Manager of Grants and Restricted Funds - Essential
About Mills College:
Located in Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a liberal arts college for women and gender non-binary students, with graduate programs for all genders. Consistently ranked one of the top master's universities and one of the best value colleges in the West by U.S. News & World Report, Mills also has been named one of the Best Colleges in the nation by The Princeton Review. The Mills experience is distinguished by small, interactive classes, one-on-one attention from exceptional faculty, a culture of creative experimentation, and cutting-edge interdisciplinary learning opportunities which empower students to make a statement in their careers and communities. As one of the most diverse liberal arts colleges in the country, we have a strong record of academic success with first-generation students, students of color, Latinx students, LGBTQ students, and other underrepresented students. Mills College has recently become a Hispanic Serving Institution. Applicants with expertise and experience in supporting and promoting success for Latina/o students are encouraged to apply.
Mills College encourages diversity in hiring and particularly welcomes applications and nominations from women, gender non-binary individuals, and minorities. Mills College seeks to recruit and retain a diverse workforce as a reflection of our commitment to equity, inclusion, and social justice and our desire to maintain the excellence of our faculty. In so doing, we offer our students not only the opportunity to learn about varied disciplines but to engage with diverse perspectives and ways of knowing and learning. For more information, please visit www.mills.edu.
Reports To: AVP for Finance Dotted Line Report: Provost
Summary of Position: The Manager of Grants and Restricted Funds is responsible for the financial oversight of grant and restricted gift activity. This includes responsibility for budgeting, expense review and reporting as well as developing and implementing compliance programs and working closely with academic program administration and other College administrative offices in ensuring financial activities comply with federal, state or donor regulations as well as College policy.
The Manager of Grants and Restricted Funds coordinates the grant application process for government grants, to include: supporting individuals and grant writing teams with grant editing, budget development, and preparing grant submissions. The MGRF also provides assistance with necessary certifications, electronic tools and policy guidance, tracks pending awards and ensures that grant deadlines are met.
This position is also responsible for the grant related data created and maintained in Banner Financials in support of grant award activity, including the creation and closeout of grant awards within the system, monitoring restricted fund budget and expense activity and assisting departments in the fiscal management of their awards. Additional responsibilities include managing external restricted funds audits, administering the College Effort Reporting System, billing and collection of grant receivables and reporting financial award activity to federal agencies and other sponsors.
Essential Job Functions:
Pre Award Grant Management:
Partner with Associate Provost for Faculty Development
Management of all pre-award research administration
Work closely with faculty and staff in the development and submission of federal grant applications
Locate, document, and approve funding sources for specific use
Partner with the Principal Investigator(s) to determine budgetary needs
Develop budgets for grant proposals
Completion of Proposal Documentation
Submission of the proposals to the funding agency for consideration
Negotiate award correspondence and its formal acceptance
Ensure compliance requirements (funding agency and project specific) such as Human Subject, Animal Subject, Responsible Conduct of Research, Financial Conflict of Interest, etc. are satisfied
Post Award Grant Management:
Management of post-award fiscal administration, including compliance with funding agency requirements, for all grants and other restricted funds awarded to the College
Implementation of post-award compliance programs at the College in collaboration with the Sponsored Projects Office and the Office of Institutional Advancement. This includes the development of policies and procedures, training programs and the dissemination of awards management information that supports compliance to agency, donor and College policy
Work closely with grant managers and departments to ensure grant and gift funds are properly set up and maintained and funds are used appropriately. Ensure that individuals are aware of, and comply with, donor restrictions, processes, and policies involving funds under their management
Review and approval of financial terms and conditions of complex contracts and grants to assure terms are appropriate for College business
Oversee grant fund budgeting process and assist in the annual budget process related to restricted gift and endowment payout funds
Prepare and administer internal program audits as needed and support financial audit and A-133 audit, including the preparation of the Schedule of Expenditures of Federal Awards
Conduct monthly expense reimbursement draw-down of funds for federal grants and other billing as needed
Additional Duties and Responsibilities:
