Manager, Grants

Administrative Support For Grant Seeking

The main responsibilities of the position are to provide a wide range of administrative support regarding grant seeking, proposal writing, and award management.

Pre-Award Support:

• Funding Research & Faculty Outreach: Proactively research federal, state, and private funding sources. Maintain a matrix of faculty research interests and directly notify faculty of relevant opportunities
• Proposal Development: Write non-technical proposal sections (e.g., administrative, facilities, and budget narratives) and partner with faculty to edit, format, and package competitive grant applications
• Systems & Library Management: Maintain institutional access to electronic submission portals (e.g., Grants.gov, NSF Research.gov, eRA Commons). Manage a searchable library of previously submitted proposals and templates
• Compliance Review: Review all proposals prior to submission to ensure strict alignment with sponsor guidelines, institutional policies, and state/federal regulations. Submit proposal documents for internal NF review
• Administrative Liaison: Coordinate with NCF leadership regarding legislative budget requests or high-profile institutional proposals

Post-Award & Fiscal Management:

• Award Setup & Launch:
  Notify relevant offices of new awards. Setup budget in Banner for accuracy against the award notice
• Financial Monitoring & Forecasting:
  Reconcile departmental ledgers against monthly Banner reports. Develop expenditure and forecasting reports for Principal Investigators (PIs) to ensure optimal spending timelines
• Transaction Approvals:
  Review, determine eligibility, and approve all grant-funded expenditures, including travel, invoices, purchase orders, and P-Card transactions
• Cost Share & Matching:
  Develop, track, and audit Excel models tracking mandatory or voluntary cost-share commitments. Ensure compliant reporting to sponsors on intermediate and final financial reports
• Effort Reporting & Personnel Actions:
  Coordinate human resources and payroll actions for grant-funded personnel (undergraduate researchers, summer salary, staff). Ensure timely onboarding, time-sheet approvals, and accurate effort certification
• Award Lifecycle Management:
  Act as the primary administrative interface with sponsoring agencies. Manage modifications, budget reallocations, and request/justify No-Cost Extensions (NCEs) when necessary
• Asset Tracking:
  Track, tag, and submit mandatory property forms for equipment and "attractive items" purchased under grant funds per NCF and sponsor guidelines

Closeout & Compliance:

• Account Reconciliation:
  Proactively identify expiring awards. Audit accounts to resolve outstanding encumbrances, travel advances, and pending receivables to ensure zero deficit
• Reporting & Closeout:
  Aggregate financial and administrative data to produce quarterly, annual, and final reports. Partner with the Finance Office to formally close accounts in the system
• Records Retention:
  Manage, archive, and securely destroy physical and electronic grant files in strict accordance with sponsor, state, and federal records retention laws.
• Confidentiality:
  Maintain absolute privacy and security of sensitive institutional, personnel, and financial data in compliance with FERPA, state laws, and college policy

Other duties as assigned

• Bachelor's Degree + 2 years experience of appropriate experience

• Master's Degree in an appropriate area of specialization and + 4 years experience of appropriate experience

All candidates must be legally authorized to work in the United States without requiring immigration sponsorship, including but not limited to non-immigrant visas, such as H1B, STEM, or F1, now and in the future.

New College of Florida (NCF) is an equal opportunity employer and educational provider committed to a policy of non-discrimination for any member of the NCF community on the basis of race, creed, color, sex, religion, national origin, age, disability, genetic information, veterans' status, marital status, or any other legally protected group status. This policy applies to faculty, staff, students, volunteers, visitors, applicants, and contractors in a manner consistent with applicable laws, regulations, ordinances, orders, and University policies, procedures, and processes.