Coordinator of Grants & External Funding (SY25-26) Position Available In Suffolk, Massachusetts

Coordinator of Grants & External Funding (SY25-26)
Boston Public Schools, Office of Human Resources
Central Office – Finance – Boston, Massachusetts Job Details

Job ID:

5228057

Application Deadline:

Aug 10, 2025 11:59 PM (Eastern Standard Time)

Posted:

Jun 10, 2025

Starting Date:

Immediately
Job Description
Reports to: Director of Federal & State Grants, Programs, and Compliance

General Description:

The Coordinator of Grants & External Funding is a key position in the grants team, and will work closely with the Grants’ Office Director and a wide-range of stakeholders including school and central office leaders as well as various cross-functional teams. This position will have a particular emphasis on Grant accounting and management and is responsible for every single aspect of the grant’s budgets in our financial system, from the inception of the grant, until the grant has completely closed and final reports are sent to the grantor. The position also requires a great level of expertise in time management and cross functional communication and management.

Required Competencies:

Managing Relationships and Providing Excellent Customer Service. Response in a
timely manner and relates well to people in all positions; team player and cooperative; looks for common ground and solves problems for the good of all.
Drive for Results and Solutions-Oriented Mindset. Pursues everything with energy,
drive, and a need to finish; does not give up before finishing, even in the face of
resistance or setbacks; steadfastly pushes self and others for results.
Functional and Technical Skills. Possesses required functional and technical
knowledge and skills to do the job at a high level of accomplishment; demonstrates
active interest and ability to enhance and apply new functional skills.
Personal Learning and Development. Is personally committed to and actively works to
continuously improve himself or herself; recognizes the need to change personal,
interpersonal, and managerial behavior; actively seeks and accepts feedback.
Managing through Processes and Systems. Designs and refines practices, processes,
and procedures necessary to get things done; simplifies complex processes; gets more
out of fewer resources; creates systems that manage themselves.

Job Responsibilities:

Create grants in the financial system and organize grant materials in team folder structure
Transfer funds from one account to another within a grant as needed to match budget requests by program managers.
Transfer expenses within or between funding sources while ensuring that the dates of the transfers agree with the period of performance of the grant and adhering to strict City, State, and Grantor requirements. Administer federal funds in alignment with grant agreements, program objectives, and federal terms and conditions.
Maintain comprehensive source documentation and accounting records for all grants.
Maintain a set of accounts that ensures the City is being reimbursed for each employee’s Health care, Medicare, and Pension
Conduct periodic reconciliations to verify that budget and FTE amounts align with recorded revenue for each grant.
Work with program managers to repurpose unspent funds and prepare amendment requests for submission to DESE or relevant grantors.
Generate reports for upper management, grant coordinators, grantors, and auditors as needed.
Provide comprehensive and timely data for all grant-related audits.
Respond to questions and requests from grant managers and grantors Perform other duties as assigned by the Director, including staff coverage to ensure continuity of essential functions.
Qualifications –

Required:

Bachelor’s degree 2 years’ experience working in grant funding & accounting or similar experience, Familiarity with state and federal grants Competent in Office and Google applications, including Excel, Word, PowerPoint, Google Docs, and Google Sheets
Experience working with financial systems in large databases
Strong oral and written communication skills, particularly in translating data into easy-to-interpret, actionable reports, presentations, and findings
Acute attention to detail and project completion
Demonstrated ability to work cross-functionally
Ability to work in a fast-paced, challenging environment
Current authorization to work in the United States — Candidates must have such authorization by their first day of employment
Qualifications –

Preferred:

Project management skills preferred
Formal training in accounting or financial field preferred
2+ years of experience in education
Experience working in Oracle Peoplesoft systems like City of Boston BAIS
An understanding of and commitment to gain greater understanding of what is necessary for an urban school system to enjoy continuous improvement in an increasingly complex and competitive environment.
A deeply held and unyielding belief in the overarching mission of public education.

Terms:

Managerial, B31. Occasional weekend and evening work is required.
The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.

Position Type:

Central Office