Position: Grants Management Specialist

Job Type: Full Time

Hours: M-F 8:00 AM to 5:00 PM in employee’s home time zone.

Location: Fully Remote

Remote Locations: KJA only employs individuals in the USA. We are not able to employ anyone who lives outside of the USA or who resides in the following states: California, Hawaii, New York, New Jersey, Washington State, North Dakota, Wyoming, Puerto Rico, or the US Virgin Islands.

Reports To: Director of Operations

Compensation Range: $60,000 - $68,000, DOE

Pay Schedule: Semi-Monthly on the 7th and 22nd 

About Kim Joyce and Associates

Kim Joyce & Associates is a grant writing and consultancy firm headquartered in Scottsdale, Arizona. Our clients are local and national nonprofit organizations, institutions of higher education, school districts, charter schools, hospital systems, units of local government, tribes, and public agencies throughout the country. We are proud to play a part in helping our clients make a positive difference in their communities, their organizations, and in the lives of others. 

Our business approach is simple – Build Teams that work collaboratively and closely with our clients to deliver quality services. Our teams are passionate about our clients, and we pride ourselves on exceeding expectations. We share our knowledge, skills, and expertise to work together for the benefit of our clients.  

We are looking for people who are the best in their field and who want to do work that makes a difference. If you are looking to be a member of a truly supportive team, in a positive and fun work environment, we encourage you to review the position details below and, if you have the required qualifications, submit your application. 

Detailed Summary of Benefits

• Minimum of 40 hours of Paid Sick Time (PST), based on state of residency, frontloaded and available for use at the beginning of each calendar year. New employees starting during the year will receive a pro-rated PST hours based on their start date.
• Up to 80 hours of Paid Time Off (PTO) each calendar year, accrued at 3.33 hours per payperiod, for FT Employees.
• 80 hours of Paid Vacation Time after one year of continuous employment, frontloaded on work anniversary date for FT employees.  
• 120 hours of Paid Vacation Time, frontloaded on the work anniversary date, after your 5th year of continuous employment for FT employees. 
• 9 Paid Holidays each calendar year.
• 401K plan with matching up to 4% with immediate vesting. Eligible after 1 year and 1,000 hours.
• $50,000 in Employer Paid Group Life and AD&D Insurance.
• Employer paid Virtual: On-Demand Counseling, Urgent Care, and Prescription Benefit through Recuro Health.
• Group Health Insurance with multiple choices available. Employer pays a portion of premium. Open to all W2 employees who work 30+ hours per week. Option to open HSA when enrolled in compatible health plan.
• Voluntary Group Dental & Vision Plans available.
• Additional Voluntary Supplemental Plans available: Term & Whole Life Insurance, Accident Insurance, Cancer Insurance, Critical Illness Insurance, Short & Long Term Disability, Gap Insurance, Hospital Confinement Insurance, and Beyond Med health and wellness discount plan.
• Professional Development opportunities.

Position Description

The Grants Management Specialist (GMS) is responsible for overseeing the administrative and financial lifecycle of institutional, federal, state, and private grant awards. This position plays a critical role in maintaining compliance, developing project budgets, managing reporting timelines, and facilitating seamless collaboration between clients, finance teams, and external funding sources.  

The ideal candidate possesses strong financial acumen, exceptional project management skills, and a deep understanding of post-award administration and regulatory compliance (including OMB Uniform Guidance for federal awards).  

As the Grants Management Specialist (GMS), you bring 3-5 years of experience working with state and federal grant programs including related statutes, regulations, policies, and processes. You understand 2 CFR 200 Compliance Standards, the Uniform Grants Regulations (UGR), and strictly adhere to the NGMA Code of Ethics. You understand policy and compliance guidance for federal, state, local, private, or other grant programs.

Essential Job Functions

The GMS staff supports clients by providing post award grants management services, compliance, preparation of contracts, billing, reimbursement requests, and reporting. The GMS, at times, will be expected to assist with any other related special projects as requested.

