Awards Administrator and Grant Accountant in Corona, New York at New York Hall of Science
Job Description
Position Title | Rate of Pay |
Awards Administrator and Grant Accountant | $72,000 – 78,000 per year |
Department | Work Location |
Finance | Hybrid – 3 days on-site |
Reports to | Work Schedule |
VP, Financial Planning, Analysis & Reporting | Monday – Friday (9 am – 5 pm) |
FLSA Status | Position Classification |
Non-exempt | Full-Time, Regular, Non-Supervisory |
Since its founding at the 1964-65 New York World’s Fair, the New York Hall of Science (NYSCI) has inspired millions of people — children, teachers, and families — by offering innovative, participatory ways to learn and encouraging people to explore their curiosity and nurture their creativity. Located in Queens, the most ethnically diverse county in the country, NYSCI welcomes 400,000 visitors each year and serves thousands more through outreach in schools, teacher professional development, and participation in a variety of public events and research initiatives. NYSCI is a leader in the science museum field, recognized for its highly regarded exhibitions, programs, and products, all of which are informed by our inclusive, research-derived approach to STEM learning and engagement called Design, Make, Play. The defining characteristics of Design, Make, Play — open-ended exploration, imaginative learning, personal relevance, deep engagement, and delight — are the ingredients that invite broad participation in STEM and make engagement and learning irresistible. Through this transformative model for STEM exploration, NYSCI engages a broad community of learners in STEM by fostering the excitement of self-directed exploration and by tapping into the joy of learning intrinsic in young people’s play. NYSCI has approximately 100 full-time and over 130 part-time and casual staff members. |
Reporting to the Vice President, Financial Planning, Analysis & Reporting, the Grant Accountant and Awards Administrator is responsible for the financial management, compliance, and reporting for public and private grants awarded to the New York Hall of Science. This position ensures grant revenues and expenditures are accurately recorded, reconciled, and reported in accordance with Generally Accepted Accounting Principles (GAAP), Uniform Guidance (where applicable), donor restrictions, and organizational policies.
The Grant Accountant and Awards Administrator will apply a thorough understanding of federal, state, local, and private funding agency regulations to support day-to-day grant administration and financial oversight. Key responsibilities include monitoring grant expenditures against approved budgets, maximizing allowable indirect cost recovery, preparing timely and accurate billings, managing grant receivables and collections, and ensuring the integrity of grant-related financial reporting.
In addition, the Grant Accountant and Awards Administrator will utilize available financial and grant management systems to generate data, perform financial analysis, identify and resolve discrepancies, and support informed decision-making. This role collaborates closely with Development, and Program teams to strengthen compliance, improve processes, and support effective stewardship of grant funding.
In collaboration with the Program teams, the Grant Accountant and Award Administrator will provide financial oversight throughout the grant lifecycle—from the start of a grant and budget through grant closeout—while supporting organizational compliance and financial stewardship.
As an Award Administrator, this position will liaison with Finance, Programs, Legal and other departments to maintain accurate proposal records, maintain proposal checklists, standardize processes, and ensure institutional required approvals and certifications are obtained to support timely proposal submissions.
Commitment to the mission, values, and strategic objectives of the New York Hall of Science and a passion for supporting the organization's educational and public service mission through sound financial stewardship
PRINCIPAL RESPONSIBILITIESAward Administration
- Coordinate the collection of required proposal documents, including institutional forms and other supporting materials and successfully upload the required documents.
- Serve as primary administrative resource to the Program Teams throughout the proposal development process.
- Develop, document, and maintain standardized pre-award policies, procedures, templates, checklists and workflows.
- Follow up with internal teams to ensure required materials are received by established deadlines.
- Serve as a systems administrator for SAM.gov, Passport.nyc, Grants.gov, and other federal and public entities.
Grant Accounting and Financial Management
- Maintain the accounting records for all restricted grants, contracts, and sponsored programs.
- Record grant revenue, receivables, deferred revenue, and related journal entries in accordance with GAAP and donor requirements.
- Monitor grant expenditures to ensure costs are allowable, allocable, reasonable, and incurred within the approved grant period.
- Reconcile grant activity monthly to the general ledger and subsidiary schedules.
- Prepare grant-related adjusting journal entries and supporting documentation for review and approval.
- Monitor restricted net assets and ensure donor restrictions are accurately tracked and released.
- Manage payroll cost allocations across grant-funded programs, reconcile payroll activity to the general ledger, investigate and resolve discrepancies.
- Prepare and submit monthly grant reimbursement requests, billing invoices and drawdowns in accordance with grant agreements and funding agency requirements.
