Senior Grants Accountant

The Senior Grants Accountant is responsible for pre-award and post-award financial duties of federal and other sponsored awards to APS. These duties involve financial and analytical reviews and quality assurance activities to ensure compliance with accounting principles, sponsored requirements, federal and state regulation and policies, and APS policies. This position has complete financial ownership for all sponsored awards including identification and recommendation of improvements to systems, policies, and procedures.

Key Responsibilities

  • Acts as the primary award contact and relationship manager for financial matters on sponsored awards and advises/educates departmental personnel on sponsored award management policies, sponsoring agency terms and conditions, and proper charging practices.
  • Reviews all financial aspects of grant proposals, including budgets, justifications, and commitments of resources, to ensure accuracy and compliance. Submits final budgets and justifications to sponsors.
  • Maintains all financial documentation associated with awards, including proposals, award letters, subcontract and subaward agreements, invoices and supporting documentation, amendments and modifications, and other auditable documents.
  • Monitors awards and flags required actions, such as requests for no-cost extensions or budget modifications, subaward requests, submission of annual reports, and other official notifications.
  • Performs accurate award set-up in financial accounting systems ensuring appropriate indirect cost base and rate.
  • Responsible for the development, preparation, and maintenance of consistently high quality, accurate and timely reporting documentation and work papers that accurately represent APS’s financial expenses to external sponsoring agencies.
  • Conducts post-transactional review of expenses made to sponsored awards based on risk and ensures proper documentation and support exists to substantiate the charge.
  • Manages subcontract and subaward agreements with external parties. Performs risk assessments, develops and performs monitoring activities and confirms appropriate invoicing.
  • Manages creation, execution and modification of agreements, maintains financial records, and serves as a point of contact with external parties. Identifies and resolves problematic terms and reporting/invoice clauses that cannot be met by the organization, communicates justification deficiencies, assists in disputes and escalates issues for resolution.
  • Performs account status review and timely and accurate award close-outs, including monitoring spending trends and overdrafts, resolving small balances on awards, review of restricted budgets, review of subcontractor costs, running reports, performing cash and expenditure reconciliation and closing awards.
  • Leads monthly meeting with PI/Budget Officers to review and confirm appropriate expense allocation, identify remaining available grant funds and spending burn rate, proactively identifies updates to cost allocation or other elements of financial award management.
  • Works with PI/Budget Officers to properly complete effort certification reports (ECRs) and monitors the effort reporting process.
  • Responsible for reading and interpreting award documents and applies understanding of sponsoring agency policies to ensure that APS’s financial obligations adhere to the expectations of the sponsor, as well as identification of special terms and conditions and ensuring proper processes are in place. Maintains the APS Federal Grants Procedures Manual.
  • Keeps up-to-date on sponsor requirements, organizational policies, and state and federal regulations and policies.
  • Participates in process improvement efforts, including documenting procedures, delivering training and presentations, developing and applying new methodologies, identifying impediments and inventing solutions to remedy conflicts and potential problems.
  • Assists in the preparation and review of A-133 audit requests for external auditors.

Required Education and Experience

  • Bachelor’s degree in Accounting with at least 3 years of experience in an accounting role with budget management or an equivalent combination of education/experience.
  • Federal sponsored awards experience in a non-profit or University environment, knowledge of OMB Circular A-81, NSF Proposal and Award Policies and Procedures Guide (PAPPG) and the Uniform Guidance. Experience with financial management of grants including knowledge of budgeting and accounting procedures for federal sponsored grants in an academic setting.
  • Experience using financial accounting systems.
  • Comprehensive knowledge of accounting theory and analysis.
  • Ability to read and accurately interpret policies, procedures, regulations and guidelines and effectively communicate processes and procedures required of PI/Budget Officers in grant administration and management.
  • Ability to manage multiple projects, to anticipate information needs of scientists and administrators related to grants and to respond to new situations.
  • Well-developed analytic and problem-solving skills.
  • Well-organized with an orientation to detail. Proactive with strong sense of urgency to deadlines, curious and resourceful.

To apply, send cover letter with salary expectation, resume, and a list of professional references to the attention of APS Human Resources via e-mail:

About APS

The American Physical Society (APS) is a nonprofit membership organization working to advance and diffuse the knowledge of physics through its outstanding research journals, scientific meetings, and education, outreach, advocacy, and international activities. APS represents over 55,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, D.C.

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APS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.