Grants Coordinator

Who we are:

The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

Position Summary:

Reporting to the Senior Grants Administrator, the Grant Coordinator manages the financial and administrative aspects of the APS grant portfolio. This includes processing invoices for grant expenditures, drafting contract agreements for subrecipients and consultants, and compiling grant documentation. The role serves as a contact for grant transaction inquiries, distributes financial reports, and participates in budget meetings. Additionally, the Grant Coordinator supports key stages of the grant lifecycle, utilizes data management systems, maintains grant calendars, and assists with administrative tasks related to grant applications and special projects.

APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.

Responsibilities:

Grant Financial Support:

• Processes and approves grant-related financial documents (invoices, travel/expense reports, payment requests).
• Assists with setting up fringe benefit and indirect cost rates in the accounting system.
• Provides support with Single Audit preparation (workpapers & requests).
• Serves as the primary contact for inquiries regarding grant transactions.
• Distributes monthly financial reports for grant projects.
• Participates in grant budget meetings.

Grant Administration Support:

• Drafts and edits contract agreements for subrecipients and consultants.
• Compiles and prepares supporting documentation for subawards and consultant agreements.
• Tracks grant lifecycle stages to ensure compliance with terms and conditions.
• Assists with grant application production (proofreading, formatting, etc.).
• Coordinates grant-related meetings with internal departments.

Reporting Support:

• Utilizes data management systems for accurate grant reporting.
• Reconciles data between reports and spreadsheets.
• Maintains a comprehensive grant calendar and reports.

General Administrative Support:

• Performs additional duties assigned by the Senior Grant Administrator or Controller.
• Assists with special projects related to grants (e.g.,communication materials).
• Tracks support request letters for timely vetting and submission.
• Coordinates grant meetings.

Education:

• Associates degree in Finance, Accounting, and or related field (directly relevant work experience in lieu of degree accepted).

Experience, Knowledge, Skills, and Abilities:

• Minimum 1 year experience in administration, accounting, grants, or a related field.
• Experience with electronic grant submissions.
• Experience with account and financial procedure systems (preferably in a non-profit setting).
• Experience with grant application research, writing, proofreading, and submission (preferred).
• Experience with Salesforce or a similar CRM (preferred).
• Proficient in MS Office Suite & Google Suite.
• Knowledge of Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance 2 CFR 200) preferred.
• Strong organization, documentation, and prioritization skills.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Ability to adapt to changing schedules.
• Ability to work independently and collaboratively.

Travel:

• The position requires up to 10% of travel for in-person meetings with staff as well as periodic travel to attend meetings and events as part of its core responsibilities, as well as additional travel as assigned.

Salary:

The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.

Hiring Range: $48,400/year - $65,945/year (USD)

Target Starting Range: $48,400/year - $53,845/year (USD)