Aviation Grants Administrator

McFarland Johnson • Full-time • Pittsford, NY, US • $25 - $40 / hour • 1w ago

At McFarland Johnson (MJ), you’ll own your future. We're a 100% employee-owned firm with 80 years of experience delivering innovative engineering, planning, environmental, technology and construction solutions that make a lasting impact on the clients and communities we serve.

Certified as a Great Place to Work, our employee-owners describe MJ's culture as collaborative, people-focused, and supportive. Join us, and help shape the future of infrastructure, together.

We’re looking for an Aviation Grants Administrator to join our growing Aviation team. This is more than just a job - it’s chance to shape your career, grow alongside a collaborative team, and help design the future of infrastructure solutions across the country.

Why Join Us?

Career Growth: Accelerate your professional career with opportunities to lead, learn, and expand your expertise.
Collaborative Culture: Work alongside multidisciplinary teams that thrive on creativity, support, and teamwork. Collaborative is the most frequent word used to describe MJ’s culture in annual employee survey.
Employee Ownership: As a 100% ESOP, your contributions directly shape our shared success - you own your future.
Innovation & Impact: Work on projects that push boundaries, drive sustainability, and create real-world solutions.
Professional Development: From mentorship, ongoing technical training, and conferences we invest in your growth every step of the way.
Work-Life Balance: Enjoy flexible schedules, generous PTO, and a culture that values balance so you can thrive both professionally and personally.
Shape the next generation: For experienced professionals, MJ offers the chance to mentor emerging talent, share your expertise, and leave a lasting legacy in the industry.

Key Responsibilities

Under the supervision of the grants administration supervisor, perform grants management activities including application preparation, tracking of progress on reimbursements, and compliance documentation. The grants administrator will be expected to track a minimum of 40 open grants at one time.
Typical work activities include calculation, preparation, and transmittal of draw down reports for signature once invoices are received and performing the actual draw down in the appropriate online system. All invoices and drawdowns will be tracked in a cumulative invoice summary to manage grant budgets and to prepare for the development of grant closeout documentation.
Preparation of required quarterly and annual financial and performance reporting documents
Assisting with the preparation of annual updates to Airport Capital Improvement Programs, including development of supplemental documentation and coordination with internal staff and representatives from the sponsor.
Coordinate with funding agencies, sponsors, and internal teams on Capital Improvement Plans, funding strategy, and reporting requirements.
Maintain and manage grant and diversity goal tracking, including DBE, MBE, WBE, and SDVOB Reporting in systems like EBO for NYSDOT-funded projects.
Perform other general office & administrative duties as required.

Qualifications

Minimum of an AAS degree with three (3) years administrative experience in A/E/C industry
Previous accounting or finance experience is ideal
Experience with federal and state grants administration and/or construction processes is a plus
Advanced skills in Excel, Word, & Outlook required
Experience working online and within databases
Excellent written and verbal communication skills, highly organized with ability to multitask, work independently and effectively manage time
Strong attention to detail, ensuring compliance with all project funding requirements

Benefits & Perks

Competitive base salary with a range of $25-$40/hr plus performance-based incentive payment plan/bonus structure.
Comprehensive benefits package, including medical, dental, vision coverage.
Generous Paid Time Off, including Parental Leave.
Company funded ESOP + 401(k) employer match.
Ongoing technical training and professional development opportunities.

Join Us and Make a Difference

Join a team where your work has purpose, your ideas are valued, and your growth is personal. Apply today and become a part of a company where you can #ownyourfuture.

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