10018338 Contracts and Grants Manager

Job description

Staff Application - please complete and email with supporting documentsSchool/Department: Office of Finance Administration & Reporting Primary Location: Macon Position: Staff Job Type: Full Time Position Close Date: Until Filled Description:

JOB SUMMARY: This position is responsible for managing the all operations of the University’s Contracts and Grants Office.


  • Perform queries/searches, disseminate grant information, and review RFP’s for eligibility and requirements to administration, faculty and staff providing guidance on pre-award proposals.
  • Manage budgets for grants and contracts; assists with the development of proposed budgets; develop, input and adjust budgets as required in computerized accounting system; monitors grant budget expenditures.
  • Reconcile and prepare regular program expenditure and revenue reports for PI’s for grant monitoring.
  • Work with PI’s on grant reports’ preparation and submission to ensure compliance.
  • Provide guidance to PI’s and administration on grant operations and regulatory compliance in purchasing, personnel, contract and communication issues.
  • Draft legal documents (contracts, MOU’s, MOA’s and sub-awards) required of grant activities to maintain compliance.
  • Prepare invoices for restricted account programs and/or submit draw down requests for reimbursement of grant expenditures for federal, state, BOR, private and foundation projects.
  • Performs in liaison capacity between all offices of the university in matters dealing with Contracts & Grants, BOR special initiatives funded programs, and special projects assigned.
  • Serves as universities Authorized Organizational Representative (AOR) authority providing approvals and compliance certifications required for federal and state grants.
  • Monitor PI’s activities.
  • Performs fund draw-downs, return of funds and receipt preparation for accounts; maintains funds management compliance with federal and state regulations.
  • Provides funds receipting information and processes return of funds requests for state GSFC oversight programs.
  • Prepares and submits annual and periodic reports related to grants and contract administration to the state audit department, the Board of Regents and federal agencies.
  • Reviews annual financial aid reports for accuracy and consistency with accounting records.
  • Maintain institution’s federal websites for updates and reporting, SAM, DUNS, FSRS, etc.
  • Maintain digital and hardcopy file records for all contracts and agreements of the institution.
  • Receive and respond to telephone calls from various entities; receive and provide appropriate responses to emails from students, staff, administrators, federal and state agencies, private businesses and local government, and granting sources and entities on any number of issues.
  • Attend, hold and present at meetings as required.
  • Other duties as assigned.


  • Knowledge of federal grant administration regulations and guidelines.
  • Knowledge of trends and new developments in the grant and contracts environment.
  • Knowledge of principles of federal funds management regulations and restrictions.
  • Knowledge of state, federal and private financial reporting requirements.
  • Knowledge of generally accepted accounting principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines.
  • Knowledge of BOR and University policies and procedures.
  • Knowledge of computers and job-related software programs.
  • Knowledge of GeorgiaFIRST PeopleSoft financial accounting system.
  • Knowledge of Banner student information system.
  • Highly skilled in organization and project management.
  • Skill in decision making and problem solving.
  • Skill in interpersonal relations and in dealing with the public.
  • Skill in oral and written communication.


The Executive Director, Finance provides work in terms of department goals and objectives. The work is reviewed through conferences, reports, and observation of department activities.

GUIDELINES: Guidelines include GAAP, GASB standards, the Board of Regents Procedures Manual, federal and state agency and grant program guidelines, federal Office of Management and Budget and Code of Federal Regulations guidelines, grant and sub-award terms and agreements, and contract terms and conditions. These guidelines require judgment, selection and interpretation in application. This position develops department guidelines.


  • The work consists of varied management duties. Frequent changes to multiple agencies grant regulations contribute to the complexity of the position.
  • The purpose of this position is to manage the University’s grant and contracts administration functions. Success in this position ensures compliance with all federal, state and private regulations and requirements.


  • Contacts are typically with co-workers, other university administrators and employees, grantor organizations administrators, representatives of the Board of Regents, representatives of peer institutions, representatives of federal and state agencies, and members of the general public.
  • Contacts are typically to provide services; to give or exchange information; to resolve problems; to motivate or influence persons; or to justify, defend or negotiate matters.


  • The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, stooping, walking bending or crouching. The employee occasionally lifts light objects.
  • The work is typically performed in an office.
  • Must be able to attend training at different locations throughout the state of Georgia which will sometimes require overnight travel
  • The work may require visits to other campus locations.



  • Baccalaureate degree in a course of study related to the occupational field required
  • Two years of related work experience required
  • Work experience in a college or university environment is preferred.
  • Master’s degree in course of study related to the occupational field preferred.


  • Position is exempt (monthly paid).
  • Salary grade 19.

TO APPLY: Application materials should be emailed as a Microsoft Word or Adobe.pdf attachment to: [email protected] with the subject line “10018338 Grants & Contracts Manager 1.22.2021”. Application materials are to include a resume, an MGA Staff application; a letter of interest; and three professional references. Paper application materials will not be accepted.

Background checks will be conducted on all final candidates.

Staff Application - please complete and email with supporting documentsA Unit of the University System of Georgia





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Job No:
Posted: 1/23/2021
Application Due: 4/23/2021
Work Type: Full Time