Grant Manager

This is a fully remote position, open to applicants in Virginia, +1 more state.

📋 Description

• Oversee the entire lifecycle for federal, state, and local grants, from pre-award assistance to closeout.

• Manage the grant portfolio for four schools in West Virginia, with the possibility of expanding to more schools and states.

• Assess grant awards, terms, budgets, restrictions, reporting obligations, and deadlines.

• Maintain grant ledgers and spending trackers; document expenses and revenue; update monthly forecasts.

• Reconcile grant revenue and expenditures with the general ledger and verify accounting, payroll, procurement, reimbursement, and reporting systems.

• Prepare and record journal entries for grant revenue, payroll, wages, expenses, allocations, reimbursements, and allowable costs.

• Evaluate expenditures for allowability, allocability, reasonableness, documentation, and compliance.

• Prepare and track invoices, cash requests, reimbursement requests, drawdowns, and funding requests.

• Prepare or supervise financial and programmatic grant reports.

• Manage West Virginia-specific reporting and compliance requirements, including CSP grants.

• Monitor variances, underspending, overspending, compliance risks, and missed funding opportunities; suggest corrective measures.

• Coordinate grant budget amendments and revisions.

• Assist in grant applications and renewals by collecting financial information, developing or reviewing budgets, and coordinating documentation.

• Maintain thorough, organized, audit-ready grant files.

• Support compliance audits and monitoring reviews, coordinating responses to information requests.

• Oversee grant closeout activities, including final reconciliations, reports, balances, and documentation.

• Collaborate with Finance and Accounting on monthly close processes, explaining grant impacts on revenue, expenses, payroll, reimbursements, and the general ledger.

• Work closely with school and operational leaders to ensure costs are allowable, documented, and charged accurately.

• Provide guidance and training on grant requirements, allowable costs, budgeting, documentation, reporting, and compliance.

• Enhance controls, accuracy, efficiency, and visibility into grant performance.

• Design and implement standardized, scalable processes for grant management.

• Act as the subject matter expert and primary contact for assigned grants, coordinating with school leadership, Accounting, Finance, Accounts Payable, Payroll, Procurement, and funding agencies.

⛳️ Requirements

• Bachelor’s degree in Accounting, Finance, Economics, Business, Public Administration, Education Administration, or a related field.

• 5+ years of experience in grant management, grant accounting, accounting, or financial management.

• Proven experience managing grants through various stages of the grant lifecycle.

• Proven experience managing federal and state grants, including budgeting, expenditure tracking, reconciliations, reporting, compliance, reimbursement, and closeout.

• Experience in a nonprofit, education, public sector, charter school, or other highly regulated grant-funded environments.

• Direct knowledge of West Virginia grant requirements, reporting practices, and compliance standards.

• Strong understanding of grant accounting principles and ability to relate grant requirements to general ledger activities.

• Advanced Microsoft Excel skills, including PivotTables, VLOOKUP/XLOOKUP, data analysis, and detailed financial trackers.

• Ability to accurately manage multiple entities, grants, reporting systems, deadlines, and competing priorities.

• Excellent written and verbal communication skills.

• Strong analytical, organizational, problem-solving, and project management abilities.

• Preferred: experience managing grants across multiple states or school locations.

• Preferred: experience with education-focused grants, including CSP, Title I, Title II, Title IV, 21st Century, or other federal and state education programs.

• Preferred: experience with NetSuite.

• Preferred: experience with Dayforce.

• Preferred: knowledge of Uniform Guidance (2 CFR Part 200) and evolving federal grant requirements.

• Preferred: experience developing grant management policies, procedures, internal controls, and reporting tools.

• Preferred: experience supporting grant applications, renewals, monitoring visits, and closeouts.

• Candidates should possess meaningful professional experience with West Virginia nonprofit, education, or grant-funded organizations.

🏝️ Benefits

• Paid time off.

• Retirement contributions.

• Optional Basic Life and AD&D insurance.

• Voluntary life insurance (for employee, spouse, child).

• Discounted childcare at Early Learning Academies locations.

• Medical, dental, and vision insurance.

• Employee Assistance Program.

• Voluntary short-term disability insurance.

• Voluntary long-term disability insurance.

• Career advancement opportunities throughout Pansophic Learning and its network of over 4,000 instructors and education professionals.

• 100% remote work opportunity within West Virginia.

• Optional travel approximately one to two times per year to meet colleagues and school partners.