Prepare reporting on restricted funds for departments, such as the financial aid office, and for College management to track the availability and utilization of restricted funds
Participate in and provide expertise to the External Funding Review Committee
Assist in the development of the federally approved indirect cost rate proposal
Apply the approved indirect cost rate to grants
Assist in the pledge accounting process and reconciliation to development records
Work closely with school administration in the development of sound business practices and relationships
Other tasks as assigned
Required Knowledge, Skills, and Abilities:
Knowledge of federal award regulations, in particular A-21, A-110 and A-133
Knowledge of restricted gift accounting and reporting GAAP requirements, specifically FABS, Statement No. 116
Ability to manage multiple concurrent grants with various payment methods, compliance and reporting requirements and deadlines
Strong computer skills including advanced Microsoft Excel and Access
Working knowledge of Banner or a similar ERP (Enterprise Resource Planning) system
Understanding of concepts, principles and practices of donor relations and gift stewardship as well as funding agency relations and compliance requirements
Demonstrated experience developing and implementing policies, procedures, and best practices; training others regarding those policies; and overcoming resistance to change
Ability to influence and manage positive and effective cross-functional relationships with co-workers and department and program leaders in a diverse multi-cultural environment
Clear and effective written and verbal communication skills
Strong professional ethics and discretion
Strong understanding of roles within the College and fundamental goals of the College
Prior experience with external audits
Education and Training:
Bachelor's Degree in accounting, finance or related field required; Master's Degree preferred
3+ years' experience in the area of restricted funds management and/or financial project management, preferably in a private higher education setting
2+ years' experience dealing with compliance to external regulations, including self-guided research related to external regulations
Physical, Mental, and Environmental Demands:
The incumbent will often spend long hours sitting at and using the computer to retrieve, enter, manage, and review data.
Lengthy compliance guidelines must often be read and interpreted for application to the college's circumstances.
Individuals within and outside the college need to be communicated with regarding complex compliance issues.
There are a number of deadlines associated with this position, which may cause stress.
The incumbent must also have the ability to comfortably address groups of people for training.
Tolerance of interruptions and shifting priorities required.
This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.
This is a full-time, exempt position with an FTE of 1.0. Salary is commensurate with experience, and includes an excellent benefits package including medical/dental/vision/life/LTD insurance, 403(b) retirement plan with college-matching after 6 month qualifying period, 10 days of vacation for year one, 15 days of vacation for years 2-10, and 22 days of vacation years 10+ plus, 12 sick days and 17 paid holidays (subject to annual review). Staff members also receive free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period. Voluntary benefits include: pet insurance, long-term care insurance, legal-assistance insurance, cellular provider discounts and computer hardware discounts.
Mills College does not permit discrimination based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sex, sexual orientation, or gender identity. For more information on Mills' non-discrimination policy, please go to https://www.mills.edu/policies/ada-policies/nondiscrimination-statement.php.
All positions are subject to a background check. Prior to the first date of employment, an applicant's background check must be cleared.
Click the 'Apply Now' button below and follow instructions to submit the following documents:
Cover Letter and
Contact Information for 3 References
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Review of applicants will begin immediately; applications will be accepted until the position is filled.
Mills is an independent liberal arts college for women with graduate programs for women and men. The College educates students to think critically and communicate responsibly and effectively, to accept the challenges of their creative visions, and to acquire the knowledge and skills necessary to effect thoughtful changes in a global, multicultural society. Mills encourages openness to experimentation in the context of established academic disciplines. Programs are designed to reflect the importance of global issues, provide an understanding of the natural world, and enhance opportunities for women in their developing roles throughout society. The curriculum combines traditional liberal arts with new educational initiatives that recognize the value of cultural, racial, and ethnic diversity. Inspired by a teaching philosophy that grows out of its longstanding dedication to women?s education, Mills provides a dynamic learning environment that encourages intellectual exploration. The faculty of nationally and internationally respected scholars and artists is dedicated to developing the strengths of every student, preparing them for lifelong intellectual, personal, and professional growth.