Title: Post Award & Development Specialist
Immediate Supervisor: Grants Manager
Staff Supervised: None
Job Classification: Exempt, Full-Time
Organization Overview
United Way of Acadiana is committed to serving Acadia, Iberia, Lafayette, St. Martin, Iberia, and Vermilion parishes. United Way fights for the health, education, and financial stability of every person in our community. Our mission: to unite people and organizations with passion, expertise, and resources to create more opportunities for a better life. Our vision: an educated, prosperous, and safe Acadiana where all individuals and families are empowered to achieve their full potential.
Basic Job Summary
The Post Award & Development Specialist is responsible for providing post-award grant administration, financial coordination, donor revenue processing, records management, and administrative support for the Office of Grants and Development. This position serves as the primary liaison between the Office of Grants and Development and the Finance Department to ensure grant revenues, donor contributions, and financial documentation are processed accurately and in compliance with organizational policies and funder requirements.
The Post Award & Development Specialist supports grant compliance by tracking grant receivables, maintaining financial records, coordinating revenue documentation, and assisting with post-award reporting activities. The position also supports fundraising operations through donor record management, gift processing coordination, and financial reconciliation.
This job operates in a professional office environment. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Occasionally, an employee might be asked to carry/transport heavy items up to 40lbs.
Duties and Responsibilities
- Assist the Grants Manager with post-award grant administration activities.
- Record and process grant receivables and reimbursement requests.
- Monitor grant payment schedules and funding receipts.
- Maintain grant financial files and supporting documentation.
- Coordinate with program staff to obtain required financial documentation for grant reporting.
- Assist in preparing financial reports for grant funders.
- Ensure grant documentation complies with organizational policies and funding requirements.
- Track grant expenditures and reimbursement status.
- Record all deposits accurately and prepare deposit journal entries.
- Manage revenue receipts and process check deposits in accordance with established financial procedures.
- Coordinate with the Finance Department to ensure timely posting of grant and donor revenues.
- Process grant reimbursements and receivables.
- Assist with monthly reconciliations related to grants and development activities.
- Support year-end financial reporting by maintaining complete and accurate records.
- Process, image, scan, and archive financial records, grant documentation, and donor information.
- Maintain confidential donor files and grant records.
- Organize electronic and physical filing systems.
- Ensure donor acknowledgments and supporting documentation are properly maintained.
- Assist with maintaining accurate donor and grant databases.
- Support fundraising campaigns through administrative recordkeeping.
- Assist with various Finance Department projects as assigned.
- Support the Director of Finance with initiatives that improve financial processes and operational efficiency.
- Coordinate financial documentation between the Office of Grants and Development and the Finance Department.
- Assist with audit preparation by organizing financial records and supporting documentation.
- Prepare reports and spreadsheets for internal review.
- Participate in United Way of Acadiana staff meetings and organizational events.
- Attend professional development workshops, conferences, and training related to grants, nonprofit finance, and donor stewardship, as approved.
- Work collaboratively with the Grants Manager, Director of Finance, Community Impact staff, Marketing & Communications, and executive leadership.
- Provide cross-functional support to other United Way departments when requested by the Director of Finance or Grants Manager.
- Assist with organization-wide initiatives that promote operational excellence.
- Exhibit the highest ethical and professional standards in all aspects of work.
- Maintain strict confidentiality of donor information, financial records, grant documentation, and organizational data.
- Adhere to all organizational policies regarding financial stewardship and donor privacy.
- Demonstrate integrity, accountability, and professionalism in interactions with donors, partners, staff, and community stakeholders.
- Other duties as assigned.
Education, Skills and Qualifications
- Associate degree with course work in accounting preferred
- Understanding how to prepare journal entries is preferred
- Background working with non-profit accounting preferred
- Proficiency in accounts receivable
- Understanding basic accounting (balancing, matching, leaving a good audit trail)
- Familiarity with Microsoft Excel, Word, Outlook
- Problem-solving and staying on task within a targeted timeline.
- Functioning independently within established guidelines.
- Successfully organizing and prioritizing tasks to meet goals.
- Placing a high priority on customer relationships
- Assessing and analyzing information and technology needs.
- Identifying and implementing strategies for effective management of donor/financial information.
- Efficiently and accurately capturing donor/gift information
- Balance promoting United Way and collecting key donor/investor information
- Good oral and written communication skills.
Experience:
Minimum of two (2) years of experience in one or more of the following:
- Grant administration
- Accounting support
- Accounts receivable
- Bookkeeping
- Nonprofit administration
- Financial recordkeeping
- Development or donor services
- Excellent communication skills, both written and verbal, with the ability to present complex data in a clear and accessible manner.
- Ability to work collaboratively with diverse teams and stakeholders.
- Strong organizational and project management skills with the ability to meet deadlines and handle multiple priorities effectively.
- Passion for the work United Way of Acadiana is committed to doing in the community.
- Experience working in a nonprofit organization is preferred.
Requirements before Hire:
Currently enrolled in a Bachelor’s Degree program in a related field of study.
- Proof and maintenance of a valid driver’s license
- Proof and maintenance of Vehicle Insurance and reliable transportation
- Produce a current physical.
