Revenue & Grants Coordinator

Revenue & Grants Coordinator

Department: Finance & Accounting

Supervisor: Senior Accountant and Finance Manager

Supervises: N/A

FLSA Salary Classification: Full-time, Exempt

Revision Date: May 2026

Availability: Primary schedule of standard business hours with occasional evening and weekend availability required to support the department and organizational needs.

Position Summary:

The Revenue & Grants Coordinator is responsible for managing and reconciling revenue activity from all sources and types, tracking restricted and grant funds, supporting grant compliance and reporting, and assisting with month-end close and audit preparation. This position works closely with Advancement, Hospitality, Guest Experience, Programs, and Finance staff, respectively, to ensure complete and accurate financial reporting in compliance with applicable nonprofit and accounting standards.

Key Responsibilities:

Revenue Accounting

• Perform Revenue activity reconciliations, e.g., daily, weekly and monthly, from multiple sources including contributed sources like donations, memberships, grants or appropriations as well as earned streams such as admissions, events, rentals, retail and food and beverage 
• Record and reconcile deferred revenue and restricted revenue 
• Prepare and post journal entries related to revenue activity 
• Reconcile merchant services and point of sale (POS) online payment platforms to Quickbooks online and to bank accounts 
• Coordinate with Advancement, Education Programs, Guest Experience, and Hospitality staff to ensure gifts and pledges are recorded accurately between donor systems and accounting records 
• Reconcile fundraising event revenue and expenses 
• Monitor and communicate status for receivables related to donations (monetary and in-kind), grants, pledges, and other revenue sources to various departments and stakeholders

Grants Management

• Track grant budgets, expenditures, and restricted funding balances 
• Prepare grant billing, reimbursement requests, and financial reports 
• Monitor grant compliance requirements and spending deadlines 
• Assist program managers and grant administrator with grant budget tracking and reporting 
• Maintain documentation for grant reporting and audits 
• Track release of restrictions and prepare related journal entries 

General Accounting

• Prepare general ledger account reconciliations 
• Assist with preparation of audit schedules and supporting documentation 
• Maintain accurate records and supporting documentation for all assigned accounts 
• Assist with preparation of reporting and Actuals performance analysis 
• Ensure compliance with nonprofit accounting standards and internal controls
• Assist with payables, monthly and year-end close processes, as needed

Other Duties

• Receives and coordinates visitor/property loss incident reports and investigations
• Disseminates information to appropriate insurance carriers and manage follow-ups & communication to appropriate Garden staff
• Assist with process improvements and financial procedures 
• Support Finance Department projects and initiatives 
• Perform other related duties as assigned

Minimum Qualifications:

Bachelor’s degree in finance or accounting required with a minimum of 2 years accounting experience in receivables or an equivalent combination thereof. Knowledgeable and proficient in adherence to generally accepted accounting principles. QuickBooks experience or similar accounting software programs. Technology savvy with high comfort level utilizing the Microsoft Office suite of products, particularly Excel. 

Success Factors:

• Alignment with the organization’s core values: Embrace Curiosity, Collaborate with Compassion, Exemplify Expertise, Look Forward, and Take Time to Celebrate and a genuine appreciation for the mission of the Garden. 
• Strong analytical and organizational skills with a problem-solving mindset.
• Flexibility to operate in a significantly matrixed environment across multiple organizational areas.
• Ability to interpret data and turn it into actionable information.
• Proactive and self-motivated team player with the ability to lead by example.
• Goal-oriented with a track record of achieving results and supporting team success.
• Ability to effectively manage multiple priorities simultaneously while maintaining a keen attention to detail.

Preferred Qualifications:

Previous professional work in a non-profit environment working with fund accounting and restricted funds is preferred.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical Demands: This position is required to frequently communicate with people internal and external to the Garden with frequent periods of sedentary work in the office. Occasionally requires the ability to lift up to 15 lbs., and traverse the Garden over uneven terrain.  
• Work Environment: Frequently, works in office. Occasionally required to work in an outdoor environment subject to all weather conditions and must traverse varied and uneven terrain.
• Equipment: Continuous use of a computer, occasional use of projection or AV equipment for presentations/training.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually. 

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. 

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.