• Director of Grants and Contracts (Job ID: 2018-1916)

    Posted Date 3 weeks ago(2/1/2019 5:16 PM)
    Office of Financial Services
    Job Function
    Job ID
    commensurate with experience
  • Overview

    The Director of Grants and Contracts provides leadership and direction to a team of grants professionals and is responsible for all financial aspects of award management at Brookings while closely coordinating with the Development Office and Office of the General Counsel. This is a key role in the Office of Financial Services and a unique opportunity to build out a successful strategy and effective processes around grant management in a diversified funding portfolio, including U.S. and foreign governments, private foundations, individuals and universities.


    The Director oversees all financial compliance and reporting aspects of grant management, and is responsible for pre-award and post-award activities from proposal budget reviews to grant closeout activities. This position is accountable for the development of tools and processes in support of effective and consistent application of internal policies and compliance with external donor guidelines, rules and regulations.


    This position provides guidance to and collaborates closely with finance, development and research staff across Brookings on technical and contractual matters related to grants administration. Lastly, the Director is responsible for designing, developing and delivering effective trainings to enhance grants management capacity at the Institution.


    This position reports to the Senior Director of Finance, Strategy and Planning at Brookings, and works closely with the Associate Vice President, Controller & Assistant Treasurer.


    Compliance (30%)


    • Establishes and maintains internal controls, policies and procedures to ensure compliance with audit, legal and statutory requirements while providing business solutions as necessary
    • Provides Finance approval of proposal budgets prior to submission to a diverse set of donors
    • Provides Finance approval of new grants and awards and monitors award setup in PeopleSoft in compliance with all relevant policies and procedures
    • Monitors financial compliance with all relevant grant rules and regulations, including award and sub-award donor compliance
    • Ensures compliance with all required grant reporting milestones, including narrative and financial reports as well as grant billing and invoicing
    • Provides Finance approval of financial reports, no cost extensions and cost realignments, as needed, ensuring compliance with all internal Brookings policies and funder rules and regulations
    • Analyzes and reconciles grant-related general ledger accounts, revenue, release grant and contract temporarily restricted revenue, release grant and contract unrestricted, billed, unbilled-general
    • Plays a key role in internal and external organizational and project audits
    • Reviews grant documents to assure that the terms and conditions of the award adhere to the Institution’s policies and procedures and Federal Regulations (FAR, CFR, etc.)
    • Keeps abreast of changing compliance regulations, including federal
    • Establishes and manages the Institutional Review Board contract with NBER or other outside institution
    • Establishes and oversees internal review process for all Brookings proposals requiring Institutional Review Board approval



    Advisory Role (25%)


    • Serves as a thought leader and subject matter expert in all aspects of grant management, from pre-award to post-award stages of award lifecycle
    • Serves as a key point of contact to the Development Office and research program development staff on financial issues related to proposal and award process
    • Reviews and approves proposal budgets as part of a broader collaboration with partners in Development on timely and effective submission of funding proposals
    • Serves as an expert in the Brookings allocation methodology and partners with Development and program staff to negotiate optimal allocation recovery for donor proposals
    • Provides technical assistance, guidance and support to finance, legal and development teams in their review, negotiation and set up of new awards
    • Provides the necessary financial terms and conditions for new awards
    • Coordinates with the legal department to avise staff across the Institution on interpretation of grant language in new awards and grant proposal queries
    • Develops financial guidelines and policies as well as effective tracking in support of consistent and comprehensive administration across research programs; includes added guidance from the Development and legal offices as necessary
    • Meets regularly with key program staff to review reporting, accounts receivable, proposal pipelines, and related issues and questions


      Tool Development and Process Mapping (15%)


    • Plays the lead role for Finance, working with colleagues throughout the organization, on the effort to develop a comprehensive set of internal guidelines on policies, processes and best practices for grants administration and proposal budgeting
    • Oversees the development, execution and maintenance of all grant-related processes, reports and queries in PeopleSoft
    • Develops new reports and quantitative tools for financial reporting, grant milestone monitoring and budget proposal development
    • Enhances existing tools and reports for financial reporting and proposal budget development, including the proposal budget template and manual allocation worksheet
    • In addition to the above mentioned financial guidelines and policies, also designs and implements financial monitoring systems t0 further enhance grant management best practices
    • Oversees execution of PeopleSoft grant-related daily and monthly processes


    Training and Staff Capacity Building (15%)


    • Leads the design, development and delivery of effective trainings on grants management and budget proposal development
    • Provides training to staff across the Institution on budget proposal development, grant administration and compliance
    • Coordinates with the legal department to ensure that the Institution is up-to-date on recent federal and other regulations and guidelines as well as, working with Development and program staff, policies and processes of key donors; updates policies and processes accordingly and disseminates information as needed
    • Builds and maintains strong collaborative relationships with finance, legal, the Development Office, and development teams in each of the research programs
    • Collaborates with the Office of Financial Planning and Management in retrieving, organizing and analyzing grant based financial information and metrics


    Team Leadership (15%)


    • Provides leadership and direction to a team of grant specialists
    • In consultation with Sr. Director of Finance, Strategy and Planning, directs the development of short- and long-term goals and priorities for the grants team
    • Accountable for the team’s outcomes and responsible for workload assignments and productivity monitoring
    • Trains and mentors grants staff to support individual outcomes, professional development and cross-functional collaboration
    • Other relevant duties and responsibilities as identified by the immediate supervisor


    Education/Experience Requirements:


    Bachelor’s degree or master’s degree in a relevant field. Minimum 10 years of relevant grant and contract management experience with a variety of funding including governmental, multilateral and private foundation. Experience at a non-profit organization preferred. Demonstrated track record of establishing and maintaining interpersonal and professional relationships with donor representatives and external/internal partners. Training experience required; change management experience is a value-add.


    Expert knowledge of federal grant regulations and experience working with foundations. Solid experience monitoring and interpreting governmental regulations to ensure compliance. Experience providing guidance and setting standards on budget development and new award review and set up.


    Demonstrated ability to set strategic direction of the department, including determining necessary procedures, policies, tools and guidelines. Demonstrated leadership skills and ability to manage and motivate a team, including ability to lead staff and promote productivity in a diverse work environment. Ability to interact effectively with staff and donors at all levels as well as ability to work independently and as member of a team. Ability to mentor and guide professional growth and development for the grants team.


    Experience with large-scale ERP systems, development of reporting tools and mapping of processes required. Experience with PeopleSoft desired. Experience with implementing a new ERP system desired. Must have strong knowledge of Microsoft Office suite, including advanced Excel, Word, and PowerPoint. Experience with process analysis and documentation desired. 


    Knowledge/Skills Requirements:

    This position requires strong analytical and interpersonal abilities, project management and process improvement skills. Ability to influence and win others with clear vision, flawless execution and effective follow-up.


    Proven negotiation skills, including the ability to negotiate effectively, make sound decisions and apply creative problem solving. Excellent written and oral communications skills; ability to make effective and persuasive presentations to small and large groups.


    Excellent organizational skills, strong analytical skills and problem-solving skills; culturally sensitive; ability to work well under pressure in a fast-paced environment, keeping multiple priorities moving and not losing track of details.


    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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