The Executive Director of Sponsored Programs is responsible for leading College-wide services supporting Systems Office and campus project directors and finance staff in effective communication, training, systems and processes for all external awards made to the College. This includes responsibility for directing and coordinating grant administration, including accounting, budgeting, and compliance for grants and contracts awarded to the College.
Develops College-wide policies and procedures related to Grant Management and Sponsored Program Accounting, including updates to the College's Financial Management Manual and Research module training guide.
Develops and implements procedures and processes necessary to ensure compliance with all grantor requirements, including fiscal management, fiscal and programmatic reporting, and record retention.
Provides financial review of upcoming proposal submissions and awarded grants and contracts. Interprets terms of agreements and agency regulations and policies and advises management of associated problems.
Directs the creation and control of new funds and the maintenance of their individual files for continually changing programs and entry of all required attribute data for account consistency for all Sponsored Program grants and contract projects.
Directs the budget entry and budget transfer/increase/decrease for all Sponsored Program accounts.
Directs the invoicing of all sponsored programs activity.
Directs the development of operational procedures and the preparation of required fiscal reporting in the required time frame for federal, state and local governmental funded grants and contracts and the collection of revenues due as reimbursement. This includes the monthly report of Federal Cash Management through the Department of Education G-5 system, the Payment Management System (PMS), and reporting grant and contract activity to the State Board of Trustees.
Monitors grant program performance and reviews grant reports for compliance with requirements.
Directs the database maintenance in the Banner Finance module for Sponsored Programs General Ledger and Subsidiary Ledger accounts.
Coordinates with the Banner Finance System’s Administrator in resolving day to day system problems.
Directs the monitoring of grant and contract funds to determine overdraft and other error conditions to inform the appropriate campus management. Assist with the administrative problems with funding agencies or inquiries by project directors, business directors, or other campus personnel.
Prepares journal entries and directs the review of campus journal entries and/or accounting transactions that establish accounts receivable and distribute cash advances, etc.
Monitors and provides direction for the accounting of gifts receipted into the College’s gift fund.
Coordinates closing of the College financial records annually for all Grant and Sponsored Program accounts, including preparation of required journal entries.
Prepares or directs the preparation of financial statements for Sponsored Program Funds.
Directs the preparation of the College-wide Facilities & Administrative (Indirect) Cost Study.
Assists external audit agencies in their audit examinations by providing and/or contacting the appropriate College personnel to provide requested data. Assist in responding to audit findings when requested.
Maintains grant files to ensure audit-ready records.
Attends meetings and workshops to keep abreast of new compliance requirement.
Cultivates and maintains in-depth knowledge of federal and state grant laws and regulations including Uniform Guidance. (2 CFR 200)
Prepares training materials and coordinates training for project directors, campus grants finance designees, Executive Directors of Finance and others.
Provides technical assistance on specific grant regulations and requirements to program implementation staff as needed.
Other duties logically associated with the position may be assigned.
SUPERVISION RECEIVED: Assistant VP for Finance and Chief Procurement Officer SUPERVISION GIVEN: Grant Accountant and Grants Manager