Financial Manager, Foreign Policy
The Brookings Institution
Equal-Opportunity Employer: It is Brookings policy to provide equal employment opportunity for all of its employees and applicants without regard to their actual or perceived race, color, religion, sex, age, disability, national origin, ancestry, sexual orientation, marital status, personal appearance, citizenship status, family responsibilities, gender identity or expression, genetic information, matriculation, political affiliation, veteran status, or any other prohibited basis of discrimination as required by law.
Program Foreign Policy
Job Funtion Accounting/Finance
Posted Date 2019-02-07
Job ID 2019-1983
Salary Commensurate with experience
The Financial Manager in the Foreign Policy program (FP), under the direction of FP’s Director of Finance, is responsible for a broad range of budgeting, accounting, and other financial management responsibilities for a portfolio of FP projects. The Financial Manager serves as a key member of a flexible team of financial managers; supports the budgeting, management, oversight, and reporting for an assigned portfolio of grants and other revenue; assesses areas for improved efficiency; and serves as backup for other FP financial team members as needed.
Budget and Forecast Management (35%)
• Maintains budget software inputs and reports; serves as financial management and oversight lead for a portfolio of FP projects and departments, as assigned.
• Forecasts expenditures; keeps FP management aware of potential problem areas or opportunities; monitors and oversees project charges and expenditures on a monthly basis; oversees correction of inaccuracies.
• Contributes to annual budgets and forecasts for a portfolio of projects in close consultation with the Director of Finance.
• Generates and provides related reporting, financial analyses, and other materials to facilitate the review and decision making on financial matters related to the projects.
• Supports the preparation of project budget materials for regular project reviews and meetings; contributes to quarterly program budget submission for consolidation into FP budget and for submission to Office of Planning and Analysis.
• Works with FP Finance Director, Development Director, Vice President, other members of FP management, and relevant program personnel to help identify short-, medium- and long-term funding needs; provides budget input into program development plans.
• Serves as liaison on budget and financial matters between project directors and other FP staff, as well as with other institutional departments.
• Prepares financial data and charts for Foreign Policy Leadership Council (FPLC) meetings, center finance meetings, program retreats, and other internal FP meetings as directed.
• Prepares financial data and charts for the Institution’s financial dashboard or any other analysis as requested.
Grants, Funding, and Award Management (45%)
• In collaboration with program staff in FP and budget staff in other programs, prepares and reviews budgets for funding proposals.
• In collaboration with FP development staff and project scholars, creates and/or modifies budgets per donor guidelines; maintains involvement in proposal process from idea to inception; coordinates proposal subcomponents with other institutions as needed.
• Assists with the routing of contracts, New Grant Award Reviews (NGARs), and funding proposals, as needed.
• Coordinates with Development to maintain accounts receivable, grant milestones, and other administrative information sharing between the departments.
• Monitors spending rates on monthly basis, including labor charges and non-labor expenses; provides regular financial reports to project directors, FP management, and other Brookings departments as required.
• Serves as financial communication liaison between FP development staff, institutional Grants Administration and Accounting staff, relevant FP management, and project directors for assigned portfolio.
• Coordinates with relevant FP, Accounting, and Grants Administration staff to ensure high quality grant and award management process; requests, approves, and distributes financial reports from Accounting to funders; prepares budget information for invoices, coordinates invoice information with Accounting as needed; assists with processing of checks; verifies transactions and coding; 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 FP development staff on reporting deadlines and any other needed post-award communication; determines reprogramming requirements and extension requests; works closely with relevant FP and Institutional staff on reporting and audit issues.
• Works with Program staff and Grants Administration on grant modifications; manages grant through use of journal entries for moving funding/overspend and unfunded dollars.
• Creates and submits reports specifically required or requested by project funders, in consultation with FP staff and Grants Administration.
• Monitors and manages the coordination of new project requests through required approval processes.
• Requests new project numbers, summary project numbers, departments, and activities from Grants Administration as needed.
• Updates fund distribution rules for Grants as needed.
• Oversees and processes other financial transactions as requested, including accounts payable, revenue and expense reconciliations, and allocations.
Expense Management (10%)
• Reviews travel expense reports for employees and non-employees. Ensures that paperwork complies with the Brooking Institution’s (BI) travel policy, in addition to, following-up on questionable items as necessary.
• Reviews and signs off on assigned FP purchasing paperwork.
• Works with other Financial Managers to problem-solve expense issues that arise; initiates correction of expenditures recorded incorrectly; produces journal entry vouchers.
• Reviews monthly program-wide internal charges, including facilities charges, information technology surcharges, conference services and cell phone bills; and makes corrections as needed.
Timesheet Administration and Administrative Support (10%)
• Approves program timesheets for assigned portfolio, monitors labor and leave usage for portfolio and serves as backup approver for all FP staff.
• Assists with ensuring new staff are trained and set up in PeopleSoft Self Service for time reporting.
• Contributes to quarterly leave reports and facilities tracking.
• Maintains electronic budget files, reviewing regularly for organization and archiving as necessary.
• Schedules meetings for the finance team; serves as a note taker at meetings, as required.
Bachelor’s degree in accounting or related field is required; some business or non-profit financial management courses preferred. Minimum four years of relevant work experience is required, with at least two years of relevant work experience in a non-profit organization is required. Financial management experience in a research or academic setting is preferred; experience managing grants and contributions from non-U.S. donors is preferred. Must be legally authorized to work for any employer in the U.S.
Financial Management: Must have proven ability to manage a diverse portfolio of funding from proposal through final reporting. Must be able to build and manage complex, multi-million dollar budgets to include budget compliance and forecasting. Knowledge of federal grant management and reporting requirements is preferred; general knowledge of foreign currency transactions and financial practices is preferred. Must have ability to analyze data for historical perspective and risk management.
Technical Skills: Must possess advanced proficiency of Microsoft Office applications, with extensive knowledge and abilities in Excel, including the use of advanced formulas, pivot tables, charts, and other data analysis tools; Office 365 a plus. Data visualization skills a plus. Must be familiar with budgeting or accounting software; PeopleSoft experience is a plus. Some interest in foreign policy or international relations is preferred.
Organizational Skills: High level of attention to detail and strong administrative and organizational skills are required. Ability to proactively manage multiple projects, priorities, and competing deadlines is required.
Communication Skills: Excellent communication skills are required; candidates must be able to communicate clearly and effectively with stakeholders at all levels. Consummate honesty, discretion, and tact are required, with the ability to appropriately handle confidential information.
Interpersonal Skills: Must be a mature, self-motivated, team player who works well with a variety of personality types and can also perform independently. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities.
Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.
Successful completion of a background investigation is required for employment at Brookings.
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