Job Description Summary:
Reporting to a Senior Deputy Director or Deputy Director of Program Finance, the Senior Finance Business Partner manages and leads financial and budgeting activities for multiple and complex projects within a division's portfolio. Accountable for delivering timely and accurate comprehensive reports and financial information across boards within aligned division. Coordinates the activities of a variety of financial functions that support the program financial management activities, covering both pre-award and post-award activities for the division. Works with their Finance Service Team to provide the services needed and to support an environment of collaboration, communication, and teamwork.
The primary duties are directly related to the financial management of assigned boards/programs. Prepares budget estimates and projections based on actual performance, previous budget figures, estimated revenue, expense reports, and other components for an assigned portfolio of projects at appropriate levels in line with established Service Level Agreements. Reviews and approves expenditures to ensure adherence to budget and other compliance requirements, such as sponsor agreements. Maintains records of expenses and budget balances and reconciles monthly financial reports. Analyzes expenditures and revenues, budget variances, and compiles regular and special statistical reports for internal and external customers.
Applies in-depth professional level knowledge to independently solve a full range of complex problems to cultivate business success at the project, board, and division levels. Assignments are broadly defined and require judgment and creativity to complete. Has authority to take action deemed advisable or necessary, but is required to advise superiors and encouraged to team with other Finance business partners. Some persuasion, negotiation, and compromise involved in interchanges. Hires, trains, manages, and evaluates predominantly support staff. May establish processes/procedures to ensure the effective and efficient operation of somewhat complex functions.
ESSENTIAL JOB DUTIES:
* Operates within a matrix finance organization, supporting a work environment focused on financial compliance, responsive customer service, and teamwork. Meets with (Senior) Deputy Director to review and discuss financial matters. Works in partnership with other team members and (Senior) Deputy Director to embrace the values of collaboration and communication and understand the roles of each team member and team goals, striving to collectively meet those goals.
* Provides financial management and analysis for a portfolio of multiple and complex projects within a division. Oversees timely and accurate preparation of reports - generated for boards and divisions using PeopleSoft - and constructs analyses of budget versus actual analysis monthly. Prepares financial projections and various financial reports, ensuring all reporting requirements are met, per Service Level Agreements. Assists (Senior) Deputy Director with quality assurance of project finances. Reviews, authorizes, and approves expenditures. Reconciles or oversees the reconciliation of monthly financial statements, ensuring costs are recorded timely, within budget, allowable, allocated to the correct award, and incurred within applicable period. Prepares timely cost transfers.
* Provides decision support for accountable board(s)/program(s), responsible for reporting and analysis of a board's financial position. Prepares the board's operating budget. Monitors throughout the year for accuracy and adjusts estimates as needed. Meets with board directors regularly to review budgets and ensures funds are being used appropriately. Prepares board's financial projections and various financial reports, ensuring all reporting requirements are met. Prepares projections, reviews reasonableness, and evaluate completeness of the projections.
* Assists (Senior) Deputy Director in monitoring compliance with institutional policies. Regularly reviews work to ensure accuracy and compliance. Generally, ensures compliance with policies, federal regulations, auditing requirements, contractual obligations, time schedules, and budgetary limitations. Responds to requests from internal and external auditors, researching audit compliance requests, compiling, and forwarding required information. Meets with auditors as necessary.
* Provides ad hoc reports, projections, and engagement with Program staff, as requested and defined in Service Level Agreements or otherwise. Coordinates with (Senior) Deputy Director of Program Finance to ensure accuracy and quality.
* Reviews, coordinates, and drafts final prospectuses, proposals, and contracts/grants. Prepares budget/cost estimates for proposal submission to Federal agencies and private sponsors for projects and core support. Reviews proposed sponsor agreements to assess potential contractual problems, spending limits, deliverables, and reporting requirements. Ensures that accepted agreements are in compliance with National Academies' policies and procedures and requirements are met. Participates in discussions with applicable parties concerning scope of work, funding, schedules, modifications, etc. May have direct contact with sponsors, Boards, and Committees and participates in discussions with sponsors concerning scope of work, funding, contractual issues, schedules, and modifications.
