Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.

The Grants Specialist facilitates all Museum post-award grants activities under the supervision of the Grants Compliance Director.

The Grants Specialist is responsible for the integrity and accuracy of all grants data in the financial software and regularly enters, updates, and maintains grants data. Establishes, monitors and revises grant budgets in a manner consistent with grantor requirements and Museum procedures. Creates comprehensive reports to disseminate grant budget and expenditure data to principal investigators. Uses grants data in financial software, reports, spreadsheets, federal agency systems, and other management tools to exercise regular oversight over grant requirements.

Additionally, the Grants Specialist maintains the relationships between, builds, revises and regularly reconciles grants management tools. Exercises independent judgment to identify compliance needs and takes appropriate actions to communicate with principal investigators and the Director. Prepares accurate grant billings and reports for submission to grantors by accurately completing financial calculations to determine correct billing and reporting amounts for grant & cost share expenditures. Schedules grant set-up meetings and corresponds with principal investigators and grantors. Reviews all grant and cost share expenditures to determine compliance with federal, state and local procurement laws and regulations. Communicates with and prepares grants reports & notifications to assist principal investigators and others in meeting compliance requirements. Builds quarterly indirect cost rate calculations and annual rate proposals, maintains and conducts federal property inventories.

Duties and responsibilities:

• Independently calculates and prepares accurate and complete grant billing and reporting documents for submission to grantors.
• Tracks, monitors, and reconciles capital grant expenditures, reviews invoices for processing, coordinates expenditure review with project manager, and regularly updates the Director.
• Engages in critical data analysis for the purpose of investigating and resolving inconsistencies in award or cost share expenditures during the life of grant and through end of award.
• Reviews and approves grant expenditures in the Museum's financial software with advice, consent and approval of the Director.
• Prepares and monitors journal entries to correct grant accounts, coordinating grant accounting corrections with administrators and finance teams.
• Leads monthly grants purchasing card processes coordinating with principal investigators, administrators and finance teams to allocate expenditures accurately.
• Builds quarterly indirect cost rate calculations for review and entry.
• Conducts federal property inventories.
• Maintains all grants data in the financial (NetSuite) software, entering, updating, amending, and coordinating entry of accounts, budgets and records.
• Updates and maintains databases and spreadsheets in support of reporting, billing, cost share, subaward management, and other grants management functions.
• Coordinates the grant reimbursement process by using expenditure data in the financial software to build accurate reimbursement requests and to participate in reimbursement submissions on review and approval of the Director.
• Submits requests and periodic programmatic and financial reports in federal agency systems upon review and approval of the Director. Maintains a secure login for access and maintains confidentiality of data to perform authorized functions in museum and government systems.
• Coordinates the grant close out process, notifying principal investigators beginning 90 days in advance of end date, and continues to track and coordinate all grant activities through closure. Closes-out grants by performing financial calculations, leads accounting reviews, and prepares and submits grant close-out reporting to meet narrative and financial submission requirements.
• Provides grants data and reports to principal investigators and administrators during life- of-grant. Tracks, monitors and reviews subaward expenditures, coordinates and monitors subaward grant billings. Corresponds with principal investigators and grantors. Schedules grant set-up meetings, prepares and routes all forms and compliance materials to meet government grant policies and procedures.
• Engages in audit document preparation, review and support during all audits, compliance submissions, and government grants reviews or inquires. Additional duties and responsibilities include: creating electronic and hard copy grant files, maintaining filing systems, filing, and maintaining closed grant files.
• Engages in building annual indirect cost rate proposals, supporting this function with oversight of the Director.
• Organizes electronic grants files, creates and maintains grant operational procedures, checklists and forms. Engages in building and revising this content on the Grants (Museum intranet) website.

Qualifications:

• Undergraduate degree required.
• Minimum of 3-5 years of experience in grants management, administration, finance, accounting or a complimentary field of study.
• Strong analytical and problem-solving abilities with a keen attention to detail.
• Ability to exercise independent judgment and make informed decisions.
• Outstanding organizational and time management skills paired with the ability to prioritize and manage multiple projects and deadlines.
• Highly effective communication and interpersonal skills with the ability to work collaboratively with a diverse team.
• Knowledge of federal, state, and local grant regulations and compliance requirements preferred.
• Ability to correctly interpret grant agreements and government regulations.
• Strong mathematical skills for performing accurate calculations.
• Proficiency in financial software (including building and generating financial reports, exporting and manipulating data for presentation to different audiences) and advanced Excel skills are required.

The Field Museum is an equal-opportunity employer. We are committed to providing a workplace free from discrimination, embracing diversity, and fostering mutual respect. We value the unique perspectives each team member brings, which empowers our ability to innovate and overcome challenges.

At the Field Museum, we are dedicated to making our career website and recruitment process accessible to everyone. If you encounter any difficulty when using or accessing our online application, or if you need a reasonable accommodation for completing your application, participating in interviews, or any other part of the selection process, please reach out to us at accessibility@fieldmuseum.org.