Extension Grant and Fiscal Coordinator

Extension Grant and Fiscal Coordinator

This position is not eligible for sponsorship.

Salary: $55,000 - $68,000 annually, commensurate with experience, education, and qualifications.

Full-time (1.0 FTE). Contract Type: LOA (Letter of Agreement).

The Extension Grant and Fiscal Coordinator plays a vital role in supporting research and funding efforts within Montana State University Extension. This position collaborates with principal investigators, administrative staff, and funding agencies to facilitate grant proposal development, submission, and compliance. In collaboration with MSU’s Office of Sponsored Programs and Office of Research Development, this position will support and advise Extension faculty and staff in identifying, developing, submitting, and managing grants and contracts;

managing resource expenditures including invoicing and reporting; preparing a variety of fiscal reports; utilizing Cat Books, Banner, Chrome River, and other accounting software; and working as a member of the MSU Extension Finance Team to assist with other duties.

• Assist and advise Extension faculty and staff in seeking, procuring, and managing extramural funds including grants, contracts, and gifts.
• Conduct outreach to Extension faculty for connection to potential grant or extramural funding programs that align with Extension’s strategic funding priorities.
• Facilitate and conduct proposal meetings, collect documentation, draft proposal development templates, and interpret application guideline requirements.
• Partner with the Office of Research Development to assist faculty with grant proposal submissions from start to finish.
• Collaborate with the MSU Office of Sponsored Programs to support Extension faculty and staff in managing grants and contracts received.
• Manage budgets from various indexes and independently analyze financial and budget trends and prepare a variety of monthly, quarterly, and annual fiscal reports.
• Utilize Cat Books, Banner, Chrome River, and other accounting software to pay expenses, develop and interpret financial reports, and correct errors.
• Manage changes in fiscal management practices to maximize efficiency and comply with policy changes.
• Manage formal fiscal audits including collecting and retrieving fiscal documentation and providing responses to fiscal questions.
• Clarify and coordinate fiscal and managerial responsibilities of Principal Investigators.
• Collaborate with Extension leadership team to support strategic priorities for funding, and participate as a member of the Extension Finance Team with other duties related to grant and fiscal management.
• Interpret and apply applicable University, State, and Federal fiscal policies.
• Independently complete tasks in a timely manner according to established deadlines with minimal supervision.
• Work with OSP to establish grant indices and distribute monies to institutions and sub‑awardees.
• Other duties as assigned.

• Bachelor’s Degree or progressively responsible experience in business administration, finance, accounting, or related field, or an equivalent combination of education and/or experience.
• Experience with budgeting and accounting principles, including budget reconciliation, budget implementation, and researching and compiling data into reports.
• Experience organizing and prioritizing workload and deadlines and handling complex situations while working under minimal supervision.
• Experience with spreadsheet, word processing, database and email software such as Microsoft Word, Excel, Outlook, PowerPoint, etc, in order to establish and maintain detailed record keeping systems.
• Experience composing, formatting, and proofing business correspondence, with a high degree of attention to detail and accuracy.

• Earned Master’s Degree in relevant field.
• Experience using accounting software:
  Banner, Cat Books, and Chrome River.
• Experience applying and interpreting applicable institutional, local, state, and federal regulations and related standards, guidelines and policies.
• Experience researching grant sources,…