* Frequently works collaboratively with their (Senior) Deputy Director and Finance Service Team to solve complex financial management problems. Oversees and works in close coordination on all escalated financial issues from counterparts in program staff. Supports implementation of new or revised OCFO policies and procedures, ensuring they are communicated and are complied with by staff and other applicable parties (e.g., committee members). Also, works collaboratively with other Office of the Chief Financial Officer units, including Travel, Payroll, Budgeting and Cost Analysis, Office of Contracts and Grants, Procurement, and the Controller's Office and other operating units of the National Academies regarding division financial matters as necessary.
* Provides leadership and mentoring for finance employees. May supervise employees, assigning work and initiating a variety of personnel actions. Trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork. Interprets and ensures consistent application of organizational policies. Initiates personnel actions, including performance and compensation reviews and disciplinary actions.
* Oversees the financial management lifecycle of projects, as assigned by the (Senior) Deputy Director, in collaboration with the division's contract staff member and billing staff member, to ensure accurate award set-up, appropriate expenditures and tracking, and accurate and timely invoicing, fulfilling services defined in Service Level Agreements. Understands full contract information and leads the dissemination of information and process updates to Program staff, by providing context on processes and procedures. Organizes and leads regular meetings to align on all necessary components of a project's finances, particularly a kickoff meeting at the start of each contract to align on requirements. Serves as primary point of contact for responsible program staff member to remediate any concerns or issues related to project finance service. Brings to the attention of staff potential problems and irregularities. Meets with staff regularly to review budgets and ensures funds are being used appropriately. Meets with travel coordinators and administrative staff to insure accuracy of financial assumptions. Makes corrections as necessary.
* Reviews and approves sponsor invoicing and financial reports for all assigned projects and facilitates the preparation of documentation and support for invoice submission. Resolves any issues with monthly invoices and provide billing support as needed. Monitors timely invoicing and works with the billing staff to resolve delays or issues as needed, reevaluate compliance of expenditures as required. Assists with compiling data for institutional-wide reporting and meets year-end process deadlines, as defined. Monitors expiring awards and checks if trailing costs will be submitted within 30 days of expiration, addresses issues if needed.
* Prepares project / program budgets and supports (Senior) Deputy Director of Program Finance. Monitors throughout the lifecycle of the project for accuracy and adjusts estimates as needed. Meets with relevant project staff regularly to review budget and ensures funds are being used appropriately. Makes corrections as necessary.
* Has authority to approve invoices across projects / programs and access to unit salary data.
* Maintains an appropriate standard of confidentiality. When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others. Accesses confidential information for work-related reasons only following the policies and procedures of the organization. Ensures that any privileged, sensitive, or confidential information is securely stored, disposed of, and transmitted according to the Institutional guidance. Ensures procedures are in place to maintain and protect confidentiality and to prevent disclosure. Trains and updates staff/team members on these issues periodically.
NONESSENTIAL JOB DUTIES
* Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Comprehensive knowledge of accounting and financial principles, related federal regulations, and OMB Circulars. Ability to perform financial analyses. Comprehensive knowledge of spreadsheet, forecasting, and other computer-based financial tools, including advanced Excel skills. Ability to be highly detailed and accurate in work produced. Ability to solve intellectual problems that reflect substantial variety and complexity. Serves as a resource to others in the resolution of complex problems and issues. Ability to operate with appreciable latitude for independent judgement and action. Ability to work successfully in a team environment and to form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: Bachelor's Degree in Accounting, Finance, Business, or related field, or equivalent knowledge. MBA preferred.
Minimum Experience: Six years of related professional experience, two years of which were in a supervisory capacity (if the job includes supervisory responsibilities).
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to Deputy Director of assigned division. General direction is provided. May have supervisory responsibilities.
Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 20%, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations. In accordance with the National Academies' commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.
The National Academies' Statement on Diversity and Inclusion:
To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies' staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
Scheduled Weekly Hours:
Washington, District of Columbia
- Coaching And Mentoring