Finance and Administration Assistant, FP

3 months ago
Program
Foreign Policy
Job Function
Research Project Management
Job ID
2017-1542
Salary
Commensurate with experience.

Overview

The Finance and Administration Assistant provides finance, administrative, operational and staffing support to the management team of the Foreign Policy program (FP), a research program with over 150 employees and affiliates.

Responsibilities

Administrative and Operational Support (50%)

  • Serves as a resource to FP employees, affiliates, and visitors on administrative issues.
  • Liaises with other departments throughout the Institution (HR, IT, Facilities, Mailroom, Front Desk and Security, Central COMM, Accounting, Payroll, etc.) as necessary.
  • Submits, monitors, and provides appropriate communication for facilities, maintenance, office equipment, and office space or move requests.
  • Monitors organization and scheduling of FP public areas and services (conference rooms, supply areas, conference call system).
  • Maintains records, organizational charts, space use records, and personnel files.
  • Maintains current and historical FP files and records; ensures accurate documentation and continuity in files; ensures transparency and ease of use for all systems.
  • Solicits and records information on staff travel.
  • Prepares for arrivals and new hires, conducts orientation for new personnel; assists departing personnel with checkout procedures and monitors completion
  • Assists departing employees and affiliates with checkout and departure procedures.
  • Monitors status of contracts and agreements.
  • Participates in regular administrative and broader FP team meetings to discuss work status and to stay informed about upcoming administrative support needs; contributes to culture of open communication and free flow of information.

 Accounting and Finance Support (50%)

  • Reviews and prepares expenditure documentation including cash advance requests, check requests, and purchase orders.
  • Assists with monitoring of accounts receivable and accounts payable, following up with development and/or accounting as necessary.
  • Holds and processes all paperwork for core program purchasing card; and in collaboration with Financial Managers, reviews and signs off on all other FP purchasing card paperwork.
  • Coordinates review of all monthly program-wide internal charges by Center administrators, including facilities charges, guest charges, ITS surcharges, conference services and cell phone bills; and makes corrections as needed.
  • Reviews and prepares travel expense reports for employees and non-employees. Ensures that paperwork complies with the Brooking Institution’s (BI) travel policy, following-up on questionable items as necessary.
  • Manages petty cash distribution. Reviews and if necessary prepares petty cash requests from staff and processes payments. Annually reconciles cash with accounting.
  • Prepares paperwork for monthly stipend and other miscellaneous contract payments.
  • Responsible for ensuring new staff are trained and set up in PeopleSoft SelfService for time reporting and Sharepoint for contracts and other items.
  • Responsible for ensuring new staff members are trained on forms related to reimbursements or payment requests, as needed.

Qualifications

Education/Experience Requirements:

 

Bachelor’s degree required. Minimum one year of professional experience in any combination of administrative support, finance and accounting support, and program management. Prior work experience in a non-profit and/or academic environment is preferred. Must be currently authorized to work for any employer in the U.S.

  

Knowledge/Skills Requirements:

Excellent organizational and communication skills (oral and written) are required, including complete fluency in written and spoken English. A high level of attention to detail; superb organizational and interpersonal skills; poise, tact, discretion and mature judgment to handle and respond appropriately and professionally in high-pressure atmosphere; ability to multi-task and complete tasks in a timely manner whether working independently or as part of a team are all required. Ability to deal with various personality types is required. Knowledge of Microsoft (MS) Office Suite (including strong MS Word and Excel skills) is required; experience with PeopleSoft, Sharepoint, and other software programs is preferred. Interest in international and foreign policy issues is preferred.

  

Additional Information:

 

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.

 

Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.

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