Manager of Grants and Restricted Funds

Feb 06, 2017
Institution Type
Four-Year Institution

Manager of Grants and Restricted Funds

About Mills College:
Located in the foothills of Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a nationally renowned independent liberal arts college for women with graduate programs for women and men. Since 1852, we've been empowering students to become creative, independent thinkers who take and inspire action. For more information, visit

Job Status: Full-time
Reports to: AVP for Finance.

Job Description:
Summary of Position:
The Manager of Grants and Restricted Funds is responsible for the financial oversight of grant and restricted gift activity. This includes responsibility for budgeting, expense review and reporting as well as developing and implementing compliance programs and working closely with academic program administration and other College administrative offices in ensuring financial activities comply with federal, state or donor regulations as well as College policy.
The Manager of Grants and Restricted Funds coordinates the grant application process for government grants, to include: supporting individuals and grant writing teams with grant editing, budget development, and preparing grant submissions. The MGRF also provides assistance with necessary certifications, electronic tools and policy guidance, tracks pending awards and ensures that grant deadlines are met.

This position is also responsible for the grant related data created and maintained in Banner Financials in support of grant award activity, including the creation and closeout of grant awards within the system, monitoring restricted fund budget and expense activity and assisting departments in the fiscal management of their awards. Additional responsibilities include managing external restricted funds audits, administering the College Effort Reporting System, billing and collection of grant receivables and reporting financial award activity to federal agencies and other sponsors.

Essential Job Functions:
Pre Award Grant Management:
• Partner with Associate Provost for Faculty Development
• Management of all pre-award research administration
• Locate, document, and approve funding sources for specific use
• Partner with the Principal Investigator(s) to determine budgetary needs
• Completion of Proposal Documentation
• Submission of the proposals to the funding agency for consideration
• Negotiate award correspondence and its formal acceptance
• Ensure compliance requirements (funding agency and project specific) such as Human Subject, Animal Subject, Responsible Conduct of Research, Financial Conflict of Interest, etc. are satisfied

Post Award Grant Management:
• Management of post-award fiscal administration, including compliance with funding agency requirements, for all grants and other restricted funds awarded to the College
• Implementation of post-award compliance programs at the College in collaboration with the Sponsored Projects Office and the Office of Institutional Advancement. This includes the development of policies and procedures, training programs and the dissemination of awards management information that supports compliance to agency, donor and College policy
• Work closely with grant managers and departments to ensure grant and gift funds are properly set up and maintained and funds are used appropriately. Ensure that individuals are aware of, and comply with, donor restrictions, processes, and policies involving funds under their management
• Review and approval of financial terms and conditions of complex contracts and grants to assure terms are appropriate for College business
• Oversee grant fund budgeting process and assist in the annual budget process related to restricted gift and endowment payout funds
• Prepare and administer internal program audits as needed and support financial audit and A-133 audit, including the preparation of the Schedule of Expenditures of Federal Awards
• Conduct monthly expense reimbursement draw-down of funds for federal grants and other billing as needed

Additional Duties and Responsibilities:
• Prepare reporting on restricted funds for departments, such as the financial aid office, and for College management to track the availability and utilization of restricted funds
• Provide the pre-award administrator with assistance in the development of proposal grant budgets
• Participate in and provide expertise to the External Funding Review Committee
• Assist in the development of the federally approved indirect cost rate proposal
• Apply the approved indirect cost rate to grants
• Assist in the pledge accounting process and reconciliation to development records
• Work closely with school administration in the development of sound business practices and relationships
• Other tasks as assigned

Required Knowledge, Skills, and Abilities:
• Knowledge of federal award regulations, in particular A-21, A-110 and A-133
• Knowledge of restricted gift accounting and reporting GAAP requirements, specifically FABS, Statement No. 116
• Ability to manage multiple concurrent grants with various payment methods, compliance and reporting requirements and deadlines
• Strong computer skills including advanced Microsoft Excel and Access
• Working knowledge of Banner or a similar ERP (Enterprise Resource Planning) system
• Understanding of concepts, principles and practices of donor relations and gift stewardship as well as funding agency relations and compliance requirements
• Demonstrated experience developing and implementing policies, procedures, and best practices; training others regarding those policies; and overcoming resistance to change
• Ability to influence and manage positive and effective cross-functional relationships with co-workers and department and program leaders in a diverse multi-cultural environment
• Clear and effective written and verbal communication skills
• Strong professional ethics and discretion
• Strong understanding of roles within the College and fundamental goals of the College
• Prior experience with external audits

Education and Training:
• Bachelor's Degree in accounting, finance or related field required; Master's Degree preferred
• 3+ years experience in the area of restricted funds management and/or financial project management, preferably in a private higher education setting
• 2+ years experience dealing with compliance to external regulations, including self-guided research related to external regulations

Physical, Mental, and Environmental Demands:
• The incumbent will often spend long hours sitting at and using the computer to retrieve, enter, manage, and review data.
• Lengthy compliance guidelines must often be read and interpreted for application to the college's circumstances.
• Individuals within and outside the college need to be communicated with regarding complex compliance issues.
• There are a number of deadlines associated with this position, which may cause stress.
• The incumbent must also have the ability to comfortably address groups of people for training.
• Tolerance of interruptions and shifting priorities required.

This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.

Additional Information:
Compensation is commensurate with experience, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance/403b retirement plan; 22 days of vacation accrued each year of service; 12 sick days and 10 paid holidays annually. Staff also receives free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period.

Mills College does not permit discrimination based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sex, sexual orientation, or gender identity.

Application Instructions:
To apply, please submit the following at
• resume
• cover letter
• contact information for three professional references

Applications will be reviewed as they are received; applications will be accepted until the position is filled.

There are no relocation funds available for this position.