Grant Administration Specialist
About The Position
Albizu University is a higher education institution committed to academic excellence, mental health training, and service to diverse communities, integrity, compliance and continuous improvement. We are looking for professionals who wish to contribute to an institutional culture based on integrity, compliance and continuous improvement. The Grant Administration Specialist provides administrative, fiscal, procurement, documentation, and compliance support for the AITLS Title III Strengthening Institutions Program grant. The position maintains accurate and complete grant records; supports purchasing, requisitions, contracts, personnel documentation, and financial monitoring; tracks grant-funded expenditures and commitments; maintains documentation required for federal reporting and audit purposes; and assists the Project Director and Project Manager in ensuring that grant resources are administered in accordance with the approved application, institutional policies, and applicable federal requirements.
Requirements
- Bachelor's degree from an accredited institution in business administration, accounting, finance, public administration, higher education administration, or a related field.
- Two (2) years of experience in grant administration, financial administration, accounting, project administration, procurement, or a related area.
- Experience maintaining detailed administrative and financial records.
Nice To Haves
- Experience with federal grants and higher education is preferred.
Responsibilities
- Provide day-to-day administrative support for the financial and operational administration of the Title III grant.
- Maintain organized, accurate, and audit-ready electronic grant files for expenditures, procurement, contracts, personnel, travel, stipends, supplies, consultants, and project activities.
- Prepare and process purchase requisitions, payment requests, travel documentation, consultant payments, stipends, and other grant-related transactions in coordination with Finance and Procurement.
- Maintain detailed records of grant expenditures, encumbrances, commitments, and available balances by budget category.
- Reconcile internal grant expenditure records with institutional financial reports and promptly research discrepancies.
- Assist the Project Director and Project Manager with monitoring expenditures against the approved budget and identifying potential variances.
- Maintain supporting documentation demonstrating that expenditures correspond to approved grant activities.
- Track contracts, purchase orders, invoices, deliverables, and payment schedules for consultants, instructional designers, subject-matter experts, trainers, evaluators, and other grant-funded vendors.
- Maintain personnel documentation associated with grant-funded positions, including appointment information, salary allocations, time-and-effort documentation, and other required records.
- Coordinate documentation for grant-funded travel and professional development activities.
- Maintain records associated with faculty stipends and verify completion of required activities and deliverables before processing payments.
- Assist with budget modifications, expenditure projections, and financial documentation required for internal and federal reporting.
- Support preparation of annual performance reports, continuation documentation, financial reports, external evaluations, audits, and monitor reviews.
- Maintain a grant compliance calendar identifying reporting deadlines, contractual deadlines, renewals, deliverables, and other administrative requirements.
- Assist in documenting procurement processes and maintaining appropriate support records for grant-funded purchases and contractual services.
- Work collaboratively with the Office of External Resources, Finance, Human Resources, Procurement, and other institutional offices to facilitate timely processing of grant activities.
- Assist with documenting project meetings, activities, participation, and deliverables when required for grant reporting.
- Maintain confidentiality and appropriate controls over student, personnel, financial, and institutional information.
- Support grant closeout activities, including reconciliation of records, outstanding obligations, inventories, and final documentation.
- Perform other grant administration and compliance duties assigned by the Project Director.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
