Grant Administration & Compliance Specialist

Carlos Albizu University; Miami (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Albizu University is seeking a Grant Administration Specialist (Grant-Funded) to support the Title III Strengthening Institutions Program grant. The role provides administrative, fiscal, procurement, documentation, and compliance support with audit-ready grant records and coordination with Finance and Procurement.

The ideal candidate holds a bachelor's degree in a related field and at least two years of grant administration experience, with preference for federal grants and higher education

Qualifications

• Two (2) years of experience in grant administration, financial administration, accounting, project administration, procurement, or a related area.
• Experience maintaining detailed administrative and financial records.
• Experience with federal grants and higher education is preferred.

Responsibilities

• Provide day-to-day administrative support for the financial and operational administration of the Title III grant.
• Maintain organized, accurate, and audit-ready electronic grant files for expenditures, procurement, contracts, personnel, travel, stipends, supplies, consultants, and project activities.
• Prepare and process purchase requisitions, payment requests, travel documentation, consultant payments, stipends, and other grant-related transactions in coordination with Finance and Procurement.
• Maintain detailed records of grant expenditures, encumbrances, commitments, and available balances by budget category.
• Reconcile internal grant expenditure records with institutional financial reports and promptly research discrepancies.
• Assist the Project Director and Project Manager with monitoring expenditures against the approved budget and identifying potential variances.
• Maintain supporting documentation demonstrating that expenditures correspond to approved grant activities.
• Track contracts, purchase orders, invoices, deliverables, and payment schedules for consultants, instructional designers, subject-matter experts, trainers, evaluators, and other grant-funded vendors.
• Maintain personnel documentation associated with grant-funded positions, including appointment information, salary allocations, time-and-effort documentation, and other required records.
• Coordinate documentation for grant-funded travel and professional development activities.
• Maintain records associated with faculty stipends and verify completion of required activities and deliverables before processing payments.
• Assist with budget modifications, expenditure projections, and financial documentation required for internal and federal reporting.
• Support preparation of annual performance reports, continuation documentation, financial reports, external evaluations, audits, and monitor reviews.
• Maintain a grant compliance calendar identifying reporting deadlines, contractual deadlines, renewals, deliverables, and other administrative requirements.
• Assist in documenting procurement processes and maintaining appropriate support records for grant-funded purchases and contractual services.
• Work collaboratively with the Office of External Resources, Finance, Human Resources, Procurement, and other institutional offices to facilitate timely processing of grant activities.
• Assist with documenting project meetings, activities, participation, and deliverables when required for grant reporting.
• Maintain confidentiality and appropriate controls over student, personnel, financial, and institutional information.
• Support grant closeout activities, including reconciliation of records, outstanding obligations, inventories, and final documentation.
• Perform other grant administration and compliance duties assigned by the Project Director.

Skills

Grant administration

Financial administration

Record keeping

Federal grants experience

Education

Bachelor's degree in business administration, accounting, finance, public administration, higher education administration, or a related field

Job description

Albizu University is seeking a Grant Administration Specialist (Grant-Funded) to support the Title III Strengthening Institutions Program grant. The role provides administrative, fiscal, procurement, documentation, and compliance support with audit-ready grant records and coordination with Finance and Procurement.

The ideal candidate holds a bachelor's degree in a related field and at least two years of grant administration experience, with preference for federal grants and higher education