Finance and Administration Manager

Brookings   •  

Washington, DC

Industry: Education.

  •  

Less than 5 years

Posted 242 days ago

This job is no longer available.

Overview

The Finance and Administration Manager is a member of the Office of Financial Planning and Management (OFPM)* and reports to the Director of Finance, Institutional Initiatives and Press. This position will be responsible for a broad range of administration, budget, accounting, and financial management for a portfolio of programs including but not limited to Institutional Initiatives, Communications and Development. Institutional initiatives houses cross-program initiatives such as, Inter-collaborative Initiatives, Foreign Offices, All Brookings Priorities etc. This position will have a primary focus on supporting the administration and financial management for the Brookings Doha Center, Brookings Tsinghua Center and Brookings India Center.

*The Office of Financial Planning and Management (OFPM) is responsible for preparing and executing against the annual institutional operating and capital budgets as well as long-range financial modeling for the Brookings Institution. OFPM is also responsible for financial management of Institutional Initiatives (Cross-Collaborative Initiatives, and Foreign Centers - India, Doha and Beijing) and all Business Units (Communications, Development, Operations and the Brookings Press), working as a strategic partner with the directors of those programs. OFPM also leads all Office of Financial Services (OFS) activities supporting planning, development, implementation, training and post go-live activities of the Institution's financial systems, processes and policies.

Responsibilities

Budget Administration (35%)

  • Forecasts expenditures; keeps Director of Finance aware of potential problem areas or opportunities; monitors and oversees project charges and expenditures on a monthly basis; oversees correction of inaccuracies.
  • Directs the preparation of project budget materials for regular project reviews and meetings; prepares annual and quarterly program budget submission for consolidation into Institutional Initiatives budget and for submission to OFPM.
  • In coordination with the Director of Finance, prepares financial data and charts for the Institution’s financial dashboard or any other analysis as requested.
  • Reviews monthly check logs and supporting documents for Brookings Doha Center and Brookings India Center.
  • Reviews quarterly wire transfer requests from the Brookings Tsinghua Center.
  • Prepares budgets, reviews proposals, circulates information, and communicates with appropriate staff on fundraising proposals for assigned portfolio.
  • In collaboration with development staff and project scholars, creates and/or modifies budgets and narratives per funder requests; maintains involvement in proposal process from idea to inception; coordinates proposal subcomponents with other institutions as needed.

Purchasing & Contract Management (30%)

  • Prepares and approves expenditure documentation including cash advance requests, check requests, purchase orders, contract payments, and reimbursement invoices.
  • Prepares and approves travel expense reports for employees and non-employees. Ensures that paperwork complies with the Brooking Institution’s travel policy, in addition to, following-up on questionable items as necessary.
  • Works to problem-solve expense issues that arise; initiates correction of expenditures recorded incorrectly; produces Journal Entry vouchers
  • Coordinates review of all monthly program-wide internal, including facilities charges, guest charges, ITS surcharges, conference services and cell phone bills; and makes corrections as needed.
  • Reconciles and reviews procurement card transactions.
  • Tracks contract payment terms and licenses for the Communications department.  

Administrative Support (25%)

  • Assists with writing, reviewing, and managing contracts.
  • Maintains electronic budget files, reviewing regularly for organization and archiving as necessary.
  • Serves as an IT liaison for the foreign centers to ensure financial team understanding of ITS charges and processes.
  • Participates in bi-weekly calls for Brookings Doha Center and Brookings India Center; joins calls with Brookings Tsinghua calls as needed.
  • Supports OFPM as needed. 

Grants, Funding, and Award Management (10%)

  • Prepares and reviews budgets for funding proposals; works as needed with budget staff in other programs.
  • Monitors spending rates on monthly basis, including labor charges and non-labor expenses; provides regular financialreports to project directors, Director of Finance, and other Brookings departments as required.
  • Coordinates with relevant development, accounting, and grants administration staff to ensure high quality grant and award management process; requests, approves, and distributes financialreports from Accounting.
  • Reviews expenses monthly before closing, prepares reallocations and modifications.
  • Oversees revenue recognition and compliance with grant terms for assigned portfolio; coordinates with Grant Administrator to allocate revenue and administer grants.
  • Works with development staff on reporting deadlines and any other needed post-award communication; determines reprogramming requirements and extension requests; works closely with relevant staff on reporting and audit issues.
  • Requests new project numbers, summary project numbers, departments, and activities from Grants Administration, as needed.
  • Updates fund distribution rules for Grants, as needed.
  • Coordinates with Development to maintain accounts receivable, grant milestones, and other administrative information sharing between the departments.
  • Assists with workflow review process for proposals and grants.

Qualifications

Education/Experience Requirements:

Bachelor’s degree in accounting, finance, or related field.  Minimum three years of relevant work experience, two of which are in developing and successfully managing a budget of similar size required. Must be authorized to work for any employer in the U.S.  Some business courses preferred. Some background in a research, academic, or non-profit setting is preferred. Experience with financial management of foreign offices a plus.

Knowledge/Skills Requirements:

High level of attention to detail required; strong administrative and organizational skills; excellent communication skills required; knowledge of Microsoft Office Suite required; advanced Excel skills PeopleSoft knowledge a plus. Budgetexperience and/or familiarity with budgeting or accounting software required. Solid knowledge of budgets and accounting principles; must have a strong understanding of GAPP and fund accounting as well as a strong understanding of how business transactions are recorded  into the financial records of an organization. Ability to organize, analyze, present and communicate financial data. Must be a mature, self-motivated, team player who gets along well with a variety of personality-types and can work independently. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

Job ID 2018-1711