Grants & Financial Analyst

Children's Museum of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Flexible Spending Account

Paid Time Off

403(b) Savings Retirement Plan

Life Insurance

Short Term Disability

Long Term Disability

Free Museum membership

Discounted parking

Job summary

The Grants & Financial Analyst at Children's Museum of Pittsburgh will manage grant funding, ensuring donor compliance and providing financial analysis to support organizational decisions. This role serves as a key liaison between finance, program, and development teams to budget, report, and steward restricted and unrestricted funds.

The analyst prepares grant budgets, tracks expenditures, reconciles grant accounts, and develops financial reports for leadership and external funders.

Qualifications

• Bachelor's degree in Accounting, Finance, Museum Administration or related field.
• Minimum 3 years of experience in nonprofit finance, fund accounting, or public grant administration.
• Hands-on experience with nonprofit ERP or accounting software (MIP a plus).

Responsibilities

• Budgeting and Pre-Award: Build budgets for complex funding proposals and review award terms.
• Post-Award Tracking: Monitor grant spending and ensure donor restrictions are met; prepare reimbursements.
• Compliance and Audit: Ensure GAAP/Non-Profit Regulations adherence and coordinate audits.

Skills

Excel

Analytical skills

Communication skills

Teamwork

Detail oriented

Education

Bachelor's degree in Accounting or related field

Tools

MIP

Job description

Job Title: Grants & Financial Analyst

Reports to: Controller

FLSA Status: Exempt

Classification: Full Time

Compensation: $50,000.00

The compensation listed reflects the anticipated base/starting salary for this position and may vary depending on factors such as skills, experience, education, and internal equity.

About the Museum

The Children's Museum of Pittsburgh provides innovative and inclusive museum experiences that inspire kindness, joy, creativity and curiosity for all learners. We forge connections with artists, community partners and neighbors to work on behalf of children, youth and families. We have a vision to transform education. We believe people of all ages can benefit from different types of learning experiences.

Benefits

We are proud to offer a comprehensive benefits package to eligible employees that includes: Medical, Dental, Vision, and Flexible Spending Account. Paid Time Off (Vacation, Sick, Holidays, and Floating Holidays). 403(b) Savings Retirement Plan. Life Insurance, Short Term and Long Term Disability. Free Museum membership. Parking at a discounted rate.

Position Summary

The Grants & Financial Analyst is responsible for managing and monitoring grant funding, ensuring compliance with donor and regulatory requirements, and providing financial analysis to support organizational decision-making. This role serves as a key liaison between finance, program, and development teams to ensure accurate budgeting, reporting, and stewardship of restricted and unrestricted funding sources.

The analyst prepares grant budgets, tracks expenditures, reconciles grant accounts, and develops financial reports for internal leadership and external funders. Additionally, the position analyzes financial performance, identifies trends and risks, and supports annual budgeting and forecasting processes.

Essential Job Duties

Budgeting and Pre-Award Support

• Build accurate budgets for complex funding proposals, including multi-year exhibition or capital campaigns.
• Review award agreements to identify restrictive clauses, cost-sharing requirements and unique financial stipulations.
• Calculate indirect cost rates and overhead allocations according to institutional guidelines.

Post-Award Tracking and Fiscal Management

• Monitor grant spending monthly across multiple departments, including Curatorial, Education, and Conservation.
• Enforce donor intent restrictions by ensuring funds are allocated strictly to their designated projects.
• Execute fund drawdowns and submit timely, comprehensive reimbursement requests to external funders.
• Lead final closeouts by reconciling expenses, clearing commitments, and submitting final fiscal reports.

Compliance and Audit Preparedness

• Ensure strict adherence to GAAP, IRS non-profit regulations, and federal Uniform Guidance (2 CFR 200).
• Maintain systematic audit trails by archiving all digital expense receipts, payroll records, and approvals.
• Coordinate audit preparation by serving as the primary point of contact for external and single audits.

Additional Responsibilities

• Assists in preparation of the annual fiscal year budget and other financial forecasts.
• Translate complex financial metrics into easily digestible summaries for the Board of Trustees and Director.
• Produce financial reports and narrative analysis required by private foundations and government panels.
• Run variance analyses to help department heads forecast programmatic costs and avoid overages.
• Provide support as needed for annual audit.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time based on business needs and in support of the mission of Children's Museum of Pittsburgh.

Job Qualifications

Education:

• Bachelor's degree in Accounting, Finance, Museum Administration or a related field.

Experience:

• Minimum 3 years of experience in a non-profit finance, fund accounting or public grant administration.
• Prior experience in Non-Profit organizations preferred.
• Knowledge of all aspects of the accounting cycle and month-end close, including monthly reconciliations and monitoring of Business Development activities.
• Hands‑on experience with non‑profit ERP or accounting software (MIP a plus).
• Proven history managing awards from agencies like the IMLS, NSF or state arts councils.

Skills

• Solid understanding of restricted vs. unrestricted net assets and non-profit tax regulations.
• Strong computer skills. Advanced Microsoft Excel skills, including pivot tables, data modeling and logical formulas.
• Must have strong analytical and communication skills.
• Detail oriented, high precision in tracking granular expense across dozens of distinct, restricted funds.
• Ability to meet deadlines and work effectively in a team environment.

Physical Requirements & Equipment Usage

• Predominantly sedentary type position; however, may move about as necessary completion of other tasks. May occasionally lift up to 15 lbs. when handling boxes for record retention.
• The person in this position frequently communicates with staff, guests, and partners. Must be able to exchange accurate information.
• Constantly operates a computer and other office equipment.

The physical demands and work environment characteristics are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment, Hours of Work, and Travel Requirements

• Monday to Friday from 9:00 a.m. to 5:00 p.m. Hybrid schedule available based on operational needs.
• Essential duties will be performed in a museum environment, which includes interaction with the public and exposure to children and families.

Clearances

• FBI fingerprint, PA Child Abuse History Certificate (Act 33) and PA State Criminal Record Check (Act 34) are required.

Children's Museum of Pittsburgh provides equal employment opportunities without regard to race, color, ancestry, national origin, gender, sex (including pregnancy), sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, veteran or military status, or any other characteristic or trait protected by local, state, or federal law.