledge of Excel and spreadsheet design techniques is essential.
• Well-organized, with strong attention to detail and the ability to consistently meet deadlines and manage multiple priorities.
• Excellent oral and written communication skills.

For more information and to apply online please visit:

The New England Aquarium is committed to an inclusive workplace culture and is an Equal Employment Opportunity Employer, as defined by the EEOC. Here, we foster a culture of respect and inclusion. We strive to engage and inspire a broad audience with our efforts to protect the blue planet. We believe that an inclusive workforce provides diverse experiences, skills, and perspectives that enrich our programs, strengthen problem-solving, add creativity, and enhance our workplace culture.

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