Senior Grant & Gift Manager

The Senior Grant & Gift Manager at Carthage College oversees the financial administration, accounting, compliance, reporting, and stewardship of restricted grants, gifts, endowments, pledges, and other donor-restricted funds. As the College's subject matter expert for grant and gift accounting, this position ensures compliance with federal, state, sponsor, donor, and institutional requirements.

Working collaboratively with Institutional Advancement, Student Accounts, Financial Aid, the Office of Sponsored Services, Human Resources, and other campus departments, the Senior Grant & Gift Manager manages the full lifecycle of grants and restricted gifts, from proposal development through financial reporting and closeout.

This position plays a key role in safeguarding donor intent, maintaining strong internal controls, ensuring accurate financial reporting, and supporting institutional decision-making through financial analysis. A strong knowledge of Generally Accepted Accounting Principles (GAAP), Uniform Guidance (2 CFR Part 200), nonprofit and higher education accounting, and fund accounting principles is essential.

• Grant Accounting and Financial Management:
• Manage the financial administration of federal, state, local, corporate, and private foundation grants throughout the post-award lifecycle.
• Establish and monitor grant budgets to ensure compliance with sponsor requirements and institutional policies.
• Collaborate with faculty and staff during proposal development by reviewing grant budgets and sponsor financial requirements.
• Prepare grant financial reports, sponsor billings, reimbursement requests, drawdowns, and grant closeout documentation.
• Monitor grant expenditures, labor and fringe allocations, indirect costs, and budget variances, providing financial guidance to principal investigators and department leadership.
• Review monthly grant activity, prepare Budget versus Actual (BvA) reports, and assist with grant forecasting and budget revisions.
• Maintain grant receivables, deferred revenue, sponsor payments, and related reconciliations.
• Gift and Endowment Accounting:
• Manage the accounting and financial administration of restricted and unrestricted gifts, pledges, endowments, charitable gift annuities, and donor-designated funds.
• Record and reconcile gifts, pledges, stock gifts, investment activity, and related journal entries in collaboration with Institutional Advancement.
• Review gift fund assignments, donor restrictions, and revenue classifications to ensure compliance with donor intent and institutional policies.
• Prepare and reconcile pledge activity, receivables, collections, and related accounting records.
• Record and reconcile endowment investment activity, including fair market value adjustments, investment allocations, spending distributions, cash draws, and related general ledger accounts.
• Maintain endowment schedules, investment records, and supporting documentation to ensure accurate financial reporting.
• Compliance and Regulatory Reporting:
• Ensure compliance with Uniform Guidance (2 CFR Part 200), GAAP, sponsor regulations, donor restrictions, and College policies.
• Prepare schedules and supporting documentation for the annual financial statement audit, Single Audit, and other regulatory reporting.
• Monitor grant compliance, including allowable costs, effort reporting, cost sharing, matching requirements, and reporting deadlines.
• Prepare journal entries related to net asset releases, indirect cost recoveries, capital gifts, Perkins funds, and charitable gift annuities.
• Assist with IRS Form 990 and other required federal and state reporting.
• Financial Reporting and Analysis:
• Prepare monthly, quarterly, and annual financial reports for grants, gifts, endowments, and restricted funds.
• Analyze financial activity, budget variances, and compliance issues, and prepare forecasts in collaboration with Institutional Advancement and campus leadership.
• Update grant budgets and financial forecasts based on current and projected activity.
• Prepare supporting schedules and management reports for auditors and external stakeholders, and develop financial dashboards to support decision-making.
• Internal Controls and Process Improvement:
• Maintain and strengthen internal controls over grant, gift, pledge, endowment, and restricted fund accounting.
• Review accounting activity, coding, and restricted funds to ensure compliance with donor, sponsor, and institutional requirements.
• Develop and maintain accounting procedures, schedules, and supporting documentation for grants, gifts, endowments, and restricted funds.
• Recommend process improvements that enhance efficiency, compliance, reporting accuracy, and stewardship.
• Campus Collaboration and Training:
• Serve as the College's primary financial resource for grant, gift, pledge, and endowment accounting.
• Collaborate with Institutional Advancement, principal investigators, Human Resources, Finance, and other campus departments to support grant and gift administration, donor compliance, and…