Grants & Contracts Analyst

NYBG Job Description

Title

Reports to

Grants & Contracts Analyst

Associate Vice President for Grants and Contracts

Position Summary:

The Grants & Contracts Analyst, as a member of the Grants & Contracts team, supports the analytical, administrative and compliance functions of NYBG’s restricted funds. The team oversees Garden-wide grants and contracts, as well as certain restricted gifts, including science research awards, government, operating support and capital funding. The role will focus on managing and supporting the Garden’s various funding sources for capital projects. Responsibilities include budgeting within the Garden’s financial system, creating ad-hoc excel reports for analysis and external reporting, tracking budgets and expenses, and preparing reports and reimbursement materials for submission to government agencies and other funders.

Specific Duties & Responsibilities:

Expense Tracking & Compliance:

• Track, report, and ensure compliance for government funding; review supporting documentation for accuracy and prepare monthly reimbursement submissions, including contractor documentation and financial data for government-awarded grants.
• Use the Garden’s financial management system for budget creation, monitoring, reconciliation and report generation.
• Monitors, verifies, and reconciles expenditure of all budgeted funds quarterly and during fiscal year-end closing.
• Generate detailed financial reports for internal analysis and external reporting.
• Assist in forecasting and variance analysis.
  
  

Reimbursement Preparation:

• Prepare and submit monthly reimbursement packages for government-funded grants, including detailed financial data and contractor documentation.
• Ensure all submissions meet agency guidelines and deadlines.
• Coordinate with internal departments and external contractors to gather necessary backup materials.
  
  

Grant System Navigation:

• Manage submissions and updates in City, State, and Federal grant portals (e.g., grants.gov, DRGR, SAM.gov).
• Upload applications, reimbursement requests, and compliance documentation accurately and on time.
• Stay current on system requirements and troubleshoot issues as needed.
  
  

Contractor & Subcontractor Approvals:

• Support approval processes for contractors and subcontractors on government-funded capital projects.
• Ensure compliance with procurement policies and funding agency requirements.
• Maintain documentation for all approvals and related correspondence.
  
  

Reporting & Analysis:

• Develop ad-hoc Excel reports for financial analysis and external reporting needs.
• Provide data-driven insights to support budgeting and grant compliance.
  
  

Collaboration & Communication:

• Work closely with internal teams, including, but not limited to, Finance, Operations, and Science, to ensure smooth grant administration.
• Communicate effectively with external funders and contractors to resolve issues and maintain positive relationships.
  
  

Other related duties as assigned.

Qualifications:

• 2-4 years of financial, budget and/or grants and contracts management experience, preferably at a nonprofit or government organization; cultural institution experience preferred. Significant related administrative experience will be considered if the applicant has analytical and compliance experience
• Fast learner; proactive; customer service oriented, excellent quantitative skills
• Experience with (or ability to quickly learn) budgeting and general ledger computer systems and financial reporting tools.
• Strong proficiency in Microsoft Office Suite; advanced Microsoft Excel Skills and financial systems experience preferred.
• Excellent organizational skills with the ability to handle a multitude of tasks under pressure.
• Bachelor’s and prior experience with grants or other restricted funding preferred
• Strong interpersonal and communication
  
  

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required to, at minimum, sit for extended periods of time in front of a computer, organize large volumes of documents, Work under low, moderate or loud work conditions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Monday- Friday, 9-5; additional hours as needed to meet deadlines.

Salary is commensurate with experience within the range of $65,000-$75,000.