Overview
Grant Manager
We have been engaged to conduct an executive search for a Grant Manager for our client, a community-based outpatient health care and multiservice center (Federally Qualified Health Center) with offices in Boston, MA. They are affiliated with a major Medical Center in Boston and are a Hospital-licensed outpatient facility.
THE ORGANIZATION
$60M federally qualified health center
THE PORTFOLIO
Approximately $10M in grants funding, HRSA, DPH and more
THE LOCATION
Dorchester, Massachusetts
There is on-site parking available and their office is located near the T. Hybrid work will be offered later this year following a systems upgrade.
The starting salary is up to $131,000. There may be some flexibility for an outstanding candidate.
Position Summary
The Grant Manager, Post-Award Finance and Compliance is responsible for managing the Health Center’s post-award grant finance, billing, compliance, reporting, budget tracking, closeout, and audit support functions. This role serves as a key liaison between Finance, Development, Program leadership, Compliance, and funders to ensure grants are properly set up, monitored, billed, reported, documented, and closed in accordance with funder requirements and internal controls.
The Grant Manager reports to the Controller and works closely with Development on pre-award budget review, award handoff, funder requirements, reporting deadlines, amendments, renewals, and closeout planning. The role supervises the Grant Accountant / Grant Accounting Specialist and provides direction on grant billing support, budget-to-actual tracking, supporting documentation, receivables monitoring, and grant-related reconciliations.
This position requires strong grant management, accounting, compliance, budget monitoring, and cross-functional coordination skills. The successful candidate must be able to work independently, anticipate risks, provide technical assistance to program teams, and ensure timely completion of grant billing, reporting, closeout, and audit support activities.
Primary Responsibilities
Grant Setup, Budget Review, and Post-Award Management
- Review grant awards, notices of award, contracts, approved budgets, budget narratives, reporting requirements, restrictions, payment terms, and compliance requirements.
- Collaborate with Development, Program leadership, and Finance on pre-award budget review, project-based budget development, staffing allocations, match requirements, indirect cost recovery, and sustainability considerations.
- Coordinate post-award handoff to ensure each grant has clear internal owners for program reporting, financial reporting, billing, compliance, closeout, and portal submission.
- Work with accounting staff to establish appropriate cost centers, project codes, Sage Intacct grant setup, tracking mechanisms, and grant files.
- Maintain a current grant tracker showing award amounts, project periods, budget periods, reporting deadlines, billing requirements, outstanding balances, compliance requirements, and key funder terms.
Budget Tracking, Spenddown, and Budget Changes
- Maintain post-award budget tracking for each active grant, including original approved budget, approved changes, pending changes, revised budget, actual expenses, projected spend, remaining balance, variance, percent spent, carryover status, and funder approval requirements.
- Meet regularly with Program Managers, clinical champions, Development, and Finance to review grant spending, spenddown status, staffing changes, budget risks, and upcoming reporting needs.
- Provide technical assistance to Program Managers on allowable spending, budget restrictions, documentation expectations, spending timelines, and budget changes.
- Coordinate budget modifications, carryover requests, no-cost extensions, and other grant amendments in partnership with Development, Program, and Finance.
- Escalate underspending, overspending, unallowable cost concerns, missing documentation, or funder approval issues to the Controller and appropriate leaders.
Grant Billing, Reporting, and Receivables
- Manage preparation and submission of grant billing, reimbursement requests, drawdowns, invoices, and required financial reports in accordance with funder requirements and deadlines.
- Ensure grant billings and reports are supported by general ledger activity, payroll records, accounts payable documentation, time and effort certifications, approved budgets, and other required backup.
- Manage required billing portals and funder reporting systems, including access, deadlines, submissions, and documentation.
- Monitor grant accounts receivable, reimbursement status, drawdown status, collections, and outstanding funder payments.
- Coordinate with funding agencies to respond to billing questions, reporting requests, documentation requests, and follow-up inquiries.
- Support preparation and coordination of UFR, UDS finance-related components, Single Audit schedules, and other required grant reporting.
