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Grants Administrator and Accounts Payable Liaison

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POSITION SUMMARY:

The Grants Administrator and Accounts Payable Liaison is responsible for managing the execution of foundation and government grant and contract awards as well as serving as coordinating accounts payable. The position reports to Finance Contractors and COO.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Grant Administration and Implementation (60%)
  • 1. Perform all activities to ensure the implementation and execution of awarded grants.
  • 2. Perform all activities to prepare and manage all grant proposals for various foundations and government agencies.
  • 3. Coordinate with various staff and perform research on all programs and evaluate all budgets for grant proposals.
  • 4. Ensure proper execution of approved grant budgets
  • 5. Serve as liaison with foundation and government agencies regarding the proper implementation of grant awards and any possible modification requests.
  • 6. Evaluate all grant proposals and administer all terms and conditions and ensure compliance to all requirements
  • 7. Administer all terms and conditions of grant awards and ensure compliance to all requirements
  • 8. Coordinate with project lead to prepare appropriate reports for all funders and ensure work within deadline and ensure compliance to all contracts.
  • 9. Prepare financial budget and ensure adherence to all funders rules and requirements.
  • 10. Perform all government audits on grant related information and prepare reports for all expenses
  • 11. Monitor and track all grants and contracts to ensure work within deadline and manage work according to requirements.
Proposal support (15%)
  • 1. Collaborate with Grants Manager and Development Department on proposals
  • 2. Evaluate all grant proposals to ensure institutional capacity to successfully fulfill proposed activities and outcomes including budgeting and personnel
  • 3. Assist Grants Manager by preparing past grant performance for the preparation of foundation and government grants submissions.
Accounts Payable (25%)
  • 1. Coordinate with all departments to gather bills that are sent by mail and email
  • 2. Ensure all departments provide coding instructions for bills
  • 3. Upload and enter bills into Bill.com
  • 4. Assist with various finance department tasks as assigned.
Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year:
  • a) National Museum’s Gala Dinner & Silent Auction - (off-site) typically held in the Spring (April-May)
  • b) National Museum’s Family Festival Day- Oshogatsu Festival (January)
  • c) National Museum’s Family Festival Day- Natsumatsuri Festival (August)

This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Bachelors’ degree in accounting or finance preferred; or an equivalent combination of education and experience.

Experience/Knowledge: At least 2 years of Grant administration and compliance experience and at least one year of finance or accounting experience, prior work in a museum or non-profit highly preferred. Willingness to learn and apply new skills. Ability to multi-task and prioritize work on simultaneous projects. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills. Professional phone manner is essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history and culture a plus.

Communication: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers and the general public. Ability to read analyze and interpret general business periodicals, professional journals, technical procedures or government regulations. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine grant and business reports and correspondence. Ability to effectively present information in one-on-one and small group format and respond to questions from mangers and outside organizations.

Computer: Computer literate, Internet savvy, and experience with MS Office, accounting software, Altru, and Gmail preferred, speed and accuracy are essential.

Math: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.

Physical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Environment: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

REPORTING RELATIONSHIPS:

Reports to: Chief Operating Officer
Positions supervised: None

The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, genetic information, disability, marital status, domestic partner status, or medical condition.

 

 

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