X96485 Assistant Director Grants & Contracts-Post Award

Northeastern State University•Tahlequah, OK

About The Position

The Assistant Director Grants and Contracts performs duties equivalent to those of a Grant & Contracts Coordinator and additionally manages externally funded part-time payroll administration, effort reporting and tracking, travel coordination, new-hire tracking, and student-worker supervision. In the Director’s absence, the Assistant Director assumes the Director’s responsibilities, including full signature authority, and oversees grant financial management operations and the supervision of grant accountants, administrative personnel, and student workers. The role oversees post-award financial administration and compliance for externally funded programs. It monitors projects and budgets, prepares financial reports, manages reimbursements and deposits, reconciles accounts, maintains financial tracking tools, and coordinates grant closeouts and year-end reporting. The position also supports pre-award and post-award activities, including investigator guidance, training, award notifications, budget revisions, and amendments. The Assistant Director administers grant-funded personnel and travel processes; prepares sub-award and consulting agreements; establishes purchasing-card frameworks; and coordinates grant-funded student scholarship documentation. The role prepares institutional and agency reports, supports audits, monitors regulatory changes, maintains award and budget data in the university financial system, and identifies improvements to grants-management processes. The position receives general instructions, and the Director periodically reviews completed work for compliance, accuracy, and appropriateness. The position is primarily office-based, with work generally performed seated at a desk or workstation and involving prolonged screen time. The annual salary is $43,956.00. The anticipated hire date is January 4, 2027. The position requires a bachelor’s degree in a relevant field and a valid Oklahoma driver’s license or the ability to obtain one. Grant-administration experience and a master’s degree are preferred. Applicants must be authorized to work in the United States on a full-time basis.

Requirements

Bachelor’s degree in research administration, accounting, business, or a related financial discipline.
Possess or be able to readily obtain a valid State of Oklahoma driver’s license appropriate for the vehicle or equipment used in job responsibilities.
Applicants must be currently authorized to work in the United States on a full-time basis.
Extensive knowledge of Uniform Guidance (2 CFR 200) and other federal regulations governing grants and cooperative agreements.
Comprehensive understanding of State of Oklahoma guidelines and regulatory requirements applicable to grant administration and financial management.
Ability to navigate compliance requirements of multiple funding agencies, including NSF, NIH, DOD, HHS, and USDA.
Strong knowledge of GAAP and financial oversight, budgeting, and auditing practices.
Knowledge of institutional policies, procedures, and administrative frameworks for sponsored research, grant administration, and financial compliance.
Advanced computer and job-specific software proficiency, including the ability to operate external grant systems and financial reporting platforms.
Strong organizational, time-management, prioritization, analytical, decision-making, problem-solving, interpersonal, public-relations, oral communication, and written communication skills.
Ability to work independently with minimal supervision and demonstrate initiative and accountability.
Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office programs.

Nice To Haves

One to three years of prior grant-administration experience.
Master’s degree from an accredited university, preferably in accounting, business, or a related financial field.

Responsibilities

Ensure compliance with federal, state, institutional, and funding-agency requirements for grant administration.
Monitor grant-funded projects, budgets, expenditures, and project-specific requirements; advise project directors on regulations, travel policies, and award management.
Maintain grant application, award, expenditure, and compliance records.
Prepare and submit financial reports; request reimbursements; process and deposit funds into appropriate accounts.
Review and reconcile grant general-ledger accounts and resolve discrepancies.
Design, analyze, and maintain financial spreadsheets for expenditure tracking and budget updates.
Coordinate grant closeouts and compile financial data for year-end reporting and budget rollover accounting.
Participate in pre-award and post-award meetings and respond to financial and compliance inquiries.
Train grant support personnel and project investigators in grant-management practices and regulatory requirements.
Assist investigators with online award notifications, budget revisions, and grant amendments; perform budget revisions and line-item transfers.
Review new-hire documentation and ensure I-9 verification compliance.
Track and process payroll documentation for externally funded programs, including part-time grant employees and student workers.
Monitor and approve time and effort reports and review and approve exempt personnel leave reports for grant-funded positions.
Oversee grant-funded travel; review and approve travel requests, itineraries, and expense reports; coordinate advance authorizations and approvals; and advise on travel policies and documentation.
Prepare university sub-award and consulting agreements in accordance with institutional policies and federal requirements.
Establish purchasing-card frameworks for externally funded programs and coordinate grant-funded student scholarship documentation with Financial Aid.
Prepare and submit monthly board reports to the Oklahoma State Regents for Higher Education, the NSF Annual Report, and college-specific annual grant reports.
Assist with audit preparation and review, monitor regulatory changes, and communicate relevant updates to the research community.
Supervise grant accountants, administrative personnel, and assigned student workers; assume Director responsibilities and signature authority in the Director’s absence.
Represent the post-award team in institutional meetings and committees and participate in professional development.
Input and maintain award data and budget allocations in the university financial system; record, track, and reconcile grant funds.
Oversee grant-related accounting corrections, fund transfers, and indirect cost recovery.
Identify and implement process improvements and perform other related duties as assigned.