The Senior Grant & Gift Manager at Carthage College oversees the financial administration, accounting, compliance, reporting, and stewardship of restricted grants, gifts, endowments, pledges, and other donor-restricted funds. As the College's subject matter expert for grant and gift accounting, this position ensures compliance with federal, state, sponsor, donor, and institutional requirements.
Working collaboratively with Institutional Advancement, Student Accounts, Financial Aid, the Office of Sponsored Services, Human Resources, and other campus departments, the Senior Grant & Gift Manager manages the full lifecycle of grants and restricted gifts, from proposal development through financial reporting and closeout.
This position plays a key role in safeguarding donor intent, maintaining strong internal controls, ensuring accurate financial reporting, and supporting institutional decision-making through financial analysis. A strong knowledge of Generally Accepted Accounting Principles (GAAP), Uniform Guidance (2 CFR Part 200), nonprofit and higher education accounting, and fund accounting principles is essential.
Key Responsibilities:
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Grant Accounting and Financial Management:
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Manage the financial administration of federal, state, local, corporate, and private foundation grants throughout the post-award lifecycle.
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Establish and monitor grant budgets to ensure compliance with sponsor requirements and institutional policies.
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Collaborate with faculty and staff during proposal development by reviewing grant budgets and sponsor financial requirements.
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Prepare grant financial reports, sponsor billings, reimbursement requests, drawdowns, and grant closeout documentation.
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Monitor grant expenditures, labor and fringe allocations, indirect costs, and budget variances, providing financial guidance to principal investigators and department leadership.
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Review monthly grant activity, prepare Budget versus Actual (BvA) reports, and assist with grant forecasting and budget revisions.
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Maintain grant receivables, deferred revenue, sponsor payments, and related reconciliations.
- Gift and Endowment Accounting:
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Manage the accounting and financial administration of restricted and unrestricted gifts, pledges, endowments, charitable gift annuities, and donor-designated funds.
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Record and reconcile gifts, pledges, stock gifts, investment activity, and related journal entries in collaboration with Institutional Advancement.
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Review gift fund assignments, donor restrictions, and revenue classifications to ensure compliance with donor intent and institutional policies.
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Prepare and reconcile pledge activity, receivables, collections, and related accounting records.
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Record and reconcile endowment investment activity, including fair market value adjustments, investment allocations, spending distributions, cash draws, and related general ledger accounts.
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Maintain endowment schedules, investment records, and supporting documentation to ensure accurate financial reporting.
- Compliance and Regulatory Reporting:
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Ensure compliance with Uniform Guidance (2 CFR Part 200), GAAP, sponsor regulations, donor restrictions, and College policies.
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Prepare schedules and supporting documentation for the annual financial statement audit, Single Audit, and other regulatory reporting.
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Monitor grant compliance, including allowable costs, effort reporting, cost sharing, matching requirements, and reporting deadlines.
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Prepare journal entries related to net asset releases, indirect cost recoveries, capital gifts, Perkins funds, and charitable gift annuities.
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Assist with IRS Form 990 and other required federal and state reporting.
- Financial Reporting and Analysis:
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Prepare monthly, quarterly, and annual financial reports for grants, gifts, endowments, and restricted funds.
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Analyze financial activity, budget variances, and compliance issues, and prepare forecasts in collaboration with Institutional Advancement and campus leadership.
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Update grant budgets and financial forecasts based on current and projected activity.
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Prepare supporting schedules and management reports for auditors and external stakeholders, and develop financial dashboards to support decision-making.
- Internal Controls and Process Improvement:
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Maintain and strengthen internal controls over grant, gift, pledge, endowment, and restricted fund accounting.
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Review accounting activity, coding, and restricted funds to ensure compliance with donor, sponsor, and institutional requirements.
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Develop and maintain accounting procedures, schedules, and supporting documentation for grants, gifts, endowments, and restricted funds.
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Recommend process improvements that enhance efficiency, compliance, reporting accuracy, and stewardship.
- Campus Collaboration and Training:
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Serve as the College's primary financial resource for grant, gift, pledge, and endowment accounting.
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Collaborate with Institutional Advancement, principal investigators, Human Resources, Finance, and other campus departments to support grant and gift administration, donor compliance, and financial reporting.
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Provide training and guidance to faculty and staff on grant compliance, budgeting, donor restrictions, and financial reporting requirements.
- Other Duties as Assigned:
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Assist with annual budget preparation for grant-funded and restricted activities.
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Support special financial projects, strategic initiatives, and institutional committees related to grants, research administration, compliance, and financial management.
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Assist with fiscal year-end closing, audit preparation, and work additional hours during peak periods as needed.
Qualifications:
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Bachelor's degree in Accounting, Finance, Business Administration, or a related field is required.
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Minimum of five years of progressive experience in grant, fund, nonprofit, or higher education accounting, including administration of federally funded grants and knowledge of Uniform Guidance (2 CFR Part 200).
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Strong knowledge of GAAP, fund accounting, and higher education or nonprofit accounting practices, with advanced proficiency in Microsoft Excel and accounting software.
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Excellent analytical, organizational, problem-solving, communication, and project management skills, with the ability to collaborate effectively across campus and with external funding agencies.
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Experience with restricted gift, endowment, and pledge accounting, Workday Financial Management or a comparable ERP system, and CPA certification are preferred.
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About Carthage
Located on the shore of Lake Michigan in the thriving Chicago-Milwaukee corridor, Carthage College blends the best liberal arts traditions with desirable degree programs, transformative learning opportunities, and personal attention from dedicated faculty and staff. Our beautiful campus, an 80-acre arboretum with stunning lake views, is home to 2,600 undergraduate students and 200 graduate students. Founded in 1847, Carthage is consistently named a Best Midwestern College by The Princeton Review and a Most Innovative School by U.S. News & World Report. All Carthage employees play a vital part in the success of our students, as we work together to create an environment where all can achieve their true potential. Grow with Carthage.
Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.
