About Whitman-Walker Whitman-Walker envisions a society where all persons are seen for who they are, treated with dignity and respect, and afforded equal opportunity to health and wellbeing. Through care, advocacy, research, and education, we empower all persons to live healthy, love openly, and achieve equality and inclusion. For over 50 years, we have been meeting the needs of our communities with the endless dedication of our diverse teams. Job Summary The Grants Manager will manage the financial side of federal, local, foundation and contract related grant management from application process, through implementation and close out for both Whitman-Walker Health (the Clinic ) and Whitman-Walker Health System, which includes the Whitman-Walker Institute (the Institute) and the Whitman- Walker Foundation (the Foundation ). This work includes ensuring compliance with Single Audit requirements, internal policies and procedures, cost principles and generally accepted accounting principles. The Grants Manager will support the Grant Accountants who, as a team, are responsible for post award accounting, compliance with funding source administrative guidelines, timely receipt of revenue, accurate submission of finical reports, Single Audit preparation, and orderly closure of projects. The Grants Manager will manage the preparation of monthly grant revenue, cash, receivable, and deferred revenue reports monthly. The Supervisor will prepare the Schedule of Federal Expenditures of Award ( SEFA ) that will be provided to the auditors and work with the auditors to complete the single audit. Lastly, the Grants Manager will assist with the development of indirect cost rate proposal submissions. Role Specific Primary Essential Duties:
- Reviewing grant and contract invoices and financial reports (including program income) as required by award agreement.
- Reviewing the grant budgets (internal and external) and associated realignments.
- Ensuring that grant and contracts are set-up correctly in the accounting software, so all billable costs are billed accurately, and grant revenue is calculated accurately and recognized properly in the appropriate accounting period, while also monitoring grant expenditures.
- Assisting with the evaluation and documentation of the accounting determination of grants, contracts and contribution accounting and revenue recognition and recording, in accordance with generally accepted accounting principles.
- Managing the prioritization, the preparation of grant invoices and/or financial reports, grant budgets, realignments, and all other work products associated with grant funds and track/report month or year to date analysis of grant spending. Review of payroll file and monthly allocations. Provide back up when necessary and at time may have own portfolio of work.
- Preparing and/or review journal entries to the general ledger and subsidiary ledgers; reconciling with source documents/transactions to ensure accuracy and resolves discrepancies ensuring concise audit trails to support each transaction, salary adjustments and reconciliation of accounts.
- Maintaining revenue, grant receivable, and deferred revenue schedules by reconciling to the accounting records in Blackbaud. Supervise grant accounting team, follow up with funders on outstanding receivables and when necessary, provide back up.
- Assist with the supervision and management of grant accounting team, ensuring that Grant Accountants follow grant closeout process, including analyzing and forecasting of data, reporting of data, and preparing close out reports in a timely manner.
- Ensuring that Grant Accountants prepares and submits monthly spending analyses to program managers; responds to inquiries from internal and external customers.
- Maintaining direct communications with internal stakeholders including program financial management staff regarding various receipts and expenses for billing and financial reporting purposes.
- Conducting regular meetings with program managers to discuss their spending analyses and suggest budget modifications.
- Assigning certain grants and/or related responsibilities to individual Grant Accountants and coordinating activities related to the grants assigned.
- Supervise the reconciliation of billed and unbilled costs to grant and contract revenues.
- Assist with the preparation of the reporting and analysis related by reviewing budget-to the overall financial grant administration of the portfolio which includes ability to perform GL reporting and profit and loss statements - actual analyses on a monthly basis. Prepare monthly AR reconciliation.
- Provide comprehensive support for the annual audit related to underlying analysis for grant activity within portfolio
- Assisting in the timely collection of payments on outstanding grant and contract invoices with support from other Director and Chief level employees.
- Communications to/from grant and contract financial management and compliance to program managers and funders.
- Ensuring appropriate supporting documents for all grants and contracts are maintained in an organized and auditable manner, electronically and in paper form, as needed.
- Assist with funder site visits and audits and with Clinic's and/or Institute's year-end financial audits and Single Audit
- Other general accounting duties, as assigned
Budget Responsibilities:Assists the Director of Contract and Grant Accounting in preparing the Grants and Contracts revenue and operating budget, as requested.Management Responsibilities: N/A Core Whitman-Walker Knowledge, Skills, and Talents Required:
- Demonstrated ability to manage a team including the ability to review the work of others to ensure high performance
- Demonstrated experience managing federal and local grants and able to interpret award documents (NOGA's)
- Demonstrated experience supporting Financial and Single Audit
- Knowledge of general accounting and fiscal management policies
- Balance and income sheet reconciliation experience
- Experience and understanding of revenue recognition process
- Ability to interpret complex grant funding requirements, submissions, and budget modifications
- Knowledge of federal regulations related to sponsored programs at local, state, and federal levels
- Must be detailed and deadline oriented
- Must be able to prioritize and have excellent time management capabilities
- Ability to work collaboratively with other various areas within the organization
- Must have excellent written and oral communications skills; diplomacy with respect to funders is essentials
- Advanced Excel (i.e. pivot tables, macros) skills
- Must have working knowledge of OMB's Uniform Guidance and working knowledge of Single Audit
- Prior grant and contract invoicing/reporting is required non-profit experience is highly preferred
- Ability to work independently with minimal supervision.
- Ability to manage time and effort to meet strategic objectives and complete work.
- Knowledge of principles and processes for providing excellent customer service, both internal and external.
- Knowledge of all applicable WW policies and procedures.
- Knowledge of healthcare information systems with the ability to adapt to new insurance eligibility, electronic medical record, and population health platforms.
- Ability to maintain records and information in an accurate, timely, and confidential manner.
- Ability to adapt to changes in the service delivery model, re-prioritizing, as necessary.
- Flexibility to work various shifts, including afternoon and evening shifts, as necessary.
- Flexibility to work within the organizations various locations, as necessary.
Role Specific- Knowledge, Skills and Talents Required:
- Knowledge of general accounting and fiscal management policies preferred.
- Non-profit experience is highly preferred.
- Public accounting experience preferred.
- Experience with Financial Edge and Blackbaud preferred.
- Knowledge of federal regulations related to sponsored programs at local, state, and federal levels.
- Balance and income sheet reconciliation experience preferred.
- Working knowledge of ADP and related reporting.
- Must be able to interpret award documents (i.e., NOGAs)
- Knowledge of OMB's Uniform Guidance (aka the Super Circular ), and other grant
guidance as appropriate preferred.
- Ability to effectively use computer software and technology, including Microsoft Word, Excel, and Outlook; advanced computer skills required.
Education and Experience Required:
- Bachelor's degree in accounting and/or equivalent work experience required.
- At least 6 years of relevant grants accounting experience preferred.
- 3-7 years of relevant experience within an Accounting Department preferred.
- Experience working with a broadly diverse population and ability to work harmoniously with diverse groups of individuals required.
The above job description is designed to indicate a general sense of the duties and expectations of this position. It is not to be interpreted as a comprehensive inventory of all duties and responsibilities required. As the nature of our business demands change, so too, may the duties and responsibilities of this position. You may be required to perform other duties as requested, directed, or assigned. Whitman-Walker is an equal employment opportunity employer and does not discriminate against applicants, its employees or former employees based on race, color, religion, gender, marital status, sexual orientation, national origin, age, disability, veteran status, and gender identity. For accommodation in the application process, please contact Human Resources.