The Senior Financial Manager in the Foreign Policy program (FP), under the direction of FP’s Director of Finance, is responsible for financial management and analysis, and budget administration of a portfolio of the Foreign Policy (FP) projects. The Senior Financial Manager serves as a member of a flexible team of financial managers; supports all financial and budget matters for an assigned portfolio; and serves as backup for other team members as needed.
Budget and Forecast Management (35%)
- Maintains and supervises budget software inputs and reports; serves as representative in the management and oversight of a portfolio of 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.
- Drafts annual budgets and forecasts for a portfolio of projects in close consultation with the director of finance.
- Provides related analyses, reporting and other materials to facilitate review and decision making on financial matters related to projects.
- Directs the preparation of project budget materials for regular project reviews and meetings; prepares quarterly program budget submission for consolidation into FP budget and for submission to Office of Planning and Analysis.
- Works with FP Finance Director, FP Development Director, Chief of Staff, Vice President, and relevant program personnel to help identify short, medium and long-term funding needs; provide 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 and staff retreats as needed.
- Prepares financial data and charts for the Institution’s financial dashboard or any other analysis as requested.
Grants, Funding, and Award Management (25%)
- 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 financial reports to project directors, FP management, and other Brookings departments as required.
- Serves as financial communication liaison between FP development staff, Institutional grants management 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.
- Manages grant modifications; manages grants through use of journal entries for moving funding/overspend and unfunded dollars; requests pre-award spending via SharePoint.
- Creates and submits requested quarterly financial reports, annual budgets, fundraising reports, and any other reports specifically required or requested by project funders.
- 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.
Proposals and Development Support (20%)
- Prepares budgets, reviews proposals, circulates information, and communicates with appropriate staff on fundraising proposals for assigned portfolio.
- In collaboration with FP development staff and project scholars, creates and/or modifies budgets and narratives 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, NGARS, and funding proposals, as needed.
- Coordinates with Development to maintain accounts receivable, grant milestones, and other administrative information sharing between the departments.
Expense Management (10%)
- Reviews and prepares expenditure documentation including cash advance requests, check requests, purchase orders, and reimbursement invoices.
- 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 all other FP purchasing-card paperwork, in collaboration with other Financial Managers.
- Works with other Financial Managers to problem-solve expense issues that arise; initiates correction of expenditures recorded incorrectly; produces JE vouchers.
- Reviews all monthly program-wide internal charges, including facilities charges, guest charges, ITS 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.
- Responsible for ensuring new staff are trained and set up in PeopleSoft Self Service for time reporting.
- Maintains 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 courses preferred. Minimum four years of relevant work experience is required; 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. Must be legally authorized to work for any employer in the U.S.
Financial Management: Must have ability to manage a diverse portfolio of funding from proposal through final reporting. Must have proven ability 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; knowledge of foreign government grants 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 of 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; familiarity with PeopleSoft is a plus.
Organizational Skills: High level of attention to detail and strong administrative and organizational skills are required. Ability to independently 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. Extreme 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 gets along 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.
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