Awards Administrator and Grant Accountant

New York Hall of Science; New York (NY); Hybrid; USD 72,000 - 78,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) plan

Paid vacation and sick leave

Free onsite parking

Employee Assistance Program

Job summary

New York Hall of Science in Corona, NY, is seeking an Awards Administrator and Grant Accountant to manage grant finances, ensure compliance with GAAP and donor restrictions, and coordinate proposal-related activities. The role requires collaboration with Finance, Programs, and Development teams to support accurate forecasting and reporting.

The position is full-time, hybrid (3 days on-site), reporting to the VP of Financial Planning, Analysis & Reporting, and offers benefits and a focus on

Qualifications

• Bachelor’s degree in accounting or related field.
• Minimum of five years accounting experience, including grant accounting.
• Strong knowledge of GAAP and nonprofit accounting.
• Experience with federal, state, local, and private grants preferred.
• Proficiency with Google Workspace.

Responsibilities

• Oversee grant accounting and financial management for restricted funds.
• Prepare monthly grant reports and reconciliation.
• Ensure compliance with Uniform Guidance and donor restrictions.
• Coordinate grant closeout activities and reporting.
• Provide financial analysis and forecasting for grant programs.
• Maintain accurate grant files and records.

Skills

Analytical skills

Organization

Communication

Collaboration

Education

Bachelor's degree in accounting/finance

Tools

MIP Fund Accounting

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Awards Administrator and Grant Accountant

Finance & Compliance Full Time Professional Corona, NY, US

5 days ago Requisition ID: 1092

Salary Range: $72,000.00 To $78,000.00 Annually

Position Title

Rate of Pay

Awards Administrator and Grant Accountant

$72,000 – 78,000 per year

Department

Work Location

Finance

Hybrid – 3 days on-site

Reports to

Work Schedule

VP, Financial Planning, Analysis & Reporting

FLSA Status

Position Classification

Non-exempt

Since its founding at the 1964-65 New York World’s Fair, the New York Hall of Science (NYSCI) has inspired millions of people — children, teachers, and families — by offering innovative, participatory ways to learn and encouraging people to explore their curiosity and nurture their creativity. Located in Queens, the most ethnically diverse county in the country, NYSCI welcomes 400,000 visitors each year and serves thousands more through outreach in schools, teacher professional development, and participation in a variety of public events and research initiatives.

NYSCI is a leader in the science museum field, recognized for its highly regarded exhibitions, programs, and products, all of which are informed by our inclusive, research-derived approach to STEM learning and engagement called Design, Make, Play. The defining characteristics of Design, Make, Play— open-ended exploration, imaginative learning, personal relevance, deep engagement, and delight — are the ingredients that invite broad participation in STEM and make engagement and learning irresistible. Through this transformative model for STEM exploration, NYSCI engages a broad community of learners in STEM by fostering the excitement of self-directed exploration and by tapping into the joy of learning intrinsic in young people’s play. NYSCI has approximately 100 full-time and over 130 part-time and casual staff members.

POSITION OVERVIEW

Reporting to the Vice President, Financial Planning, Analysis & Reporting, the Grant Accountant and Awards Administrator is responsible for the financial management, compliance, and reporting for public and private grants awarded to the New York Hall of Science. This position ensures grant revenues and expenditures are accurately recorded, reconciled, and reported in accordance with Generally Accepted Accounting Principles (GAAP), Uniform Guidance (where applicable), donor restrictions, and organizational policies.

The Grant Accountant and Awards Administrator will apply a thorough understanding of federal, state, local, and private funding agency regulations to support day-to-day grant administration and financial oversight. Key responsibilities include monitoring grant expenditures against approved budgets, maximizing allowable indirect cost recovery, preparing timely and accurate billings, managing grant receivables and collections, and ensuring the integrity of grant-related financial reporting.

In addition, the Grant Accountant and Awards Administrator will utilize available financial and grant management systems to generate data, perform financial analysis, identify and resolve discrepancies, and support informed decision-making. This role collaborates closely with Development and Program teams to strengthen compliance, improve processes, and support effective stewardship of grant funding.

In collaboration with the Program teams, the Grant Accountant and Award Administrator will provide financial oversight throughout the grant lifecycle—from the start of a grant and budget through grant closeout—while supporting organizational compliance and financial stewardship.

As an Award Administrator, this position will liaise with Finance, Programs, Legal, and other departments to maintain accurate proposal records and proposal checklists, standardize processes, and ensure that institutional-required approvals and certifications are obtained to support timely proposal submissions.

Commitment to the mission, values, and strategic objectives of the New York Hall of Science and a passion for supporting the organization's educational and public service mission through sound financial stewardship

PRINCIPAL RESPONSIBILITIES

Award Administration

• Coordinate the collection of required proposal documents, including institutional forms and other supporting materials, and successfully upload them.
• Serve as primary administrative resource to the Program Teams throughout the proposal development process.
• Develop, document, and maintain standardized pre-award policies, procedures, templates, checklists, and workflows.
• Follow up with internal teams to ensure that the required materials are received by the established deadlines.
• Serve as a systems administrator for SAM.gov, Passport. nyc, Grants.gov, and other federal and public entities.

