Position Summary
The Fiscal Compliance & Grants Administrator is employed by Health WorkForce New York (HWNY) and provides fiscal, compliance, and grant administration support across Health WorkForce New York and its affiliated Area Health Education Centers (AHECs), including the Northern Area Health Education Center (NAHEC), Central New York Area Health Education Center (CNYAHEC), and Brooklyn-Queens-Long Island Area Health Education Center (BQLIAHEC).
This position is responsible for coordinating grant administration, fiscal compliance, invoicing, contract monitoring, financial documentation, and regulatory reporting to ensure the effective stewardship of public and private funding across all affiliated organizations. The Fiscal Compliance & Grants Administrator serves as a key liaison between finance, program staff, funding agencies, and external partners to ensure compliance with grant and contractual requirements, timely reimbursement and invoicing, and the maintenance of accurate, audit-ready financial records.
Working under the direction of the Chief Financial and Administrative Officer and in collaboration with the Fiscal Operations Manager, this position supports the day-to-day fiscal operations of all four organizations by promoting financial accountability, regulatory compliance, operational efficiency, and consistent fiscal practices across the enterprise.
Essential Duties and Responsibilities
1. Grant Management & Administration
· Coordinate post-award grant administration for federal, state, local, and private grants.
· Monitor grant budgets and expenditures for compliance with award requirements.
· Track grant periods, deliverables, reporting deadlines, and closeout requirements.
· Maintain comprehensive grant files and all supporting documentation.
· Review expenditures for allowability and compliance.
· Assist with grant modifications, amendments, and budget revisions.
· Coordinate grant setup within accounting and reporting systems.
2. Compliance & Regulatory Oversight
· Monitor compliance with Uniform Guidance (2 CFR Part 200), agency requirements, and organizational policies.
· Ensure financial records meet federal, state, and funder requirements.
· Coordinate responses to compliance inquiries.
· Maintain compliance calendars.
· Prepare documentation for potential desk review audits.
· Assist with organizational policy implementation.
· Support risk management initiatives.
3. Invoicing & Revenue Management
· Prepare and submit grant reimbursement requests.
· Track invoice status and collections.
· Coordinate accounts receivable follow-up.
· Verify supporting documentation prior to invoice submission.
· Reconcile reimbursement requests with accounting records.
· Monitor cash receipts.
4. Contract Administration
· Maintain contract tracking system.
· Monitor contract execution dates.
· Coordinate contract renewals.
· Track deliverables.
· Review financial reporting requirements.
· Maintain executed contract files.
5. Financial Documentation & Audit Support
· Maintain audit-ready financial files.
· Organize supporting documentation.
· Coordinate Audit requests.
· Assist with annual financial audits.
· Ensure documentation retention requirements are met.
6. Fiscal Operations Support
· Assist with monthly reconciliations.
· Support accounts payable and receivable functions.
· Maintain financial spreadsheets and tracking tools.
· Assist with budget monitoring.
· Review expenditures for coding accuracy.
· Support month-end and year-end close.
7. Internal Collaboration
· Work closely with Center Directors, Program Managers regarding grant expenditures.
· Provide fiscal guidance regarding grant compliance.
· Coordinate with leadership on reporting requirements.
· Assist organizations with financial documentation requests.
· Participate in funder meetings as needed.
8. Continuous Improvement
· Recommend improvements to fiscal processes.
· Develop standardized grant management procedures.
· Maintain workflow documentation.
· Support organizational process improvements.
Qualifications
Required
· Bachelor's degree in Accounting, Finance, Business Administration, or related field; or equivalent experience.
· Minimum of three years of progressively responsible experience in grant administration, fiscal compliance, accounting, or nonprofit finance.
· Experience managing federal and state grants.
· Knowledge of Generally Accepted Accounting Principles (GAAP).
· Strong proficiency in Microsoft Excel and accounting software (QuickBooks preferred).
· Excellent organizational skills with exceptional attention to detail.
· Strong written and verbal communication skills.
· Ability to manage multiple deadlines simultaneously.
· High level of confidentiality and professionalism.
Preferred
· Experience with nonprofit financial management.
· Knowledge of Uniform Guidance (2 CFR Part 200).
· Experience with federal grant reimbursement systems.
· Experience with Single Audits.
· Experience preparing financial reports for funding agencies.
· Familiarity with grant management software.
Knowledge, Skills & Abilities
· Knowledge of grant compliance regulations
· Financial reconciliation
· Contract administration
· Invoice preparation
· Budget monitoring
· Regulatory reporting
· Strong analytical thinking
· Excellent organizational abilities
· Problem-solving skills
· Ability to interpret grant agreements
· Strong customer service orientation
· Excellent time management
· Ability to work independently
· Ability to collaborate across multiple departments
Works closely with
· Chief Financial and Administrative Officer
· Fiscal Operations Manager
· Program Directors
· Program Managers
· Executive Leadership
· Funding Agencies
· Auditors
· External Partners
· Vendors
Pay: $63,000.00 - $66,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid jury duty
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Application Question(s):
- How many years of experience do you have working in accounting, finance, grant administration, or fiscal compliance?
- Do you have experience working for a nonprofit organization?
- Have you managed or supported federal, state, or foundation grants?
- Which of the following have you been directly responsible for? (Select all that apply.)
Grant administration
Grant reimbursement requests
Invoicing
Accounts receivable
Accounts payable
Budget monitoring
Financial reporting
Audit preparation
Contract administration
None of the above
- Have you prepared documentation for an external financial audit or Single Audit?
- Are you comfortable interpreting grant agreements, contracts, and funding requirements?
- This position requires managing multiple grants, contracts, invoices, and deadlines simultaneously. Describe your experience managing competing priorities.
Work Location: Hybrid remote in Canton, NY
