Assistant Director, Grants & Contract Management (NonProfit)

AHRC New York City; New York (NY); On-site; USD 90,000 - 110,000; Full time

Job summary

AHRC NYC is seeking an Assistant Director, Grants & Contracts Management to lead the day-to-day priorities of the Grants & Contracts Unit and support the Director and Finance leadership in compliant financial reporting and timely reimbursement.

This role serves as a key liaison between Finance, Program Operations, and external funding agencies, guiding staff, ensuring grant administration, budget control, and audit readiness across government and private funders.

Responsibilities

• Oversee grants and contracts from award setup through closeout, ensuring compliance with funder requirements and organizational policies.
• Review grant budgets, contract terms, and award agreements to ensure compliance with federal, state, local, and private funder regulations.
• Monitor grant expenditures, revenue recognition, and contract performance to maintain financial integrity, budget compliance, and accurate reporting.
• Oversee preparation and submission of invoices, vouchers, financial reports, reimbursement requests, and claims to funding agencies by deadlines.
• Review and process budget modifications, contract amendments, and grant closeout documentation for accuracy and compliance.
• Monitor accounts receivable, oversee timely billing, and support collection efforts to optimize cash flow.
• Collaborate with program leadership, finance teams, and external stakeholders to resolve billing, budget, reimbursement, and contract issues.
• Ensure ongoing compliance with funder regulations and internal policies and procedures.
• Identify, recommend, and implement process improvements to strengthen internal controls and improve grant administration and financial reporting.

Job description

Job Description

AHRC NYC is seeking an Assistant Director, of Grants & Contracts Management. The Assistant Director has an important role in managing the day-to-day priorities and deliverables for the Grants & Contracts Unit. This position supports the Director and Finance leadership in ensuring accurate financial reporting, billing, budget management, regulatory compliance, contract administration, audit readiness, and timely reimbursement from government and private funding sources. The Assistant Director serves as a key liaison between Finance, Program Operations, and external funding agencies while providing operational direction and guidance to Grants & Contracts staff. Compensation Package: $100,000 per year plus a very generous and comprehensive Benefit package. See Benefit information below. Schedule: Monday-Friday 9am-5pm (35 hours per week).

ESSENTIAL RESPONSIBILITIES

Grants & Contracts Management

• Oversee the administration of government and private grants and contracts from award setup through closeout, ensuring compliance with funding requirements and organizational policies.
• Review grant budgets, contract terms, and award agreements to ensure compliance with federal, state, local, and private funder regulations.
• Monitor grant expenditures, revenue recognition, and contract performance to maintain financial integrity, budget compliance, and accurate reporting.
• Oversee the preparation and submission of invoices, vouchers, financial reports, reimbursement requests, and claims to funding agencies in accordance with reporting deadlines.
• Review and process budget modifications, contract amendments, and grant closeout documentation to ensure accuracy and compliance.
• Monitor accounts receivable activity, oversee timely billing, and support collection efforts to optimize cash flow and minimize outstanding balances.
• Collaborate with program leadership, finance teams, and external stakeholders to resolve billing, budget, reimbursement, and contract-related issues.
• Ensure ongoing compliance with federal, state, city, and private funder regulations, as well as internal financial policies and grant management standards.

Financial Analysis & Reporting

• Analyze grant expenditures and revenue trends to identify financial risks, optimize funding utilization, and support strategic decision-making.
• Prepare, review, and reconcile monthly grant financial reports to ensure accuracy, compliance, and timely reporting.
• Develop financial projections, cash flow forecasts, and spending analyses for assigned grants and funding streams to support effective resource planning.
• Support annual budgeting, forecasting, and long-range financial planning processes by providing detailed financial analysis and recommendations.
• Collaborate with FP&A teams and program leadership to develop budget narratives, funding proposals, and grant applications aligned with organizational objectives.
• Design, develop, and maintain financial reporting tools, dashboards, and performance metrics to monitor grant activity, track budget variances, and improve financial transparency.

Audit & Compliance

• Serve as the primary point of contact for grant-related audits, fiscal reviews, and monitoring visits, ensuring timely coordination and successful outcomes.
• Coordinate documentation requests, prepare audit responses, and collaborate with internal stakeholders to facilitate audit and monitoring activities.
• Maintain accurate grant records and supporting documentation to ensure compliance with funding requirements and audit readiness.
• Support annual financial statement audits and Single Audit requirements by providing financial schedules, documentation, and audit support.

Other Essential Responsibilities

• Identify, recommend, and implement process improvements to strengthen internal controls, enhance compliance, and improve the efficiency of grant administration and financial reporting.