Compliance, Documentation, and Internal Controls
- Ensure grant billing, reporting, spending, and documentation comply with federal, state, local, private foundation, and other funder requirements.
- Support compliance with HRSA requirements, Uniform Guidance, Notice of Award terms, allowable cost rules, time and effort requirements, and internal policies.
- Maintain a centralized grant filing system, including awards, approved budgets, amendments, reports, billing support, correspondence, audit support, and closeout documentation.
- Maintain and implement the funding calendar, including billing dates, reporting deadlines, renewal dates, closeout deadlines, and funder submission requirements.
- Review journal entries, receivable reconciliations, grant revenue support, and grant accounting materials prepared by the Grant Accountant before routing for Accounting Manager, Controller, or CFO review and approval.
Program Technical Assistance, Closeout, and Audit Support
- Serve as a liaison between Finance, Development, Program teams, Compliance, and funders for post-award grant matters.
- Provide technical assistance to Program Managers and clinical champions on grant budget management, allowable costs, documentation expectations, spenddown planning, reporting timelines, and funder requirements.
- Facilitate regular grant review meetings with Program, Finance, and Development to review spending, reporting, documentation, risks, and next steps.
- Ensure all grants are closed out timely and that final financial reports, program reports, supporting documentation, reconciliations, and funder correspondence are complete and accurate.
- Begin closeout planning in advance of grant end dates to identify final spending needs, unspent balances, carryover opportunities, final billing requirements, and documentation gaps.
- Represent or support the organization during grant-related site visits, audits, monitoring reviews, and funder inquiries related to grant billing, reporting, compliance, and documentation.
- Coordinate audit support requests related to grants, including billing documentation, financial reports, drawdown support, payroll and time and effort records, budget approvals, and closeout files.
- Track and help resolve audit findings, monitoring issues, funder questions, and corrective action items related to grants.
Supervisory Responsibilities
- Supervise the Grant Accountant / Grant Accounting Specialist and provide direction on grant billing support, budget-to-actual tracking, GL support, supporting documentation, receivables monitoring, and grant-related reconciliations.
- Review grant accounting work for completeness before routing to the Accounting Manager, Controller, or CFO for technical accounting review and final approval.
- Coordinate priorities, deadlines, and follow-up items to ensure grant finance work is completed timely and accurately.
Qualifications and Skills
- Bachelor’s degree in accounting, finance, business administration, nonprofit management, public administration, or related field required.
- Minimum of 7–10 years of related experience in grants management, grant accounting, post-award administration,nonprofit finance, healthcare finance, or federally funded programs.
- Experience working with federal, state, local, and private grants; FQHC, HRSA, UFR, UDS, and Single Audit experience strongly preferred.
- Strong understanding of grant billing, reimbursement, budget tracking, allowable costs, compliance, documentation, audit support, and closeout requirements.
- Ability to develop, monitor, and explain grant budgets, staffing allocations, budget changes, and spenddown plans.
- Knowledge of accounting principles, general ledger activity, receivables, revenue recognition, journal entries, and reconciliations.
- Experience with Sage Intacct or similar accounting/grants management systems preferred.
- Advanced Excel skills and strong proficiency with Microsoft Office required.
- Strong project management, communication, problem-solving, and cross-functional coordination skills.
- Ability to work independently, manage competing deadlines, anticipate risks, and provide practical guidance to Program and Finance teams.
This description is appropriate for an experienced Grant Manager overseeing and managing a portfolio of about $10m of federal, state and private grants, for a not-for-profit healthcare organization and a focus on technology-driven financial management.
All inquiries will be treated confidentially.
For more information about this opportunity please contact:
Matthew O’Brien
The Confidential Search Company
860-742-1555
Pay: Up to $131,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Disability insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
Experience:
- Grant Management and Post Award Administration: 7 years (Required)
- Grant Accounting: 10 years (Required)
- FQHC, HRSA, UFR, UDS, and Single Audit: 3 years (Required)
- Sage Intaact or similar accounting/grants management systems: 3 years (Required)
- Advanced Excel: 5 years (Required)
Work Location: In person
