Position Summary The Finance & Grants Operations Coordinator supports the financial operations, grants administration, reporting, and workflow coordination activities for OIACER, the Office of the President, the Rangel Workforce Initiative, and related programs.
Reporting to the Director of Finance & Grants Administration, this role supports and coordinates operational tracking systems, grant monitoring, financial reporting support, workflow coordination, and compliance-related documentation. The position serves as a central operational resource to ensure financial activities, grants, reporting deadlines, and cross-functional processes are organized, accurate, and completed on time.
Key Responsibilities
Grants Administration Support & Compliance
● Maintain tracking and reporting systems for active grants, restricted funds, and sponsored initiatives.
● Support development and coordination of preliminary grant budgets, budget modifications, and related financial documentation during proposal and post-award phases.
● Monitor grant budgets, expenditures, reporting deadlines, and compliance requirements.
● Support grant reporting, closeout activities, and audit readiness documentation.
● Assist with award setup coordination, project activation, and maintenance of grant-related operational records.
● Coordinate with internal departments, program staff, and external stakeholders regarding grant-related documentation, reporting, and operational follow-up activities.
● Coordinate collection of financial and operational information required for sponsor reporting.
● Support grant administration activities throughout the grant lifecycle, including award setup, budget tracking, reporting coordination, and closeout support.
Financial Operations & Reporting
● Track revenue, accounts receivable activity, invoices, and outstanding balances for workforce and special programs.
● Assist with financial forecasting, spending projections, and budget planning support across programs and initiatives.
● Support budget tracking, reconciliations, and preparation of budget-to-actual reports.
● Maintain financial dashboards, summaries, and operational reporting tools.
● Assist leadership with financial reporting and operational visibility across programs and initiatives.
● Maintain tracking records related to restricted funding accounts, including balances, expenditures, and applicable funding restrictions.
● Monitor spending activity to support alignment with funding purpose and approved use.
● Assist with preparation of financial summaries, reports, and supporting documentation related to restricted funding activity and departmental reviews.
● Assist with monitoring budget variances and identifying trends, risks, or areas requiring additional review.
● Support budget coordination and financial tracking across multiple funding sources, including grants, restricted funds, and operational program budgets.
● Prepare financial summaries and supporting materials to assist leadership with operational and budget-related decision-making
● Support procurement-related coordination, invoice follow-up, and operational financial processing activities as needed.
Workflow & Operational Coordination
● Coordinate operational workflows, task tracking, and follow-up activities across multiple departments and initiatives.
● Maintain centralized systems for tracking operational, procurement, financial, and reporting activities.
● Monitor deadlines, identify bottlenecks, and support timely completion of operational tasks.
Systems & Process Improvement
● Develop and maintain tracking tools, dashboards, and workflow systems to improve operational efficiency and accountability.
● Support process improvements that strengthen financial controls, reporting accuracy, and operational transparency.
● Maintain organized, audit-ready operational and financial records.
Cross-Functional Collaboration
● Work closely with the finance team, program leaders, vendors, and campus departments to support coordinated operations and reporting activities.
● Communicate professionally regarding task status, documentation needs, deadlines, and operational follow-up items.
● Perform additional finance-related duties as assigned.
Required Qualifications
● Minimum of three (3) years of progressively responsible experience in finance, operations, grants administration, or related areas.
● Bachelor’s degree in accounting, Finance, Business Administration, or related field preferred.
● Strong experience with grants management, process improvement, and financial re
