Grants Finance Specialist

Washington, United States
Salary Not specified
Apr 26, 2021
Employment Level
Employment Type
Full Time

Grants Finance Specialist
Whitman College


Located in the historic community of Walla Walla, Whitman's beautiful tree-lined campus is home to an intellectually dynamic, diverse, and supportive community of some 500 staff and faculty and 1,500 students. With an endowment exceeding $500 million, fiercely loyal alumni, exceptional students, and accomplished faculty and staff, Whitman College continues to build on its national reputation for academic excellence ranking as one of the top liberal arts colleges in the country.

The Grants Finance Specialist provides post-award services to ensure well-administered grants that comply with all applicable College and granting agency policies and regulations. Whitman College has a robust grants program with a current portfolio of about 40 grants and $5 million dollars. Grants support a variety of College priorities, including faculty and student research, institutional programs, and community outreach. The position reports to the Associate Controller in the Business Office. Though managed by the Associate Controller, the position will work closely with the Director of Grants & Foundation Relations, who oversees College- wide grants administration, for grants-related training and evaluation. The Grants Finance Specialist serves the entire College community, working closely with faculty and staff across the campus. The position's chief role is to manage the accounting and financial aspects of all grants. The position will also work with grant applicants to assist with budget development, post-award reporting and compliance, and financial closeout. Emphasis is placed upon a high degree of accuracy and timeliness. The position is highly visible and dynamic, requiring excellent communication and time management skills. The position requires the ability to work independently, maintain a high standard of professionalism, and respect the confidentiality of grant information. Applicants should have the demonstrated ability to work well in a team environment.


Grant and budget development:
  • Assists the Director of Grants & Foundation Relations and Principal Investigators (PIs) in preparing budgets for grant proposals, ensuring compliance with institutional and granting agency guidelines.

Financial administration:
  • Initiates GL account requests for the grant award budget categories.
  • Tracks and reconciles grant expenditures to the general ledger for timely and accurate budget analysis, compliance with federal cost principles, billing, and reporting.
  • Works with the Grants Director and PIs to provide timely and accurate financial reports to granting agencies. Ensures financial reports are accurate and in the appropriate format and frequency to maintain compliance with grantmaker requirements. Assists with the preparation of budget modifications.
  • Performs routine review of grant expenditures with PIs to assess spending. Ensures the grant captures all appropriate direct and indirect costs each billing cycle.
  • Initiates cost transfers when necessary and ensures post-award accounting issues are promptly and accurately resolved.
  • In collaboration with the Grants Director, reviews for accuracy and allowability all invoices being charged to restricted grant accounts.
  • In collaboration with the Grants Director, initiates and reviews all grant-funded compensation, including summer salary and student employee wages and fringe benefits.
  • In collaboration with the Grants Director, manages subawards with other institutions. including initiating reimbursement requests to lead institutions and monitoring compliance of subawardee institutions.
  • Manages the drawdown process for federal grant funds and allocates indirect cost returns to all federal grants.
  • In concert with granting agency requirements and Whitman policy, ensures timely closeout of grant accounts in the College's financial system and assists in the maintenance of accurate records of all post-award documentation.

Compliance and audit management:
  • Prepares time and effort reports for time worked on various grants in accordance with federal regulations.
  • Tracks and confirms compliance with Financial Conflict of Interest (FCOI), Responsible Conduct of Research training, sub-recipient monitoring, and other grants-related compliance issues.
  • Manages grant-related tasks and serves as institutional liaison for grants during audits by external agencies.
  • In collaboration with Grants Director, completes annual federal research and compliance surveys and assurances.
  • Other duties as assigned within the business office.

  • Familiarity with general ledger fund accounting in higher education or other nonprofit setting
  • Ability to navigate financial systems
  • Ability to work independently and collaboratively, prioritize multiple projects, and meet deadlines
  • Ability to interact and communicate effectively with a variety of stakeholders
  • High degree of accuracy and attention to detail
  • Integrity, confidentiality, and strong work ethic
  • Ability to positively and effectively contribute to the College's core values of diversity, equity and inclusion

  • Associates degree or certificate in finance or accounting
  • Proficiency in MS Excel and other Microsoft Office Suite applications

  • Bachelor's Degree in finance, accounting or related field
  • Experience with grants management and federal regulations
  • Working knowledge of ERP systems


Application review will begin on May 10, 2021 and will continue until the position is filled.


June 30, 2021

For full application instructions and position description, visit