New! Grants Specialist Position with Extension Foundation

Target start date: May 2, 2022

Hours: 40 hours/week, exempt, benefits-eligible. 100% remote

Extension Foundation is seeking an experienced Grants Specialist to assist in the management of its sponsored programs, performing a wide range of primarily post-award functions. Reporting to the Chief Financial Officer (CFO), this position supports the need of principal investigators (PIs) for timely financial information in coordination with ExF accounting staff.

Principal duties (post-award):

  • Expense monitoring: Reviews all related financial transactions, including salaries & benefits, travel, and purchases, and assigns expenses to sponsored awards as appropriate per approved scopes of work and budgets in accordance with Generally Accepted Accounting Principles (GAAP) and Uniform Guidance cost principles
  • Budget management: Tracks recorded expenses and award commitments in alignment with approved budget categories, generates monthly management reports for PI use, reviews variances, and alerts PIs and CFO when formal budget revisions are required
  • Subaward Management: Oversees financial management of subawards on behalf of PI, including review of periodic subrecipient financial reports and tracking of spend rates; supports PI in approving subrecipient no-cost extensions, changes in personnel, revisions in scope, and budget changes
  • Financial reporting: Works with accounting staff to provide financial information for various funding agency deliverable reports as required by each award document, and prepares necessary documentation to support agency fund drawdowns or invoices
  • Records management: Maintain all related post-award records, including documents and communications, that support recorded financial activity and adjustments; coordinates master sponsored project filing with contractual staff in observance of record retention policies
  • Project close-out: Prepares all required paperwork, both internal and external, to close out the award upon completion and address items, e.g., unused funds, equipment disposition, intellectual property generation, in accordance with closing requirements per the award document or agency guidelines

Other duties (pre-award):

  • Budgets: Estimates costs for inclusion in sponsored award proposals
  • Applications: Assists in completing required financial materials submitted as part of proposal packages
  • Compliance: Works with ExF contract staff to ensure that all necessary pre-approvals or affidavits, e.g., human subjects, animal subjects, responsible conduct of research, financial conflict of interest, are secured prior to submission (proposal) or approval (subawards)
  • Budget setup: Coordinates establishment of budgets for new sponsored awards, i.e., expense categorization and corresponding amounts, with ExF accounting staff


  • Required: Bachelor’s degree in finance, accounting, business administration, economics, public administration, or closely relatedly field
  • Required: Three years’ experience in sponsored award administration, focusing on grants and cooperative agreements, in a university, public sector, or other nonprofit organization, including direct experience supporting significant pass-through entity oversight
  • Required: Fundamental understanding of the Uniform Guidance (2 CFR 200) applicable to grantees
  • Required: Experience interpreting and applying federal agency sponsor regulations and grant policies
  • Preferred: Professional designation, e.g., Certified Research Administrator (CRA) or Certified Financial Research Administrator (CFRA)
  • Preferred: Microsoft Excel proficiency
  • Preferred: Experience with online collaborative tools, e.g., Google Docs and Google Sheets

Desired Attributes:

  • Strong analytical, diagnostic, and problem-solving skills
  • Excellent written and verbal communication
  • Personable and professional demeanor
  • Ability to multitask and work cooperatively with others
  • Ability to work daytime Eastern Zone hours

Remote work requirements (taxable allowance offered toward meeting these needs):

  • PC: Capable of running current Windows or macOS versions (Windows emulation software for Mac also required)
  • Apps: Microsoft Office (2019 or newer) desktop applications (Full access to Google G Suite will be provided)
  • Connectivity: Broadband internet connection able to support 480p live video
  • 480P (or better) webcam

Application deadline: Applications received by Friday, April 1st, will receive full consideration.

To apply for this position, please apply here:

Contact Brenna Kotar at with questions pertaining to the application.