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.
Key Responsibilities:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. Campus Collaboration and Training:
- Serve as the College’s primary financial resource for grant,
gift, pledge, and endowment accounting. C
- Collaborate with Institutional Advancement, principal
investigators, Human Resources, Finance, and other campus
departments to support grant and gift administration, donor
compliance, and financial reporting.
- Provide training and guidance to faculty and staff on grant
compliance, budgeting, donor restrictions, and financial reporting
requirements.
7. Other Duties as Assigned:
- Assist with annual budget preparation for grant-funded and
restricted activities.
- Support special financial projects, strategic initiatives, and
institutional committees related to grants, research
administration, compliance, and financial management.
- Assist with fiscal year-end closing, audit preparation, and
work additional hours during peak periods as needed.
Qualifications:
- Bachelor’s degree in Accounting, Finance, Business
Administration, or a related field is required.
- Minimum of five years of progressive experience in grant, fund,
nonprofit, or higher education accounting, including administration
of federally funded grants and knowledge of Uniform Guidance (2 CFR
Part 200).
- Strong knowledge of GAAP, fund accounting, and higher education
or nonprofit accounting practices, with advanced proficiency in
Microsoft Excel and accounting software.
- Excellent analytical, organizational, problem-solving,
communication, and project management skills, with the ability to
collaborate effectively across campus and with external funding
agencies.
- Experience with restricted gift, endowment, and pledge
accounting, Workday Financial Management or a comparable ERP
system, and CPA certification are preferred.
About Carthage
Located on the shore of Lake Michigan in the thriving
Chicago-Milwaukee corridor, Carthage College blends the best
liberal arts traditions with desirable degree programs,
transformative learning opportunities, and personal attention from
dedicated faculty and staff. Our beautiful campus, an 80-acre
arboretum with stunning lake views, is home to 2,600 undergraduate
students and 200 graduate students. Founded in 1847, Carthage is
consistently named a Best Midwestern College by The Princeton
Review and a Most Innovative School by U.S. News & World
Report. All Carthage employees play a vital part in the success of
our students, as we work together to create an environment where
all can achieve their true potential. Grow with Carthage.
Carthage College is an equal opportunity employer (EOE)
dedicated to the goal of building a culturally diverse community.
We welcome applications from a broad spectrum of people, including
members of ethnic minorities, women, veterans, and individuals with
disabilities. All qualified applicants will receive consideration
for employment without regard to race, color, religion, sex, gender
expression, gender identity, sexual orientation, national origin,
protected veteran status or status as an individual with a
disability.
