Assistant Director of Grants & Contracts Management

Job Description

AHRC NYC is seeking an Assistant Director, of Grants & Contracts Management. The Assistant Director has an important role in managing the day-to-day priorities and deliverables for the Grants & Contracts Unit. This position supports the Director and Finance leadership in ensuring accurate financial reporting, billing, budget management, regulatory compliance, contract administration, audit readiness, and timely reimbursement from government and private funding sources. The Assistant Director serves as a key liaison between Finance, Program Operations, and external funding agencies while providing operational direction and guidance to Grants & Contracts staff.

Compensation Package: $100,000 per year plus a very generous and comprehensive Benefit package. See Benefit information below.

Schedule: Monday-Friday 9am-5pm (35 hours per week).

ESSENTIAL RESPONSIBILITIES

Grants & Contracts Management

• Oversee the administration of government and private grants and contracts from award setup through closeout, ensuring compliance with funding requirements and organizational policies.
• Review grant budgets, contract terms, and award agreements to ensure compliance with federal, state, local, and private funder regulations.
• Monitor grant expenditures, revenue recognition, and contract performance to maintain financial integrity, budget compliance, and accurate reporting.
• Oversee the preparation and submission of invoices, vouchers, financial reports, reimbursement requests, and claims to funding agencies in accordance with reporting deadlines.
• Review and process budget modifications, contract amendments, and grant closeout documentation to ensure accuracy and compliance.
• Monitor accounts receivable activity, oversee timely billing, and support collection efforts to optimize cash flow and minimize outstanding balances.
• Collaborate with program leadership, finance teams, and external stakeholders to resolve billing, budget, reimbursement, and contract-related issues.
• Ensure ongoing compliance with federal, state, city, and private funder regulations, as well as internal financial policies and grant management standards.

Financial Analysis & Reporting

• Analyze grant expenditures and revenue trends to identify financial risks, optimize funding utilization, and support strategic decision-making.
• Prepare, review, and reconcile monthly grant financial reports to ensure accuracy, compliance, and timely reporting.
• Develop financial projections, cash flow forecasts, and spending analyses for assigned grants and funding streams to support effective resource planning.
• Support annual budgeting, forecasting, and long-range financial planning processes by providing detailed financial analysis and recommendations.
• Collaborate with FP&A teams and program leadership to develop budget narratives, funding proposals, and grant applications aligned with organizational objectives.
• Design, develop, and maintain financial reporting tools, dashboards, and performance metrics to monitor grant activity, track budget variances, and improve financial transparency.

Audit & Compliance

• Serve as the primary point of contact for grant-related audits, fiscal reviews, and monitoring visits, ensuring timely coordination and successful outcomes.
• Coordinate documentation requests, prepare audit responses, and collaborate with internal stakeholders to facilitate audit and monitoring activities.
• Maintain accurate grant records and supporting documentation to ensure compliance with funding requirements and audit readiness.
• Support annual financial statement audits and Single Audit requirements by providing financial schedules, documentation, and audit support.
• Identify, recommend, and implement process improvements to strengthen internal controls, enhance compliance, and improve the efficiency of grant administration and financial reporting.

Other Essential Responsibilities

• Provide day-to-day operational leadership and guidance to Grants & Contracts staff, ensuring efficient workflow and adherence to organizational policies.
• Review work products for accuracy, completeness, regulatory compliance, and adherence to internal quality standards.
• Mentor, train, and support staff development through coaching, and knowledge sharing.
• Ensure adherence to annual formal performance feedback processes by completing and delivering required written evaluations to all staff supervised.
• Foster collaboration among Finance, Program Operations, and external stakeholders to support effective grant administration and financial management.
• Support departmental initiatives that improve operational efficiency, transparency, customer service, and cross-functional communication.
• Utilize financial and grants management systems to maintain accurate grant records, financial data, and reporting.
• Support enhancements to grants management processes, internal controls, and compliance procedures to improve operational effectiveness.
• Participate in the implementation, optimization, and ongoing maintenance of financial systems, reporting tools, and process automation initiatives.
• Develop and maintain standardized procedures, workflows, and documentation to promote operational consistency, compliance, and continuous process improvement.

Qualifications

• Bachelor's degree in Accounting, Economics, Finance, Business Administration, Public Administration, or a related field.
• 5+ years of progressive experience in grants management, grants accounting, nonprofit finance, contracts administration, and financial reporting.
• Experience administering government and private grants, including contract management, budgeting, billing, compliance, and financial analysis.
• Experience supporting financial statement audits, Single Audits, regulatory reviews, and funder monitoring activities.
• Demonstrated experience providing operational guidance, mentoring staff, and collaborating across Finance and Program teams.
• Proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experienced with ERP and financial management systems, including Microsoft Dynamics GP (Great Plains), NetSuite, Prophix, Monday.com, Passport, SFS, or comparable grant and financial management platforms preferred.
• Strong knowledge of nonprofit grant administration, contracts management, billing, revenue recognition, and funder compliance.
• Expertise in budgeting, forecasting, cash flow analysis, grant reconciliations, financial reporting, and variance analysis.
• Excellent analytical, problem-solving, organizational, and project management skills with the ability to manage multiple priorities and meet critical deadlines.
• Effective written and verbal communicator with experience preparing financial reports, budget narratives, audit documentation, and funding proposals.
• Demonstrated ability to build collaborative relationships with cross-functional teams, executive leadership, auditors, and government and private funding agencies.
• Exercise sound judgment while maintaining the highest standards of professionalism, confidentiality, and financial integrity.
• Flexibility to operate in a rapidly-changing work environment, with ability to adapt and be sensitive to organizational culture.
• Demonstrable passion for the agency’s mission.

Additional Information

Benefits

• Quality Medical Insurance (single & family plans)
• Paid Training
• Paid time off (sick, personal & vacation)
• Dental insurance
• Vision insurance
• Tuition Reimbursement
• Flexible Spending account
• 403(b) retirement plan
• 403(b) match
• Life insurance
• Employee discount
• Referral program

AHRC New York City is an Equal Opportunity Employer. We consider applicants for all positions without regard to age, race, color, creed, religion, national origin, alienage or citizenship status, gender, sex, sexual orientation, pregnancy, disability, marital status, partnership status, military status, status as a victim of domestic violence, sex offenses or stalking, genetic information, or unemployment or any other protected characteristic under federal, state or local law. 

All your information will be kept confidential according to EEO guidelines.