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Charitable Grant Process Administrator

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Position Details

Position Information

Title Charitable Grant Process Administrator
Department Development Office (9903)
Location Main Campus
Position Summary

The University Development Program (UDP) is seeking a new colleague who will serve as a process liaison across the fundraising, accounting compliance, and stewardship activities for charitable grants from organizational donors at the University of Arizona (UA) and University of Arizona Foundation (UAF). The Charitable Grant Process Administrator streamlines, creates, and improves business processes to facilitate charitable grantseeking and stewardship of these grants from proposal/pre-award through acceptance and post-award/stewardship stages.

This position will: direct all phases of the charitable grants pipeline; serve as point of contact for charitable grantseekers and University Development Program members, college/unit business and research staff, and the Research Discovery and Innovation (RDI) staff; maintain records across UA and UAF accounting compliance systems; and maintain a very high level of customer service and donor-centricity.

The position reports to the Assistant Vice President, Foundation Relations and GIFT Center.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

Accepting a new position is a big life step. We want potential candidates and their families to be able to make informed decisions. Candidates who are considering relocation to the Tucson or Phoenix area, and have been offered an on-site interview, are encouraged to use the free services offered by Above &
Beyond Relocation Services (ABRS)
.Ask your department contact to be introduced to ABRS prior to your visit.

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities
  • Manage the private support submission and award processes across systems and departments.
  • Work and communicate professionally with a wide-range of campus constituents to assist in all aspects of private support from organizational donors.
  • Serve as point of contact on compliance and accounting of charitable grants with all stakeholders (including Sponsored Projects Services, Contract and Research Support Program, UAF Office of Fiduciary Compliance and Gift Transactions, college/unit business and research offices, faculty/principal investigator (PI), donor organization, UDP Foundation Relations & Grant Information, Facilitation, and Training (GIFT) Center, and development officers).
  • Proactively manage charitable grant data to maximize data-informed decision making for charitable grants across both UA and UAF systems, supporting UDP fundraising goals using Raisers’ Edge, UAccess, and (eventually) the UDP’s new database Lynx.
  • With excellent communication and customer service skills, effectively earn the trust of stakeholders and learn to “speak the language of” UA business offices and compliance offices, UAF Financial Services and Compliance, and foundation relations/grants.
  • Advise business managers and grantseekers on budgeting and accounting considerations related to charitable grants.
  • Process award documents, sub-awards and similar documents.
  • Assemble FAQ and other information to inform and train staff on charitable grants compliance, accounting, and direct-funds transfer processes, and disseminate the information through workshops and Websites.
  • Conduct grants process trainings for all staff involved in the charitable grants process, including Foundation Relations & GIFT Center, Sponsored Projects Services, unit development officers, and UA and UAF business officers.
  • Assist/support UAF VP of Fiduciary Compliance with analyzing, interpreting and applying Federal, State, Local Government, and private funders’ statutes, rules, and regulations regarding grant administration and related UA Foundation‐wide processes.
  • Review and update information in UAccess Research, UAF Financial Edge, UAF Raiser’s Edge and its new system Lynx, the UAF intranet RUFUS and other relevant systems.
  • Develop and prepare operational and statistical reports for management.
  • Perform other related duties as assigned.


  • Coordinate across all needed offices and systems for UA and UAF compliance and accounting requirements, ensuring that appropriate offices are aware and have signed off as needed on proposals.
  • Coordinate final signature approval of proposals as needed.
  • Evaluate proposals for potential direct fund transfer requirements.
  • Evaluate proposals for potential research expenditures and coordinate with Sponsored Projects to track the flow of private support for research.
  • Prepare and provide pre-award guidance, materials, and training for grantseekers and business managers, complementing charitable grant information offered by the UDP Foundation Relations & GIFT Center, Sponsored Projects Services, and Research Development Services.
  • Review gift/grant proposals, identify and resolve compliance issues related to UA/UAF and donor requirements, coordinating with and advised by the Fiduciary Compliance office as well as the Financial Services office.


  • Coordinate across all needed offices and systems for UA and UAF compliance and accounting requirements of awards.
  • Support the gift receiving process, which includes recording information into Raiser’s Edge and UAccess Research, entering task reminders, notify UAF Financial Services office of subawards, coordinating review of grant agreements, finalizing direct funds transfer documents, updating GIFT Center files and UAccess Research.
  • Prepare direct fund transfer agreements for signature by the UAF Fiduciary Compliance Office as well as the UA Sponsored Projects Office, communicate with all stakeholders, and problem solve around issues such as missing information, incomplete forms, etc.
  • By coordinating with stakeholders, assembling and tracking information about the award, and proactively communicating, advise business staff on the establishment of charitable grant accounts and movement of funds to UA accounts.
  • Manage a reporting calendar for charitable grants to ensure reporting to donors is completed and to facilitate communication among awardees, UAF and UA business and stewardship officers, Foundation Relations & GIFT Center, and Sponsored Projects Services in the case of direct fund transfer awards.
  • Track amendments to direct funds transfer projects over time; communicate with all parties around changes and amend reporting calendar.
  • Coordinate with the grant recipient and receiving unit on the preparation of financial and narrative reports to foundations and corporations, in partnership with Sponsored Projects Services in the case of direct fund transfer awards.
  • Serve as the liaison between UA partners and the UAF Financial Services Department to ensure proper expenditure of funds, which includes setting up UAF accounts, assisting with movement of funds (including setting up direct funds transfer agreements), and fielding accounts payable inquiries.
  • Document processes and integrate knowledge across department.
  • Support UAF VP of Fiduciary Compliance in negotiating awards, extensions and other project modifications.
Knowledge, Skills, & Abilities
  • Ability to meet deadlines and handle multiple projects simultaneously.
  • Excellent communication skills.
  • Knowledge of pre-award, post-award, compliance, accounting, and stewardship considerations of charitable grants.
  • Knowledge of fundraising (Raiser’s Edge), and Research (UAccess Research) software.
  • Knowledge of basic accounting concepts.
  • Proficiency in Microsoft Office products.
  • Excellent grammatical and writing skills.
  • Physical ability to operate basic office machinery.
  • Ability to understand, analyze and interpret Federal and State laws, grantor guidelines, financial reports and legal documents
  • Demonstrated knowledge of federal, state and local laws, regulations and requirements that govern grants administration
  • Ability to comprehend complex award documents, such as MOAs.
Minimum Qualifications
  • Five (5) years of related experience; to include knowledge of development-related functions and accounting; OR,
  • Any equivalent combination of experience, training and/or education.
Preferred Qualifications
  • Bachelor’s degree.
  • Desire to promote all philanthropic aspects of a Research I university.
  • Knowledge and understanding of charitable grants.
  • Degree in Finance or background in accounting.
FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
Posted Rate of Pay DOE
Type of criminal background check required: Fingerprint criminal background check (security sensitive due to job duties)

Posting Detail Information

Posting Number A22298
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Chris Wolf
UDP Talent Acquisition Manager

Open Date 12/22/2017
Close Date
Open Until Filled
Review Begins On 01/02/2018
Special Instructions to Applicant
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Quick Link for Internal Postings

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents