Extension Grant and Fiscal Coordinator

Montana State University; Bozeman (MT); On-site; USD 55,000 - 68,000; Full time

Job summary

Montana State University Extension seeks a professional to manage extramural funds, grants, contracts, and gifts. You will collaborate with faculty, OSP, and the Office of Research Development to ensure compliant proposals and successful funding outcomes.

The role requires strong budgeting, reporting, and communication skills, with responsibility for financial analyses, audits, and policy adherence. MSU Extension emphasizes engagement with Montana communities and statewide needs.

Qualifications

• Bachelor’s Degree or progressively responsible experience in business administration, finance, accounting, or related field.
• Experience with budgeting and accounting principles and data reporting.
• Experience organizing workload, meeting deadlines, and working with minimal supervision.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.

Responsibilities

• Assist and advise Extension faculty and staff in seeking, procuring, and managing extramural funds.
• Conduct outreach to connect to potential grant funding programs.
• Facilitate proposal meetings and interpret application guidelines.
• Collaborate with Research Development to assist grant submissions from start to finish.
• Support Office of Sponsored Programs in managing grants and contracts.
• Manage budgets and generate monthly, quarterly, and annual fiscal reports.

Skills

Budgeting & accounting

Attention to detail

Communication skills

Data analysis

Education

Bachelor’s Degree or equivalent

Master’s Degree (preferred)

Tools

Banner

CatBooks

Chrome River

Excel

Word/Outlook/PowerPoint

Job description

Special Instructions

This position is not eligible for sponsorship.

Position Information

Announcement Number: STAFF - VA - 26403

Position Number: 4C0658

Department: Administration – MSU Extension

Division: Extension

Appointment Type: Professional

Contract Term: Fiscal Year

FLSA: Exempt

Union Affiliation: Exempt from Collective Bargaining

FTE: 1.0

Salary: $55,000 - $68,000 annually, commensurate with experience, education, and qualifications

General Statement

Montana State University (MSU) Extension improves the lives of Montana citizens by providing unbiased research-based education and information that integrates learning, discovery, and engagement to strengthen the social, economic and environmental well‑being of individuals, families, and communities. MSU Extension is committed to the land grant mission and engaging with communities to address locally identified and statewide needs. MSU Extension has a field faculty staff of 97 Extension Agents serving 56 counties and 7 reservations, and 45 subject matter experts located in Bozeman and other locations across the state. Program offerings include agriculture, horticulture, natural resources, 4‑H youth development, family and consumer sciences, and community vitality programs. For additional information see the Extension website.

Montana State University Extension seeks individuals who work professionally and effectively with communities, who foster and maintain effective interpersonal relationships, who exhibit excellent written and verbal communication skills, and who can contribute positively to the people and places of Montana under the guidelines and mission of Montana State University.

Duties and Responsibilities

• Assist and advise Extension faculty and staff in seeking, procuring, and managing extramural funds including grants, contracts, and gifts.
• Conduct outreach to Extension faculty for connection to potential grant or extramural funding programs that align with Extension’s strategic funding priorities.
• Facilitate and conduct proposal meetings, collect documentation, draft proposal development templates, and interpret application guideline requirements.
• Partner with the Office of Research Development to assist faculty with grant proposal submissions from start to finish.
• Collaborate with the MSU Office of Sponsored Programs to support Extension faculty and staff in managing grants and contracts received.
• Manage budgets from various indexes and independently analyze financial and budget trends and prepare a variety of monthly, quarterly, and annual fiscal reports.
• Utilize CatBooks, Banner, Chrome River, and other accounting software to pay expenses, develop and interpret financial reports, and correct errors.
• Manage changes in fiscal management practices to maximize efficiency and comply with policy changes.
• Manage formal fiscal audits including collecting and retrieving fiscal documentation and providing responses to fiscal questions.
• Clarify and coordinate fiscal and managerial responsibilities of Principal Investigators.
• Collaborate with Extension leadership team to support strategic priorities for funding, and participate as a member of the Extension Finance Team with other duties related to grant and fiscal management.
• Interpret and apply applicable University, State, and Federal fiscal policies.
• Independently complete tasks in a timely manner according to established deadlines with minimal supervision.
• Work with OSP to establish grant indices and distribute monies to institutions and sub‑awardees.
• Other duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills

• Bachelor’s Degree or progressively responsible experience in business administration, finance, accounting, or related field, or an equivalent combination of education and/or experience.
• Experience with budgeting and accounting principles, including budget reconciliation, budget implementation, and researching and compiling data into reports.
• Experience organizing and prioritizing workload and deadlines and handling complex situations while working under minimal supervision.
• Experience with spreadsheet, word processing, database and email software such as Microsoft Word, Excel, Outlook, PowerPoint, etc, in order to establish and maintain detailed record‑keeping systems.
• Experience composing, formatting, and proofing business correspondence, with a high degree of attention to detail and accuracy.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Earned Master’s Degree in relevant field.
• Experience using accounting software: Banner, CatBooks, and Chrome River.
• Experience applying and interpreting applicable institutional, local, state, and federal regulations and related standards, guidelines and policies.
• Experience researching grant sources, applying for grants, or reconciling grants from external funding sources.

The Successful Candidate Will

• Possess excellent human relations skills.
• Work with a high level of professionalism.
• Possess the ability to work effectively with other team members and the public.
• Strong decision‑making skills and initiative.
• Able to take directions from multiple people.
• Possess an understanding of the land grant university mission and an appreciation for rural and urban populations.
• Possess strong written and oral communication skills.
• Able to establish relationships and work with individuals who have diverse backgrounds and experiences.

Ultimately, the successful candidate will be relational, responsive, and reliable.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.