The Finance and Grants Specialist is responsible for providing
support to the Assistant Director and to faculty in processing
payments and ensuring compliance with all relevant policies and
procedures in relation to grants at the post-award stage. The
incumbent will prepare and assist with the accounting entries
needed to ensure accurate financial records are maintained for
grants and are available to PIs as needed, and to analyze
post-award grant spending and budget projections. This position
will serve as a post-award first point of contact for departmental
administrators and other colleagues from across SPA and will
provide training in processes and procedures as needed.
- Financial Administration: Conducts regular reviews of
post-award accounts to ensure that financial transactions are
completed successfully and accurately, using the various tools
available through AU (Ellucian Colleague, BI, EagleData, etc).
Runs, creates, and reviews budget reports, analyzes data and
prepares budget projections as well as individualized financial
reports upon request and in conjunction with the Assistant
Director; Assists Assistant Director in conducting reviews of
sponsored projects to ensure financial compliance; Assists with
responding to audit requests; Processes and tracks journal entries
and cost transfers relating to post-award activities. Monitors and
reconciles clearing accounts on a monthly basis. Proactively
recognizes potential issues and notifies supervisor in the event of
new or unusual problems or issues that arise.
- Coordination of Financial Transactions: Organize,
Reviews, approves, and initiates financial transactions actions
related to post-award activities such as reimbursements, invoices,
speaker payments and credit card approvals/reconciliations related
to post-award grants; Reviews financial transactions and ensures
they comply with University policies, procedures, and best
practices and raises any issues to the attention of the Assistant
Director and/or PI as appropriate; Responsible for reviewing
financial transactions for budgetary compliance, proactively
addresses and resolves potential issues, and provides
recommendations to a number of different stakeholders; Responsible
for ensuring compliance with record retention and other legal and
contractual administrative obligations
- Interdepartmental Working Relationships and Training:
Establishes, develops, and maintains constructive and cooperative
working relationships with faculty and/or staff both within SPA and
across AU. Provides training to staff and faculty as appropriate on
processes and procedures necessary to incur and record financial
transactions and to understand necessary budget reports for
managing grant budgets. Instigates a program of monthly meetings
with departmental admins to provide additional support in relation
- Other Duties: Supports the SPA Budget team as needed.
Performs other duties and responsibilities as assigned.
Position Type/Expected Hours of Work
- Hybrid working will be offered.
- Current expectation is 2/3 days a week on campus, post
training, with 3/2 days per week working remotely.
- This may change depending on business needs.
Required Education and Experience
- Full time
- Coordinator/Analyst B
Preferred Education and Experience
- Associate's degree (or equivalent) in Business Administration
or other related field
- 2-4 years of relevant experience
Additional Eligibility Qualifications
- Bachelor’s degree in Business Administration or other related
- 3-5 years of relevant experience
- Knowledge of academic institutions and familiarity with the
various divisions and offices within (and the respective functions
of) large organizations.
- Prior experience in a university setting.
- Familiarity with financial and personnel software and
databases, including Colleague Financial, MicroStrategy Business
Intelligence, and SharePoint.
- Excellent interpersonal and communication skills, with
experience in all MS Office applications.
- Strong analytical skills and attention to detail.
- Strong time management skills with the ability to organize and
plan work to deal with multiple competing priorities and
- Ability to recognize potential problems and address them
proactively is required.
- Must be able to work both independently and as part of a highly
- Hiring offers for this position are contingent on successful
completion of a background check
- To ensure the health and safety of our community AU requires
COVID-19 vaccinations for faculty and staff. Click here to learn
more about our health and safety directive.
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Current American University Employees:
- Please note this job description is not designed to cover or
contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job.
Duties, responsibilities and activities may change at any time with
or without notice.
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