Postaward Grants Administrator

About Mass Audubon

Mass Audubon is the largest nature-based conservation organization in New England. Founded in 1896 by two women who fought for the protection of birds, Mass Audubon carries on their legacy by focusing on the greatest challenges facing the environment today: the loss of biodiversity, inequitable access to nature, and climate change. With the help of our 160,000 members and supporters, we protect wildlife, conserve and restore resilient land, advocate for impactful environmental policies, offer nationally recognized education programs for adults and children, and provide endless opportunities to experience the outdoors at our wildlife sanctuaries. Explore, find inspiration, and take action at massaudubon.org. 

About This Position

Mass Audubon seeks a Postaward Grants Administrator to champion the responsible and efficient management of our federal grant funding. The Postaward Grants Administrator will play a key role in financial management, variance analysis, and ensuring compliance with federal regulations. The Postaward Grants Administrator will collaborate extensively with program and development teams, providing technical guidance and streamlining administrative processes to ensure the optimal use of grant funds. The Postaward Grants Administrator will also maintain the organization’s federal grants database, creating insightful dashboards to inform strategic decision-making.

This role offers comprehensive experience and training in grants management, encompassing project setup, expense tracking and forecasting, subrecipient monitoring, process improvement, audit preparation, and closeout procedures.

Responsibilities

Financial Administration

• Create and maintain detailed expense tracking sheets that align with grant budgets.
• Pull and analyze expenditure reports from various systems.
• Perform regular account reconciliations, ensuring that all grant expenditures adhere to cost principles, are captured correctly, and have appropriate supporting documentation.
• Work with various departments, including the program staff and the business office, to resolve discrepancies.
• Review grant budgets to be entered into financial system.
• Monitor subrecipient expenses and track incoming invoices.
• Draft financial reports and outgoing invoices in adherence with funder and grant requirements.
• Support internal and external audits related to grant funding.

Project Management

• Schedule and lead grant kick-off meetings, ensuring a clear understanding of roles, responsibilities, and reporting requirements.
• Ensure project setup for grant-related activities in collaboration with relevant team.
• Maintain the primary reporting schedule and ensure deadlines are met.

Data Management

• Manage the federal grants database, with responsibility for data entry, implementing structural changes, and designing new databases to support evolving grant management needs.
• Design and maintain insightful dashboards to track grant awards, spending, and operational performance measures.
• Maintain a well-organized electronic file system to ensure document accessibility and security.

Technical Assistance

• Develop and maintain expertise in current grant requirements and compliance regulations. 
• Provide guidance and training to Principal Investigators and project teams on grant management best practices. 
• Serve as a resource on federal funding regulations, organizational policies, and procedures. 
• Update and refine federal grants management manuals, training materials, and templates as needed.
• Identify opportunities to streamline grant administration processes, enhance data quality, and improve efficiency.

Qualifications

At Mass Audubon, our highest priority is finding the best candidate for the job. Research has shown that people of color and women are less likely to apply for jobs if they don’t believe they meet every one of the qualifications described in a job description. We encourage you to apply, even if you don't believe you meet every one of our described qualifications or you have a less traditional background. We are looking for applicants with the following qualifications:

Must Haves

• Bachelor’s Degree with a concentration in business administration, accounting, or finance and/or previous experience in grants financial management, project management, accounting, and/or auditing.
• Must be well organized, be able to work as a member of a team, and have excellent interpersonal skills.
• Ability to interpret complex grant funding requirements, submissions, and budget projections and consistently meet deadlines.
• Strong attention to detail and ability to work with a high degree of accuracy.
• Ability to communicate effectively across a broad spectrum of staff, both orally and in writing required.
• Knowledge of grant processes including accounting and financial reporting.
• Proficient in the use of financial management software to include spreadsheets and databases, required.

Nice to Haves

• Knowledge of federal financial reporting requirements and robust skills in financial analysis.
• Possesses a strong understanding of relational databases (including Microsoft Lists) and advanced skills in Microsoft Excel for database management and analysis.
• Ability to interpret federal, state, and local government laws and regulations regarding grant administration.
• Detail orientated and organized with experience reviewing complex documents to ensure accuracy and adherence to established standards.
• Ability to work effectively in deadline driven environment and simultaneously track workflow for various projects.
• Possesses a passion for process improvement, demonstrating a willingness to learn new skills and technologies to increase overall efficiency.

Work Schedule

Full time schedule of 40 hours, Monday through Friday.

Other Requirements

Employees must successfully complete a CORI and SORI Background Check and a Motor Vehicle Record (if applicable) is required.