Director of Grants Accounting

Job description

Montclair State is New Jersey's second largest university. It offers the advantages of a large university - a broad undergraduate curriculum with a global focus, a wide variety of superior graduate programs through the doctoral level, and a diverse faculty and student body - combined with a small college's attention to students.

Posting Date March 23, 2018

Position Title Director of Grants Accounting

Vacancy # V-1419

Department Finance and Treasury

Division Treasury And Finance

Job Description

This position is charged with leadership and management of the department of Grants Accounting whose mission is to oversee and support all post-award financial functions for sponsored and related projects, providing exceptional research support services, while protecting the University's interests in an efficient and responsible manner. The Director of Grants Accounting reports to the Assistant Controller.

This position will directly oversee MSU Grants Accounting, which is a unit within the Controller's Office. Specific responsibilities of this unit include:

  • Overseeing the management of awards for compliance with sponsor's financial guidelines
  • Working with the affected units to ensure that processes and procedures are in place whereby expenditures are reviewed for allowability, allocability, reasonableness and consistency with funding agency regulations.
  • Advising principal investigators, departmental, and college administrators on university, state and federal guidelines governing expenditures and other award activities
  • Establishing and maintaining contract and grant projects in the university financial system
  • Preparing and submitting financial reports to sponsors.
  • Providing financial reports and reporting tools to investigators and departments as needed to assist in award oversight Invoicing sponsors, monitoring and collecting outstanding accounts receivable
  • Overseeing timely close-out activity including transferring of residual accounts
  • Depositing and maintaining records of payments received from sponsors
  • Assisting auditors with data requests and reports
  • Preparing the annual Schedule of Expenditures of Federal Awards and State Financial Assistance
  • Maintaining and monitoring records, encumbering, invoicing and processing payments associated with the University subcontractors
  • Working collaboratively with other MSU service units having sponsored project or university fiscal responsibilities
  • Control and oversight of sponsored projects financial training programs and delivery to all University staff/faculty having financial interactions on sponsored programs
  • As primary effort coordinator, manages the Effort Certification process on a system-wide basis. Monitor faculty distribution of effort to assure compliance with federal and university regulations and other sponsor requirements.
  • Fosters team spirit and collaboration among staff members and colleagues to accomplish better integration of pre and post award functions; timely and accurate reporting to investigators; and timely resolution of issues.
  • Keeps current on changes in sponsor regulations pertaining to the submission and administration of grants and contracts.
  • Liaises with the Office for Research and Sponsored Programs (ORSP) to effectively manage fiscal compliance over the MSU grant portfolio, including new awards and potential grant submissions.
  • Prepares and negotiates the University's F&A rate proposal and when applicable a fringe benefit rate with the University's cognizant agency.
  • Reviews expenditures produced by the MSU grant programs to ensure accuracy and compliance with sponsor regulations, including appropriate distribution of faculty and staff effort, appropriate spending rates and timely monitoring of budget-to-actual variances.
  • Serves as MSU liaison between external agencies and internal administrative offices to ensure compliance with federal, state, and private regulations governing grants and contracts.
  • Serves as fiscal lead for audits and site visits by federal, state, and county sponsors.
  • Regularly meets with the schools' Deans and grant administrators to keep them informed about the status of their grants

System Management
Leverage Workday Financial System Technology:
  • Monitors grant related transaction to the general ledger making appropriate adjustments when needed
  • Manages the supporting tables within finance system for grant accounting and initiates updates as needed.
  • Manages system testing and coordination of testing with department workflow
  • Utilize reporting tools to generate financial reports
  • Generate various output reports
  • Initiate vendor billings

Leverage Workday Payroll System Technology:
  • Utilize reporting tool for :validation of salary information, labor distribution/redistribution and effort reporting requirements
  • Generate various output reports

End User Systems Support & Process Workflow
  • Responsible for receiving and resolving helpdesk tickets as first level support for the grants module
  • Provides end user training/guidance in one on one and group settings
  • Monitors and resolves grants module workflow issues

Other Duties
  • Performs other duties as assigned.

The above statements reflect the general detail considered necessary to describe the principle functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.

  • Expertise in working within a multi-faceted integrated Finance/Human Resource/Student Systems.
  • Knowledge of cost share and billing plans
  • Ability to leverage reporting tools in the integrated system environment.
  • In-depth knowledge of restricted / grant funds accounting and reporting principles, including but not limited to: billing and revenue recognition; federal sponsored award regulations; costing issues, such as matching/cost share; cost transfers; service centers and effort reporting.
  • F&A rate proposal preparation and negotiations using both short and long forms.
  • Exhibits excellent customer service
  • Demonstration of ability to manage numerous workflows simultaneously
  • Able to work in demanding/fast paced environment
  • Intermediate technical skillsets in Excel, Microsoft Word and system generation of reports
  • Project Management skills are essential

Qualifications & Requirements

The successful candidate is required to have:

Bachelor's degree, accounting preferred, plus ten years of relevant professional experience are acceptable.
5 years as a director of post award administration of grants and contracts with a volume of at least 400 awards;
Proven track record in supervising 3-4 staff members, teamwork and staff training. Proven ability to apply knowledge to the day-to-day operations of the team and staff training activities.
Demonstrated analytical, organizational and communication skills.
Ability to use good judgment and interact effectively with various levels of administration.
Understand, interpret, communicate and apply relevant research laws and regulations, particularly with regard Federal administrative, fiscal and programmatic issues.
Make independent judgments and decisions.


  • Extensive knowledge of federal grant system and of the rules and regulations that guide the submission and administration of Federal grants (OMB Uniform Guidance; NIH grants policies, required.
  • Interest in professional development and/or participation with research administration professional associations such as the National Council of University Research Administrators (NCURA) or the Society of Research Administrators International (SRA).
  • Proficiency in the Microsoft Office suite of applications is required

The University seeks a proven leader with demonstrated vision and the ability to execute for results to support and enhance the University's research, education, and public service mission. Strong written and verbal communication skills are essential, as is the ability to be collaborative, and to distill complex issues and make sound judgments and recommendations. The candidate should have the ability to develop a clear vision and strategy consistent with the University's mission and best practices, and possess demonstrated leadership skills that result in the production of high-quality services and exceptional standards.

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Organizational Marketing Statement:

Building on a distinguished 105-year history, Montclair State University is proud to be a leading institution of higher education in New Jersey. The university's six colleges and schools serve more than 19,000 undergraduate and graduate students in 300 majors, minors, concentrations and certificate programs. Situated on a beautiful, 250-acre suburban campus just 14 miles from New York City, Montclair State combines the instructional and research resources of a large public university in a dynamic, sophisticated, and diverse academic environment.

EEO/AA Statement:

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity. Additional information can be found on the MSU website at






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Job No:
Posted: 3/24/2018
Application Due: 5/23/2018
Work Type: