Grants Management Specialist

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.

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.

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.

Requirements

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.

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.

Salary Description

$60,000 - $68,000, DOE