• Manage assigned grants
• Apply established policies and procedures
• Prepare reports and documentation
• Provide guidance to program staff
• Assist with audits and monitoring
• Focus on day-to-day grant administration

Client Support

• Serve as a primary day-to-day contact for assigned clients regarding routine grants management matters
• Respond to client questions related to grant administration and documentation
• Escalate complex compliance issues or financial issues to the SGMS
• Support implementation of grants management best practices

Grants Administration & Compliance 

• Support the administration of federal, state, local, and private foundation grants throughout the grant lifecycle
• Assist clients with award setup, implementation, monitoring, and grant closeout
• Review grant agreements and summarize award requirements
• Maintain organized grant files and documentation
• Monitor grant deadlines and reporting schedules
• Track grant modifications, amendments, and renewals
• Assist with monitoring adhere to 200 CFR Part 200 and agency specific requirements
• Maintain compliance tracking logs and monitoring documentation

Financial Management

• Assist in developing and maintaining grant budgets
• Review expenditures for allowability, allocability, reasonableness, and consistency with approved budgets
• Prepare reimbursement requests and financial reports for review by the SGMS
• Monitor budget-to-actual expenditures and identify potential variances
• Reconcile grant expenditures with accounting records
• Assist with budget revisions and funding reallocations
• Compile grant expenditures and supporting documentation for reporting
• Verify supporting documentation for grant expenditures

Subrecipient Monitoring & Risk Management

• Assist with subrecipient risk assessments
• Review financial and programmatic reports submitted by subrecipients
• Monitor receipt of required documentation
• Prepare monitoring checklists and supporting documentation
• Assist with follow-up on corrective action plans under the direction of the SGMS

Reporting & Documentation

• Prepare draft financial, compliance, and performance reports
• Compile supporting documentation for client deliverables
• Maintain grant management databases, dashboards, and tracking systems
• Generate routine reports for clients and internal management
• Ensure documentation is complete and audit-ready

Audit & Closeout Activities

• Assist with audit preparation and document requests
• Organize files for Single Audits and monitoring visits
• Support grant closeout activities, including financial reconciliations and final reporting
• Maintain records in accordance with applicable record retention requirements

Internal & External Training

• Assist in developing templates, standard operating procedures (SOPs), and training materials
• Participate in client training sessions
• Provide technical assistance on grants management processes and documentation requirements
• Support organizational capacity-building initiatives

Collaboration

• Work closely with the SGMS on client engagements and consulting projects
• Coordinate with finance staff, program managers, grant writers, and client leadership
• Participate in internal project meetings and status updates
• Support cross-functional teams to ensure timely completion of client deliverables
• All work produced must meet the KJA standards of excellence, accuracy, and timeliness. All project records and reports must be kept organized and well maintained. 

Position Qualifications

The GMS works independently or with the team to develop and prepare financial and/or programmatic reports. That work includes reviewing and validating client contracts, invoices, payroll and other financial records. As requested, the GMS may also assist with budget preparation and/or amendments. 

Candidate must be proficient with computer programs, software, and online federal government grants management systems. Using your critical thinking skills, you can communicate and discuss, in writing and verbally, in a clear, concise, well-organized manner, all issues that arise. You are well-organized and prioritize your work to meet all deadlines.  

• Experience in grant-writing, grants management, budgets, and contracts. 
• In-depth understanding of policy and compliance guidance for federal, state, local, private, or other grant programs (OMB Circular, 200 CFR 200) 
• Strictly adhere to the NGMA Code of Ethics. 
• Excellent written and verbal communication skills, with the ability to explain complex grant requirements clearly and concisely.  
• Strong organizational and project management skills with the aptitude to handle multiple grants and deadlines simultaneously. 
• Demonstrates ability to recognize and proactively solve issues related to grant management and/or compliance. 
• Proven experience collaborating with remote teams, across multiple time zones, and a commitment to ensuring client success. 
• Knowledge of online federal government grants management systems. 
• Become quickly proficient in Asana or other project management software and grant database management programs. 
• Experience with multiple technology and software platforms, including, but not limited to: 

                    * Microsoft 365 applications: Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint 

                    * Virtual meeting platforms (Teams, Zoom) 

Education & Experience

• Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration, Non-Profit Management, or a related field (or equivalent experience).  
• 3–5 years of direct experience in grants management, sponsored programs, or post-award financial administration within a nonprofit or higher education setting including knowledge of related statutes, regulations, policies, and processes, grants managements, budgets, and contracts 
• Certified Grants Management Specialist (CGMS) or Certified Research Administrator (CRA) is a plus. 

Work Environment

Primarily desk work in an office setting. May require long periods of computer usage, typing, reading, and data analysis. May involves in-person or virtual collaboration with team members and internal and external stakeholders. Employees are expected to dress in professional business attire.

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Kim Joyce and Associates is an equal opportunity employer. We prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws.

Kim Joyce & Associates LLC is proud to be an Age Friendly Employer. We value everyone's input and encourage people from all age groups to apply.