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Grants Manager

New England Aquarium
Boston, United States Posted: January 25, 2024

The Grants Manager is responsible for the financial administration and monitoring of sponsored grants and contracts at the New England Aquarium. They will assure compliance with various sponsor (awarding institution) rules, regulations, and guidelines and that expenditures under individual awards comply with their respective budgets. The Grants Manager assures that expenditures meet sponsor budget parameters, OMB A-122 requirements, and Uniform Grant Guidance requirements for federal grants and contracts. The Grants Manager is expected to work independently and to assist Principal Investigators (PI's) in managing their budgets; therefore, regular and meaningful reporting on the financial status of active awards is essential. The Grants Manager must also exercise discretion in dealing with confidential information and when communicating with administrators at the Aquarium and its various sponsors.

  • This is a full-time regular position offering a comprehensive benefits package. The schedule will be Monday-Friday 9:00 am - 5:00 pm with the option for a hybrid schedule, working some days on-site and some days remotely. Remote days are only available for residents of MA, RI, NH, ME, NY and VT.
  • Manages the grant process for the organization, including collaborating with other departments in the organization, and identifying ways to improve grant controls.
  • Upon receipt of new award Fact Sheets, s Updates project data base for modifications received on existing awards as they occur.
  • Reviews and authorizes Purchase Orders and Invoices for input in the financial management system. Assures expenses are authorized in the sponsor's budget, that they are reasonable and allowable, that funds are available to
  • Analyzes project reports on a monthly basis. Reviews project end dates, compares expenditures to date by line item and in total to the authorized budget, and checks that the appropriate indirect cost rate has been applied to direct costs incurred (in accordance with our of federally funded projects).
  • Identifies areas of concern and/or specific problems noted by project, and regularly reports observations to respective department heads and PIs via a consolidated monthly listing of projects .
  • Processes adjustments that are authorized by the appropriate PI and the Manager of Sponsored Program Administration as required.
  • Prepares and transmits invoices/drawdowns on grants/contracts to sponsors for reimbursement.
  • Invoices relating to federal assistance awards, whose payment systems are automated, are transmitted via .
  • Analyzes accounts receivable aging monthly and makes collection calls as needed.
  • Investigates and analyzes accounts for payments delayed due to sponsor questions/concerns.
  • Gathers and analyzes previous year's sponsored grant and contract financial data in order to produce reports required by the auditors for the Uniform Grant Guidance Audit including the Schedule of Expenditures of Federal Awards ().
  • Produces and distributes monthly reports, including Active Accounts List, Deliverables List, Account Summary List, Federal Dollars Received Report, 4800 Report and the Project Review Spreadsheet.
  • Closes project accounts/budgets including "Match", makes adjustments and budget changes in the financial management system as necessary, with approval of the Manager of Sponsored Program Administration.
  • Acts as a liaison between managers, PI's, administrators and the Finance Department, interpreting/analyzing budgets, salary reports, accounting entries and audit practices.
  • Assists in administering subcontracts with other institutions. Initiates deposits, transfers, adjustments, and closeouts for all project accounts with Finance.
  • Follows internal controls, procedures and processes to assure that sponsored program activities are conducted under and meet the Aquarium's established policies and procedure guidelines.
  • Works with the grant specialist and the senior grants accountant, to submit required monthly reporting on various federal platforms.
  • Serves as initial contact for external grant administrators.
  • Administers the annual sub recipient certification process.
  • Performs other financial, general administrative, and sponsored research-related duties as assigned.
  • Minimum Training and Experience
  • Bachelor's degree in business sciences (administration, finance, accounting, etc.) and 3 years of experience working with state and federal grants.
  • Excellent communication and interpersonal skills with the ability to work effectively in a team sponsor contacts, PI's/project managers and auditors.
  • Sponsor contacts include federal contract officers, technical representatives, state, foundation, and corporate administrators.
  • 3 years of experience working with Microsoft Office applications, advanced Excel skills, and experience with GL and AP accounting software required.
  • Experience with preferred
  • Experience with NICRA preferred
Knowledge, Skills, and Abilities
  • Familiarity with the Code of Federal Regulations Title 2, Subtitle A, Chapter 2, Part 200, with a special emphasis on subparts D, E, & F which pertain to post federal award requirements, cost principles, and audit requirements, is required
  • Attention to detail, accuracy, and ability to meet deadlines.
  • For more information and to apply online please visit:
  • New England Aquarium is committed to diversity, equity, and inclusion in the workplace and is an Equal Employment Opportunity Employer as defined by the EEOC. Here we foster a culture of respect, diversity, and inclusion.
  • We strive to engage and inspire a broad audience with our efforts to protect the blue planet, and we believe a diverse workforce provides experiences, skills, and perspectives that enrich our programs, strengthen problem-solving, add creativity, and enhance our work environment.
  • DOE

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