Gifts and Grants Accountant

Reporting to the Associate Vice President of Budgeting & Planning, the Gifts and Grants Accountant is responsible for the administration and oversight of the University’s operating, grant, restricted, and agency fund accounts, including monthly account reconciliations. This position exercises independent judgment and discretion while working collaboratively with budget officers and campus partners to support effective financial management and compliance with University policies and procedures.

Key responsibilities include reviewing and approving requests to fill positions, purchase requisitions, procurement card transactions, and contracts. The Gifts and Grants Accountant also serves as the primary administrator for general ledger (GL) account setup and provides appropriate access to business functions within the University’s ERP system and other business platforms. Additional responsibilities include journal entries, supporting fiscal year-end closeout activities, assisting with audits, and performing other accounting and financial functions on a daily, monthly, and annual basis.

• Responsible for overseeing and administration of designated operating accounts (fund 11, 12 & 14), all grants (fund 22), restricted funds (fund 21) and agency (fund 71) including independently working with the appropriate budget officers, setting up and monitoring grant budgets, reviewing expenses, and ensuring compliance with federal and grant requirements, and all related financial reporting and invoicing.

• Oversees expenses to ensure the funds are used for allowed purposes and provides final approval before payment.

• Provide new account numbers, monitor budgets, and communicate with budget officers.

• Independently gathers necessary information and prepares monthly operational journal entries to properly account for Southwestern operations, including physical plant charge outs, utility allocations, indirect salary allocations, postage and other monthly charges as assigned.

• Provide general professional accounting support within the Business Office involving compilation, consolidation, and analysis of financial data (i.e. ledgers, preparing journal entries, compliance with internal controls, reconciliations, etc.) especially as it relates to month-end and year-end tasks by established deadlines.

• Serves as Business Office main contact for theatre box office, which includes reviewing box office deposits and analyzing monthly reports for accuracy.

• Prepares monthly invoices and related journal entries & performs necessary collections related to third-party external organizations that owe Southwestern University.

• Primary contact for indirect cost rate (IDC) for the University including preparing data analysis and collection during the IDC renewal cycles.

• Prepares annual NSF HERD survey and other surveys as required by granting agency or as assigned.

• Review and maintain the general ledger user defined fields of the trial balance.

• Support audit work paper preparation.

• Support budget preparation and review.

• Assist with special accounting projects.

• Perform other duties as assigned.

• Bachelor’s degree in Accounting or related field.

• Three years professional-level experience in accounting or project accounting.

• Possess strong accounting and data analysis skills and astute problem-solving ability.

• Demonstrate strong understanding in budgeting, project accounting and financial record keeping.

• Demonstrate advanced excel and word processing software skills.

• Ability to work independently and as part of a team.

• Demonstrated leadership skills, including a strong work ethic.

• Excellent organizational skills and the ability to handle multiple tasks with a keen attention to detail.

• Possess excellent interaction and communication…