What are the responsibilities and job description for the Grants Accountant and Procurement Specialist position at Hendrix College?
Grants Accountant & Procurement Specialist
Hendrix College is seeking a full-time, 12-month Grants Accountant & Procurement Specialist. Reporting to the Associate Controller and Director of Financial Reporting, the Grants Accountant & Procurement Specialist is responsible for the accounting, financial administration, and compliance oversight of the College’s internal and external grants and contracts. The position maintains accurate grant accounting records; prepares reconciliations, journal entries, invoices, financial reports, and audit schedules; and partners with faculty and staff to ensure expenditures are allowable, properly documented, and consistent with award terms and College policy.
This position also oversees institutional purchasing processes and systems, including purchase order administration, budget and expense transfers, year-end purchasing closeout, policy and procedure development, and user training. The position supports operating and capital budget reporting, month-end and year-end closing, and other accounting priorities of the Business Office.
POSITION RESPONSIBILITIES – Grants Accountant
- Establish and maintain grant and contract accounts, budgets, funding restrictions, and reporting schedules in the general ledger and related systems
- Provide faculty, staff, and principal investigators with accounting guidance, budget-to-actual reporting, and financial support throughout the grant lifecycle
- Perform day-to-day grant accounting, including transaction review, account coding, monthly reconciliations, correcting entries, accruals, and supporting documentation
- Monitor grant activity for compliance with award terms, institutional policy, donor restrictions, and applicable federal, state, and sponsor requirements, including Uniform Guidance when applicable
- Prepare and submit grant invoices, reimbursement requests, drawdowns, and financial reports; reconcile related receivables and cash receipts and follow up on outstanding balances
- Coordinate grant closeout activities, including final reconciliations, disposition of remaining balances, required financial reports, and retention of supporting records
- Prepare journal entries, budget transfers, account reconciliations, and supporting schedules in accordance with College accounting policies and generally accepted accounting principles
- Assist with monthly and year-end close by reviewing grant, departmental, and capital accounts for completeness, accuracy, proper cutoff, and appropriate financial statement classification
POSITION RESPONSIBILITIES – Procurement Specialist
- Serve as the primary Business Office resource for the institution’s purchasing and purchase order system, providing guidance and support to departments within the decentralized purchasing environment.
- Create purchase orders for designated purchasing activities and manage the review and year-end closeout of outstanding purchase orders.
- Process budget and expense transfers and monitor related transactions for appropriate account coding and compliance with institutional policies.
- Develop, update, and maintain purchasing policies, procedures, and related documentation.
- Train new personnel/authorized users on purchasing procedures and the purchasing system as well as provide ongoing troubleshooting/support.
- Support external audits, grantor reviews, and other compliance examinations by preparing reconciliations, schedules, confirmations, and requested documentation
- Serve on College committees, participate in Business Office projects, and perform other duties as assigned
POSITION QUALIFICATIONS AND BACKGROUND:
Education and Professional Experience and Designations:
- Bachelor’s degree in accounting, finance, business administration, or a related field required; accounting concentration preferred
- Minimum of three years of progressively responsible accounting, grant accounting, financial reporting, or related experience required; higher education or nonprofit experience preferred
Skills Required:
- Working knowledge of generally accepted accounting principles, account reconciliations, journal entries, financial reporting, and internal controls
- Demonstrated ability to interpret grant agreements, monitor restricted funds, maintain audit-ready documentation, and meet sponsor reporting deadlines
- Advanced proficiency in Microsoft Excel and experience with general ledger, accounts payable, budgeting, database, and financial reporting systems
- Strong analytical skills and exceptional attention to accuracy, documentation, data integrity, and financial detail
- Ability to manage multiple deadlines independently, establish priorities, exercise sound judgment, and maintain confidentiality
- Excellent written and verbal communication skills, including the ability to explain accounting and compliance requirements to non-financial audiences and senior management
- Ability to work collaboratively as a responsive, service-oriented team member, with knowledge, understanding, and acceptance of cultural differences and diversity within the College community
Consideration of applicants will begin immediately and continue until the position is filled. Applications should include a letter of application, a resume and contact information for three professional references. Salary is commensurate with education and experience. Applications can be submitted at www.hendrix.edu/jobs. Questions about this position can be submitted to hr@hendrix.edu.
Hendrix College strives to maintain an environment free from discrimination and harassment, where members of the Hendrix Community treat each other with respect, dignity and courtesy. The College adheres to the principle of equal educational and employment opportunity without regard to age, race, color, religion, gender, disability, sexual orientation, gender identity or expression, genetic information, or national origin.
Benefits:
Vacation & Paid Time Off