Grants Specialist

Grants Specialist

SUMMARY

The Grants Specialist is located in the Finance Office and works closely with the Grants Manager under the direct supervision of Director of Finance/Comptroller. The primary focus of this position is to provide support to the Grants Manager in areas related to grants and sponsored programs. In addition, this position assists faculty and staff with fiscal matters rather than with funding opportunities. This position reviews grant budget proposals, expenditures and revenues associated with grants. In addition, this position provides expertise on: (1) State law and Office of Management and Enterprise Services (OMES) policies and procedures, (2) assisting the Director of Finance/Comptroller in directing all financial affairs of the university, (3) preparing financial statements with supporting schedules for the guidance of management.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Grant-related Duties

Pre-Award Services

• Proposal Review and Submission

o Tracks proposal submissions, awards, rejections, and resubmissions.

o Helps facilitate the submission process.

Post-Award Services

Support the institution by helping with the fiscal management of grants and contracts and by complying with federal regulations concerning the expenditure of funds.

• Regulatory Compliance

o Comply with and monitor state and federal requirements for the management of grants and contracts - to interpret operational impact and recommend procedural changes as needed.

o Track and disseminate regulatory updates.

• Grant Fiscal Management – critical function for the institution

o Assists with maintenance of program file with all pertinent documents.

o Assists with maintenance of databases that identifies governing agencies, source of funds, program budget, program director, and department number, period of grant, financial reporting, and programmatic reporting.

o Create project roles and assign access to program directors and initiators

o Review invoices and travel claims for payment on all grants programs and verify backup documentation and state object code.

i. Enter data in Colleague for payment of invoices and proof entries

o Process employment transaction forms with appropriate documentation,

o Billing/Invoicing – Monthly or Quarterly

i. Help to prepare drawdowns for grant programs as specified in grant award and provided copy Grants Manager and Director of Finance/Comptroller

ii. Prepare invoices to bill to external agencies

iii. Reconcile internal invoices

o Reporting – Monthly, Quarterly, Semi-annually, and/or Annually

i. Assists with reports as needed and directed by Grants Manager and Comptroller.

ii. Review reports submitted by grant programs for accuracy and proper coordination

o Close-Out Procedure for Completing Program

i. Review grant to determine the financial obligations that must be liquidated with unobligated funds being returned to sponsor.

ii. Submit final reports to program sponsor.

• Audits and Surveys

o Assist with annual A-133 Audit as needed.

• Facilities and Administrative Cost

o Assists with time and effort reporting.

o Assists with Invoicing Indirect Cost

Other Duties:

• Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.

• Work with Grants Manager and Director of Finance/Comptroller as well as the Finance Office on day-to-day activities and month end processes.

• Assist in development analysis and interpretation of statistical and accounting information in order to appraise operation results in terms of performance against budget and other matters bearing on the fiscal soundness and operation effectiveness of the university.

• Furnish internal reports, revise, and update reports to be more useful and efficient and furnish external reports as necessary and ensure timely reporting of all monthly financial information.

• Interface with outside agencies and audit firm(s) as needed.

• Responsible for compliance with: Generally Accepted Accounting Principles (GAAP); Governmental Accounting and Auditing Standards (GAAS); National Association of College University Business Officers (NACUBO) procedures on financial accounting and reporting for higher education; Office of Management and Enterprise Services (OMES) procedures in fund structure, accounting codes and electronic financial data transmission; and all federal/state regulations that govern the financial operations of the university.

• Responds to inquiries from the Assistant Comptroller, Grants and Director of Finance/Comptroller.

• This job description in no way implies that these are the only duties to be performed.

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. Attendance and Dependability: The employee can be dependent upon to report to the assigned duty station at the scheduled time. Employees can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.

2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.

3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits professional manners in dealing with others and works to maintain constructive working environment.

Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.

EDUCATION, TRAINING, AND EXPERIENCE

Required:

• 5 years’ general accounting experience

• Strong work ethics

• Detail oriented, professional attitude, reliable

• Proficient in Excel and Word, Internet, 10-key by touch

• Possess strong organizational and time management skills

• Strong problem-solving skills, documentation skills, research and resolution skills, data analysis and multi-tasking skills

• Ability to communicate effectively verbally and in writing

• Ability to interact with employees and vendors in a professional manner

• Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness

• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication, and division quickly and accurately

• Ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations

• Ability to respond effectively to the most sensitive inquiries and complaints

• Ability to multi-task, work under pressure and meet deadlines required with accuracy and timeliness.

PREFERRED:

• Bachelor’s degree in business, accounting, or other related field of study.

• 2 years’ experience in grant programs

• Experience with Ellucian Colleague

• Experience with educational budgeting process as related to grants.

• Two or more years related to higher education experience and/or training, or equivalent combination of education and experience.

• Working knowledge of the regulations of the Office of Management and Enterprise Services (OMES) and State Laws

• Three or more years’ experience with higher education grants program including pre- and post-award services.

Founded in 1909 as a teachers’ college, Southeastern Oklahoma State University continues the strong tradition of producing outstanding educators for southeast Oklahoma and north Texas. Student enrollment is approximately 6,000 students and the campus is situated in rural Oklahoma. The main campus is located in Durant, Oklahoma, which is 90 miles north of Dallas, Texas, and 150 miles southeast of Oklahoma City. The community is close to Lake Texoma and the Choctaw Casino Resort. Southeastern Oklahoma State University continues to be among the nation’s most affordable universities according to the U. S. News & World Report’s America’s Best colleges.

Salary will be commensurate with qualifications and experience. The preferred start date is October 1, 2026. Review of applications will begin immediately and continue until filled.

Southeastern offers a comprehensive benefits package including university paid health, vision, life insurance, long term disability, retirement contributions to Oklahoma Teachers Retirement System, as well as a tuition waiver for employees and spouse/dependents who wish to enroll at Southeastern. Southeastern offers 25 paid holidays per fiscal year and has a generous leave package including annual/vacation leave, sick leave, personal leave, and birthday leave. In addition to the SE paid benefits, there are many voluntary products available to employees such as 403(b), Health Savings Account, Flexible Spending Account, dental, short term disability, dependent life insurance and a variety of ancillary benefits.

Employment is contingent upon the results of a national criminal and sex offender background check. Candidates must be eligible to work in the United States. SE participates in E-Verify.

SE is an AA/EEO employer committed to multicultural diversity.

Notice to applicants:

If selected, official transcripts from each degree-granting institution will be required upon date of hire.

It is Southeastern Oklahoma State University’s policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original social security card will delay the hiring process and ability to begin employment