Awards Administrator and Grant Accountant

New York Hall of Science • New York, NY

2d • $72,000 - $78,000 • Hybrid

About The Position

The Awards Administrator and Grant Accountant is responsible for the financial management, compliance, and reporting for public and private grants awarded to the New York Hall of Science. The role ensures grant revenues and expenditures are accurately recorded, reconciled, and reported in accordance with GAAP, Uniform Guidance where applicable, donor restrictions, and organizational policies.

The position applies knowledge of federal, state, local, and private funding agency regulations to support grant administration and financial oversight. It monitors expenditures against approved budgets, maximizes allowable indirect cost recovery, prepares billings, manages grant receivables and collections, and ensures the integrity of grant-related financial reporting. It uses financial and grant management systems to generate data, conduct financial analysis, identify and resolve discrepancies, and support decision-making, while collaborating with Development and Program teams.

In collaboration with Program teams, the position provides financial oversight throughout the grant lifecycle, from grant start and budgeting through closeout. As Award Administrator, it liaises with Finance, Programs, Legal, and other departments to maintain proposal records and checklists, standardize processes, and ensure required institutional approvals and certifications are obtained for timely submissions. The role reports to the Vice President, Financial Planning, Analysis & Reporting.

The position is full-time, regular, non-supervisory, and non-exempt. The work location is hybrid, with three days on-site. The schedule is Monday through Friday, 9 a.m. to 5 p.m. The annual salary is $72,000–$78,000.

Requirements

• Bachelor’s degree in accounting, finance, or a related field.
• At least five years of progressively responsible accounting experience, including grant accounting within a nonprofit organization.
• Strong knowledge of nonprofit accounting principles, GAAP, restricted fund accounting, and grant compliance.
• Proficiency with Google Workspace, including Docs, Sheets, Slides, Drive, Gmail, and Calendar.
• Strong analytical, organizational, and problem-solving skills, with exceptional attention to detail.
• Ability to manage multiple grants and competing priorities while meeting strict reporting deadlines.
• Excellent written and verbal communication skills, including the ability to explain financial information to non-financial staff.
• Strong collaboration and relationship-building skills with Development and Program teams.
• Ability to interpret grant agreements, budgets, and compliance requirements.
• Demonstrated commitment to accuracy, confidentiality, and sound financial stewardship.
• Ability to work independently and contribute effectively in a collaborative team environment.

Nice To Haves

• Experience with federal, state, local, and private foundation grants.
• Knowledge of Uniform Guidance (2 CFR Part 200) and Single Audit requirements.
• Experience with MIP Fund Accounting or similar nonprofit accounting software.
• Experience with grants management and donor database systems.

Responsibilities

• Coordinate collection and submission of required proposal documents, institutional forms, and supporting materials.
• Serve as the primary administrative resource for Program Teams during proposal development.
• Develop, document, and maintain standardized pre-award policies, procedures, templates, checklists, and workflows.
• Follow up with internal teams to ensure required proposal materials are received by deadlines.
• Administer SAM.gov, Passport.nyc, Grants.gov, and other federal and public entity systems.
• Maintain accounting records for restricted grants, contracts, and sponsored programs.
• Record grant revenue, receivables, deferred revenue, and related journal entries in accordance with GAAP and donor requirements.
• Monitor grant expenditures for allowability, allocability, reasonableness, and compliance with approved grant periods.
• Reconcile grant activity monthly to the general ledger and subsidiary schedules, and prepare adjusting journal entries and supporting documentation.
• Monitor restricted net assets and ensure donor restrictions are tracked and released accurately.
• Manage payroll cost allocations across grant-funded programs, reconcile payroll activity to the general ledger, and investigate discrepancies.
• Prepare and submit monthly grant reimbursement requests, billing invoices, and drawdowns according to grant agreements and funding agency requirements.
• Oversee time and effort reporting, including preparation, certification, reconciliation, and maintenance of supporting documentation.
• Assist with the Museum’s annual indirect cost rate proposal by compiling financial data, schedules, and required documentation.
• Prepare monthly, quarterly, and annual financial reports for government agencies, foundations, and other funders.
• Monitor grant spending against budgets, identify variances or compliance concerns, and provide financial analysis and forecasting.
• Prepare monthly grant burn-rate reports, track budget-to-actual expenditures, and analyze variances and potential spending or compliance issues.
• Coordinate grant closeout and ensure financial reporting and reimbursement requirements are completed on time.
• Maintain program income records and prepare required financial reports.
• Ensure compliance with grant agreements, donor restrictions, Uniform Guidance (2 CFR Part 200), and organizational policies.
• Maintain complete grant files, including award agreements, budgets, amendments, financial reports, and supporting documentation.
• Prepare the Schedule of Expenditures of Federal Awards (SEFA), when applicable.
• Support annual financial statement audits, Single Audits, and grantor monitoring reviews by preparing schedules and responding to auditor requests.
• Recommend and implement internal control and process improvements for grant administration and financial reporting.
• Conduct subrecipient risk assessments and monitor subawards, including reviewing annual Single Audit reports and developing corrective action plans and compliance documentation.
• Respond to funding agency compliance inquiries, including preparing and submitting subrecipient audit questionnaires and supporting documentation.
• Reconcile grant receivables, deferred revenue, restricted cash, and other grant-related balance sheet accounts, and follow up with Program leads on outstanding receivables.
• Analyze grant financial activity and investigate discrepancies between the accounting system and supporting grant records.
• Collaborate with Program Directors to ensure accurate expenditure coding and effective budget management.
• Use accounting systems to improve efficiency and reporting, assist with financial system and grant management process enhancements, and leverage technology and automation to improve data integrity and reporting.
• Assist with developing and maintaining grant accounting procedures and documentation.

Benefits

• Health, dental, and vision insurance options.
• Flexible spending accounts for healthcare, dependent care, and commuter benefits.
• Pension plan and 401(k) plan.
• Free life insurance coverage.
• Paid vacation and sick leave.
• 13 paid holidays.
• Flexible work schedules.
• Employee Assistance Program.
• Free on-site parking.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level