Senior Grant Specialist

Arizona State University; Kentucky; On-site; USD 65,000 - 70,000; Full time

Job summary

The Thunderbird School of Global Management at Arizona State University seeks an Administrative Operations Specialist 3 to support the Business Office with grant financial operations. You will manage grant financials, monitor budgets, handle invoicing and payments, and produce financial reports.

Ideal candidates have a Bachelor's degree with 5 years of related experience (or equivalent) and strong Excel and Workday skills, with attention to detail and able to work across departments in a busy,

Qualifications

• Bachelor's degree in a field appropriate to the area of assignment and five years of related experience; or nine years of related experience; or an equivalent combination.
• Experience with grant financial administration including budget monitoring, reconciliation, invoicing, and reporting.
• Experience interpreting and applying financial policies, grant requirements, contracts, and funding guidelines.
• Ability to analyze financial data, identify discrepancies and risks, and resolve issues.
• Experience with financial systems and reporting tools such as Workday and Excel.
• Strong communication and ability to manage multiple priorities; bilingual in English and Spanish preferred.

Responsibilities

• Manage grant financials across pre award and post award lifecycle, budgets and reporting.
• Process and track domestic and international invoices and reimbursements.
• Prepare grant financial reports and budget-to-actual analyses.
• Maintain grant financial records and support compliance reviews.
• Support grant budget revisions, modifications, extensions, and reporting improvements.

Skills

Grant financial administration

Invoicing & payments

Financial reporting

Workday

Excel

Multi-tasking

Bilingual English/Spanish

Education

Bachelor's degree in finance/accounting

Tools

Workday

Microsoft Excel

Job description

Job Profile

Administrative Operations Specialist 3

Job Family

Administrative Operations

Time Type

Full time

Minimum Qualifications

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Thunderbird School of Global Management is seeking a dynamic and detail-oriented professional to join the Business Office team. In this role, you’ll play a key part in supporting the school’s financial operations by performing a variety of technical and clerical accounting functions. This is a great opportunity for someone who is organized, eager to learn, and ready to contribute to a mission-driven, globally minded institution.

Salary Range

$65,000 - $70,000; to commensurate with education and experience

Essential Duties

Grant Financial Management

• Manages grant financials throughout the pre award and post award lifecycle, including proposal budgets, financial monitoring, reporting, and closeout.
• Monitors and reconciles grant revenues, expenditures, commitments, payroll, and available balances against approved budgets and award periods.
• Reviews grant expenditures for allowability and compliance with sponsor requirements and ASU financial policies.

Invoicing, Payments & Financial Operations

• Reviews, processes, and tracks domestic and international invoices, payments, and reimbursements associated.
• Coordinates grant related vendor and supplier setup, consulting and speaker payments, contracts, and other purchasing and payment requirements.
• Prepares journal entries, accounting adjustments, and fund transfers and ensures appropriate use of worktags, spend categories, and funding sources.

Financial Reporting, Analysis & Compliance

• Prepares grant financial reports, budget to actual analyses, expenditure projections, and other financial information for principal investigators and management.
• Monitors spending and timelines to identify financial risks, discrepancies, underspending, or other issues requiring corrective action.
• Supports sponsor and ASU reporting, audits, and compliance reviews by reconciling financial information and maintaining appropriate supporting documentation.

Grant Operations & Process Improvement

• Maintains accurate grant financial records, data, and tracking tools in applicable ASU and Thunderbird systems.
• Partners with principal investigators, faculty, ASU administrative offices, and external partners to resolve grant related financial issues and support successful grant administration.
• Supports grant budget revisions, modifications, extensions, and closeout activities and identifies opportunities to improve financial processes, controls, and reporting.

Other Projects & Business Operations Support

• Supports special projects and other financial or operational initiatives based on department needs and priorities.
• Performs other duties as assigned in support of Thunderbird Business Operations and University objectives.

Desired Qualifications

• Experience with grant financial administration, including budget monitoring, reconciliation, invoicing, and reporting.
• Experience interpreting and applying financial policies, grant requirements, contracts, and funding guidelines.
• Demonstrated ability to analyze financial data, identify discrepancies and risks, and independently research and resolve issues.
• Experience with financial systems and reporting tools, such as Workday, and proficiency with Microsoft Excel.
• Experience preparing financial reports, budget projections, and analyses and communicating financial information to stakeholders.
• Demonstrated ability to manage multiple priorities independently while maintaining accuracy and meeting deadlines.
• Bilingual in English and Spanish, or the ability to effectively communicate in both languages, is preferred.

Minimum Qualifications

Bachelor's degree in a field appropriate to the area of assignment AND five (5) years of related experience; OR, Nine (9) years of related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse
• Frequently required to stand for varying lengths of time and walk moderate distances to perform work
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts
• Ability to clearly communicate to perform essential functions
• Use office equipment including a calculator, telephone, computer (monitor, keyboard and mouse), printer, fax and copier
• Hybrid 2 days remote /3 days in office work is available for this position

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Department Statement

The Thunderbird School of Global Management at Arizona State University is one of the finest global leadership and global management schools in the world with both graduate and undergraduate students. Solutions for the planet mean developing problem‐solvers from around the globe. From our world‐renowned faculty representing six continents to hundreds of outstanding students who join us every year from around the world, the Thunderbird School of Global Management welcomes and encourages quality and great value. It is one of the top global leadership and global management schools in the country, highly ranked for academics, practical research, and student outcomes.

Driving Requirement

Driving is not required for this position.

Location

Campus: Downtown Phoenix

Funding

No Federal Funding

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco‑free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

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In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.