Job Description Summary:
Reporting to a Senior Deputy Director or Deputy Director of Program Finance, the Finance Business Partner manages and leads financial and grants management for projects within a division's portfolio. Provides life-cycle grants management support and is responsible for pre- and post-award management for grants, contracts, and funding opportunities. 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 and grants management of programs or projects. Reviews and approves budget estimates and financial reports. Manages a large portfolio of grants and contracts, serves as a point of contact with Grantees and program staff, and oversees grant renewals, modifications, and the disbursement of grant funds. Maintains records of grant agreements, modifications, and reports. Analyzes award agreements, contracts, and financial reports, and compiles regular and special statistical reports for internal and external customers.
Under general direction, incumbent applies specific professional-level functional knowledge to solve problems requiring the identification and analysis of moderately complex variables. Takes action to solve problems/issues that routinely arise in areas of assigned responsibility, but may receive guidance or expertise from higher-level staff on more complex problems. Has authority to take action deemed necessary, but is required to inform superiors of non-routine situations. May have full supervisory responsibilities for assigned staff or assist with supervision of staff.
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 projects within a division. Reviews, authorizes, and approves expenditures. Oversees timely and accurate preparation of reports generated for boards and divisions using Workday Financials and other software applications.
Serves as administrator for grants and funding opportunities. Reviews and approves proposal budgets for grant finalists, and notifies program staff and (Senior) Deputy Director of any concerns with those budgets. Works with Grantees to submit required documents for executing award agreements, drafts award agreement and reporting guidelines to Procurement and Subaward Services Unit, and obtains signatures from authorized representatives. Collaborates with Grantees, (Senior) Deputy Director, and Procurement and Subaward Services Units to negotiate the terms of award agreements as needed.
Aware of and compliant with policies, federal regulations, auditing requirements, contractual obligations, time schedules, and budgetary limitations. Regularly reviews work to ensure accuracy and compliance. 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 and regular updates on the status of Grantee award agreements and modifications. Provides consistent and timely 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.
Frequently works collaboratively with the (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 complied with by staff and other applicable parties. 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 grants, contracts, and funding opportunities to ensure accurate award set-up, provide timely award modification as needed, and manage annual renewal of multi-year award agreements. Works with program staff to create and monitor consultant agreements, contracts, subcontracts, and fellowship awards. Understands all terms and obligations of award agreements, and supports in 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. Participates in Grantee kickoff meetings at the start of each funding opportunity to align with Grantees and program staff on award 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 provide updates and to be available for questions. Makes corrections as necessary.
Assists with compiling data for institutional-wide reporting and division's grant tracking spreadsheets. Works with grantees at expiration of award to ensure the return of unused grants funds and collaborates with Cash Management staff to monitor that funds were received in a timely manner.
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. May periodically train and update staff/team members on confidentiality matters.
NONESSENTIAL JOB DUTIES:
Related duties and special projects as assigned.
JOB SPECIFICATIONS
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, with advanced Excel skills. Ability to be highly detailed and accurate in work produced. Ability to solve intellectual problems that reflect appreciable 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 Business, Finance, or Accounting, or related field, or equivalent knowledge.
Minimum Experience: Three years of related professional experience.
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.
Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $70,880 - $88,600. Compensation offered to the selected candidate will be based on the candidate's relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.
Work Environment: Hybrid office/telecommute environment; expected onsite percentage 40%, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.
The National Academies' Statement on Diversity and Inclusion: We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.
We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.
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.
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