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Director of Restricted Funds & Grants Management

School, College or Department: Finance/Budget Office
Date Posted: Date: Thu, 03 Dec 2020 16:49:00 EST
Reports To: Budget Officer
Status: Full-time
Location: Valhalla, NY


Oversee financial administration of grants to ensure revenues and expenditures are properly reviewed, documented and reported and comply with the requirements of the funding body, current legislation and generally accepted accounting principles. Manage, direct, and supervise the Restricted Funds (Grants) Accounting team ensuring they have the supervision, tools and training to perform their duties in an efficient and effective manner. Develop strong working relationships with the Office of Research and Administration, Researchers, Faculty, Deans, Budget Office, etc. Ensure compliance with internal and external policy and procedures, regulations and contract restrictions.


Manage and direct post award administration for all restricted fund expenditures – expenditures related to grants (Federal, State, Foundation, Industry, Pharmaceuticals etc.), faculty practice plans, designated purpose funds or other restricted funds. 

Review restricted fund transactions (revenue and expense) to be processed to the general ledger ensuring proper audit evidence and approvals. Ensure the transactions adhere to generally accepted accounting principles, funding agency guidelines as well as College policy and procedures.

Ensure all federal transactions are in accordance with the grant agreement and Uniform Guidance.

Thoroughly understand and ensure compliance with all federal funding regulations, State and industry regulations and College policies. Ensure proper financial handling of restricted funds by the Principal Investigators (PIs) and the administrators.

Stay current on all federal grant regulation, process and reporting requirements, including Uniform Guidance.

Act as a liaison between the Principal Investigators (PIs), Sponsors and the College. Work with the PIs closely – conduct meetings to discuss and settle grant related problems and enforce compliance to regulations.

Maintain regular communications with principal investigators and communicate with fiscal contacts at funding agencies for problem resolution and information gathering.

Manage grant and contract billing and invoicing

Monitor receivables and amounts due from agencies

Conduct direct cash draws as appropriate

Prepare, review, and submit all Financial Reporting as required by each grant

Supervision of the Restricted Funds (Grants) Accounting team; delegation of assignments to meet deadlines; review staff productivity and efficiency; monitor staff's professional development.

Organize and assign regular duties and special projects for the team and assist in the timely completion of job activities.

Work closely with the Office of Research Administration and funding agencies to ensure a continuity of services from pre-award through post-award, including reconciliations, financial status reports, final invoices, purchase order liquidations, zeroing out budgets, and final reporting.

Perform all task associated with the general ledger of the College’s accounting system as it relates to restricted funds, i.e., approve requisitions, purchase orders, invoices, enter budget transfers, journal entries, and other associated tasks.

Compile data and maintain appropriate documentation for each grant-related award.

Actively participates in the preparation of the College’s Facilities & Administrative Cost Proposal (provides analytics relating to the various pools, as well as direct base calculations and cost sharing).

Calculate the indirect cost for each grant on a quarterly basis.

Prepare working papers and schedules for external audit of restricted funds for incorporation into the College financial statements and other financial reports as required.

Responsible for the preparation and accuracy of the Schedule of Expenditures of Federal Awards. Assist with other schedules needed for the Single Audit.

Assist with data and reports needed for various surveys and questionnaires (NSF, AAMC, LCME, etc.)

Attend professional trainings as a means of remaining current in the latest accounting methods, principles and practices

Perform other duties as assigned


Education requirement: Bachelor’s required.  Master’s Degree (Management & Accounting) preferred

Licenses or certifications: None

Technical/computer skills: Proficient in Microsoft Excel

Prior experience:

  • 4-5 years’ experience in Grant Accounting
  • 4-5 years’ experience in supervision and management
  • Excellent problem solving and communication skills including strong financial system and software package skills (i.e. Excel, etc.)
  • Excellent interpersonal, analytical, organizational and planning skills, the ability to multi-task, to evaluate issues and provide alternative solutions
  • A team player that maintains calm under pressure, self-started, proactive and service oriented individual
  • Knowledge of a university or college research environment is a definite asset 

Physical and Environmental Demands

Physical: Sitting – Periods of long exposure working on computer, Filing of grant documents

Environmental: None

Contact Info

Human Resources Department (914) 594-2800