Grant Administration Specialist

This is a fully remote position, open to applicants in Florida.

📋 Description

• Provide daily administrative support for the financial and operational management of the Title III grant.

• Keep organized, precise, and audit-ready electronic grant files for expenditures, procurement, contracts, personnel, travel, stipends, supplies, consultants, and project activities.

• Prepare and process purchase requisitions, payment requests, travel documentation, consultant payments, stipends, and other grant-related transactions in collaboration with Finance and Procurement.

• Maintain comprehensive records of grant expenditures, encumbrances, commitments, and available balances categorized by budget.

• Reconcile internal grant expenditure records with institutional financial reports and investigate discrepancies.

• Assist in monitoring expenditures against the approved budget while identifying potential variances.

• Preserve supporting documentation that confirms expenditures align with approved grant activities.

• Track contracts, purchase orders, invoices, deliverables, and payment schedules for vendors funded by the grant.

• Maintain personnel documentation related to grant-funded positions, including appointment details, salary allocations, and time-and-effort records.

• Coordinate documentation for travel and professional development activities funded by the grant.

• Maintain records related to faculty stipends, ensuring verification of required activities and deliverables before processing payments.

• Assist with budget modifications, expenditure projections, and financial documentation necessary for internal and federal reporting.

• Support the preparation of annual performance reports, continuation documentation, financial reports, external evaluations, audits, and monitoring reviews.

• Maintain a grant compliance calendar that tracks reporting deadlines, contractual deadlines, renewals, deliverables, and other administrative requirements.

• Assist in documenting procurement processes and retaining appropriate support records for grant-funded purchases and contractual services.

• Collaborate with the Office of External Resources, Finance, Human Resources, Procurement, and other institutional offices.

• Aid in documenting project meetings, activities, participation, and deliverables for grant reporting.

• Uphold confidentiality and appropriate controls over student, personnel, financial, and institutional information.

• Support grant closeout activities, including the reconciliation of records, outstanding obligations, inventories, and final documentation.

• Perform additional grant administration and compliance duties as assigned by the Project Director.

⛳️ Requirements

• Bachelor’s degree from an accredited institution in business administration, accounting, finance, public administration, higher education administration, or a related field.

• Two (2) years of experience in grant administration, financial administration, accounting, project administration, procurement, or a related area.

• Proven experience in maintaining detailed administrative and financial records.

• Familiarity with federal grants and higher education is preferred.

🏝️ Benefits

• Competitive salary and comprehensive benefits package.

• Opportunities for professional development and advancement.

• Collaborative and supportive work environment.