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American Physical Society Logo American Physical Society · Finance

Grants Coordinator

United States Employment contract 50184.00 - 68945.00 USD / Year · Job Posted July 13, 2026
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Job Description

The grants coordinator handles a range of duties related to grants within the APS grant portfolio, including performing accounting and administrative functions and ensuring grant expenditures are processed accurately and in a timely manner. This position supports the financial administration of federal and private grants by managing transactions, coordinating documentation, assisting with audits, and serving as a resource for project teams, consultants, and subrecipients.

Job Responsibility

  • Process and approve all grant invoices, travel and expense reports and payment request forms for federal and private grants.
  • Performs adjusting journal entries when cost transfers are identified.
  • Drafts contract agreements/modifications for execution for subrecipients and consultants.
  • Compiles and prepares all supporting documentation for subrecipient and consultant checklists/packets.
  • Performs fringe benefit and indirect cost rate setup in the accounting system.
  • Assists with preparation of Single Audit workpapers & audit requests.
  • Serves as a main point of contact for grant transaction-related questions/inquiries for the project teams, consultants and subrecipients.
  • Distributes monthly grant financial reports to the project teams.
  • Participates in all quarterly budget meetings with PIs, program managers and/or CFOO.
  • Coordinates meetings with projects teams, department directors and APS Committees.
  • Carries out other duties assigned by the Senior Grant Administrator and/or the Controller.

Requirements

  • Minimum High School diploma or equivalent required. Associate's degree in Finance, Accounting, or business-related fields preferred.
  • Minimum of one year of relevant experience, preferably grant accounting.
  • Familiar with Uniform Guidance 2 CFR 200.
  • Strong organization, documentation, and prioritization skills.
  • Strong written and verbal communication skills.
  • Excellent attention to detail.
  • Ability to adapt to quickly changing schedules.
  • Ability to work well with interdepartmental teams as well as independently.

What we offer

  • Flexible schedules and ability to work remotely
  • 8% employer-paid retirement contribution
  • Investment advisement services: 100% employer paid
  • Medical benefits: PPO or HDHP option
  • Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
  • Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid
  • Vision benefits: individual and dependent coverage 100% employer paid
  • Basic Life & Accident insurance: employee coverage 100% employer paid
  • Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
  • Disability insurance: employee coverage 100% employer paid
  • Voluntary Accident & Critical Illness insurance
  • Healthcare, Commuter & Dependent care flexible spending accounts
  • Vacation: 15 days annually
  • Generous holiday leave: 17 paid office closures
  • includes one week closure at the end of December
  • Personal leave: 4 days annually
  • Volunteer leave: 1 day annually
  • Sick leave: 10 days annually
  • Bereavement & Compassion leave: 2 -15 days based on loss
  • 12 weeks employer-paid family leave
  • College tuition reimbursement plan
  • Job related seminar & continuing education 100% employer paid
  • Professional Certification/Recertification 100% employer paid
  • Training and professional development
  • access to LinkedIn Learning on-demand courses
  • Employee Assistance Program
  • Mindfulness Meditation: live and on-demand classes
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