- Oversee the time effort reporting process, including preparation, certification, reconciliation, and maintenance of documentation supporting payroll charges to sponsored projects.
- Assist in the preparation of the Museum’s annual indirect cost rate proposal, including compiling financial data, supporting schedules, and other required documentation.
Grant Reporting
- Prepare monthly, quarterly, and annual financial reports for government agencies, foundations, and other funding organizations.
- Monitor grant spending against approved budgets and identify potential variances or compliance concerns.
- Provide financial analysis and forecasting for grant-funded programs.
- Prepare and maintain monthly grant burn rate reports by tracking budget-to-actual expenditures, analyzing variance, and identify potential spending or compliance issues.
- Coordinate grant closeout activities, ensuring all financial reporting and reimbursement requirements are completed timely.
- Maintain accurate records of program income and prepare required financial reports to ensure compliance with grant agreements and applicable regulations.
Compliance and Internal Controls
- Ensure compliance with grant agreements, donor restrictions, Uniform Guidance (2 CFR Part 200), and organizational policies.
- Maintain complete grant files, including award agreements, budgets, amendments, financial reports, and supporting documentation.
- Prepare the Schedule of Expenditures of Federal Awards (SEFA), when applicable.
- Support annual financial statement audits, Single Audits, and grantor monitoring reviews by preparing schedules and responding to auditor requests.
- Recommend and implement internal control and process improvements to strengthen grant administration and financial reporting.
- Conduct subrecipient risk assessments and monitor subawards for compliance, including review of the annual Single Audit reports, develop corrective action plans and other required compliance documentation.
- Respond to funding agencies’ compliance inquiries, including preparation and submission of required subrecipient audit questionnaires and supporting documentation.
Financial Reconciliation and Analysis
- Reconcile grant receivables, deferred revenue, restricted cash, and other grant-related balance sheet accounts. Follow up with Program leads on outstanding receivables.
- Analyze grant financial activity and investigate discrepancies between the accounting system and supporting grant records.
- Work collaboratively with Program Directors to ensure expenditures are coded accurately and budgets are managed effectively, including grant-related adjusting journal entries and supporting documentation for review and approval.
Systems & Process Improvement
- Utilize accounting system to improve efficiency and reporting.
- Assist with the implementation and enhancement of financial systems and grant management processes.
- Leverage technology and automation to reduce manual processes, improve data integrity, and enhance reporting capabilities.
- Assistant with the develop and maintenance of grant accounting procedures and documentation.
- Bachelor’s degree in accounting, Finance, or a related field required.
- Minimum of five (5) years of progressively responsible accounting experience, including grant accounting within a nonprofit organization.
- Strong knowledge of nonprofit accounting principles, GAAP, restricted fund accounting, and grant compliance.
- Experience with federal, state, local, and private foundation grants preferred.
- Knowledge of Uniform Guidance (2 CFR Part 200) and Single Audit requirements preferred.
- Experience with MIP Fund Accounting or similar nonprofit accounting software preferred.
- Experience with grants management and donor database systems is highly desirable.
- Proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Gmail, and Calendar).
- Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
- Ability to manage multiple grants and competing priorities while meeting strict reporting deadlines.
- Excellent written and verbal communication skills, with the ability to explain financial information to non-financial staff.
- Strong collaboration and relationship-building skills with Development and Program teams.
- Ability to interpret grant agreements, budgets, and compliance requirements.
- Demonstrated commitment to accuracy, confidentiality, and sound financial stewardship.
- Ability to work independently while contributing effectively within a collaborative team environment.
- Remaining in a stationary position operating a computer for extended periods.
- Occasional moving across building facilities to transport files or assist staff (up to 15 lbs).
| BENEFITS NYSCI strives to be an inclusive place to work. We work to foster multiple voices and perspectives, empower staff as problem solvers, and support professional growth for all. The New York Hall of Science also offers generous benefits and perks for all regular full-time employees. These currently include:
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Please upload your resume and cover letter through our online careers page.
Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills, and work experience best fit the requirements of the position. No calls, please.
Interview Process
- Introductory Phone Interview
- Second-round Virtual Panel Interview
- Final Interview on-site at NYSCI
Application Deadline: Applications will be accepted on a rolling basis until role is filled.
No phone calls or third-party recruiters, please.
The New York Hall of Science is an equal-opportunity employer committed to fostering an inclusive and innovative environment with the best employees. We provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law. We support a drug-free workplace.
If there are preparations, we can make to help ensure you have a comfortable and positive interview experience, please let us know.
We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.
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