Grant Accounting and Financial Management

• Maintain the accounting records for all restricted grants, contracts, and sponsored programs.
• Record grant revenue, receivables, deferred revenue, and related journal entries in accordance with GAAP and donor requirements.
• Monitor grant expenditures to ensure costs are allowable, allocable, reasonable, and incurred within the approved grant period.
• Reconcile grant activity monthly to the general ledger and subsidiary schedules.
• Prepare grant-related adjusting journal entries and supporting documentation for review and approval.
• Monitor restricted net assets and ensure donor restrictions are accurately tracked and released.
• Manage payroll cost allocations across grant-funded programs, reconcile payroll activity to the general ledger, and investigate and resolve discrepancies.
• Prepare and submit monthly grant reimbursement requests, billing invoices, and drawdowns in accordance with grant agreements and funding agency requirements.
• Oversee the time-effort reporting process, including preparation, certification, reconciliation, and maintenance of documentation supporting payroll charges for sponsored projects.
• Assist in preparing the Museum’s annual indirect cost rate proposal, including compiling financial data, supporting schedules, and other required documentation.
• Prepare monthly, quarterly, and annual financial reports for government agencies, foundations, and other funding organizations.
• Monitor grant spending against approved budgets and identify potential variances or compliance concerns.
• Provide financial analysis and forecasting for grant-funded programs.
• Prepare and maintain monthly grant burn rate reports by tracking budget-to-actual expenditures, analyzing variance, and identifying potential spending or compliance issues.
• Coordinate grant closeout activities to ensure all financial reporting and reimbursement requirements are completed in a timely manner.
• Maintain accurate records of program income and prepare required financial reports to ensure compliance with grant agreements and applicable regulations.

Compliance and Internal Controls

• Ensure compliance with grant agreements, donor restrictions, Uniform Guidance (2 CFR Part 200), and organizational policies.
• Maintain complete grant files, including award agreements, budgets, amendments, financial reports, and supporting documentation.
• Prepare the Schedule of Expenditures of Federal Awards (SEFA), when applicable.
• Support annual financial statement audits, Single Audits, and grantor monitoring reviews by preparing schedules and responding to auditor requests.
• Recommend and implement internal control and process improvements to strengthen grant administration and financial reporting.
• Conduct subrecipient risk assessments and monitor subawards for compliance, including reviewing annual Single Audit reports, developing corrective action plans, and other required compliance documentation.
• Respond to funding agencies’ compliance inquiries, including preparation and submission of required subrecipient audit questionnaires and supporting documentation.

Financial Reconciliation and Analysis

• Reconcile grant receivables, deferred revenue, restricted cash, and other grant-related balance sheet accounts. Follow up with Program leads on outstanding receivables.
• Analyze grant financial activity and investigate discrepancies between the accounting system and supporting grant records.
• Work collaboratively with Program Directors to ensure expenditures are coded accurately and budgets are managed effectively, including grant-related adjusting journal entries and supporting documentation for review and approval.

Systems & Process Improvement

• Utilize the accounting system to improve efficiency and reporting.
• Assist with implementing and enhancing financial systems and grant management processes.
• Leverage technology and automation to reduce manual processes, improve data integrity, and enhance reporting capabilities.
• Assist with the development and maintenance of grant accounting procedures and documentation.

QUALIFICATIONS

• Bachelor’s degree in accounting, Finance, or a related field required.
• Minimum of five (5) years of progressively responsible accounting experience, including grant accounting within a nonprofit organization.
• Strong knowledge of nonprofit accounting principles, GAAP, restricted fund accounting, and grant compliance.
• Experience with federal, state, local, and private foundation grants preferred.
• Knowledge of Uniform Guidance (2 CFR Part 200) and Single Audit requirements preferred.
• Experience with MIP Fund Accounting or similar nonprofit accounting software preferred.
• Experience with grants management and donor database systems is highly desirable.
• Proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Gmail, and Calendar).

REQUIREMENTS

• Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
• Ability to manage multiple grants and competing priorities while meeting strict reporting deadlines.
• Excellent written and verbal communication skills, with the ability to explain financial information to non-financial staff.
• Strong collaboration and relationship-building skills with Development and Program teams.
• Ability to interpret grant agreements, budgets, and compliance requirements.
• Demonstrated commitment to accuracy, confidentiality, and sound financial stewardship.
• Ability to work independently while contributing effectively within a collaborative team environment.

PHYSICAL REQUIREMENTS

• Remaining in a stationary position operating a computer for extended periods.
• Occasional moving across building facilities to transport files or assist staff (up to 15 lbs).

BENEFITS

NYSCI strives to be an inclusive place to work. We work to foster multiple voices and perspectives, empower staff as problem solvers, and support professional growth for all.

The New York Hall of Science also offers generous benefits and perks for all regular full-time employees. These currently include:

• Health, dental, and vision insurance options
• Flexible spending accounts for healthcare, dependent care and commuter benefits
• Pension plan and 401k plan
• Free life insurance coverage
• Paid vacation and sick leave
• 13 paid holidays off
• Employee Assistance Program
• Free onsite parking

The New York Hall of Science is an equal-opportunity employer committed to fostering an inclusive and innovative environment with the best employees. We provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law. We support a drug-free workplace.

If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.

We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.