• Finance and Administration Manager (Job ID: 2019-2178)

    Posted Date 5 days ago(11/7/2019 1:43 PM)
    Office of Financial Services
    Job Function
    Job ID
    commensurate with experience
  • Overview

    Join one of the most influential, most quoted and most trusted think tanks!


    The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.


    We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.


    With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.


    The Office of Financial Planning and Management (OFPM) is responsible for preparing and executing against the annual institutional operating and capital budgets as well as long-range financial modeling for the Brookings Institution. OFPM is also responsible for financial management of Institutional Initiatives and all Business Units (Communications, Development, Operations and the Brookings Press), working as a strategic partner with the directors of those programs.


    Ready to contribute to Brookings success?


    The Finance and Administration Manager is a member of the Office of Financial Planning and Management (OFPM) and reports to the Senior Director of Finance, Institutional Initiatives. This position will be responsible for a broad range of administration, budget, accounting and financial management for a portfolio of programs including but not limited to Institutional Initiatives, Communications and Development. Institutional Initiatives houses cross-program initiatives including the Foreign Centers (the Brookings Doha Center, Brookings Tsinghua Center and Brookings Institution India Center), the Artificial Intelligence and Emerging Technologies project, Brookings Mountain West and the Rubenstein Fellows program. This position will have a primary focus on supporting the administration and financial management for the overseas based Foreign Centers.


    Budget and Grants Management (45%)

    • Develops annual budgets, capital plans and quarterly forecasts for assigned portfolio; keeps Senior Director of Finance aware of potential problem areas or opportunities; monitors and oversees project charges and expenditures on a monthly basis; oversees correction of inaccuracies.
    • Prepares reports, analyses and graphs for assigned portfolio to monitor performance of operating expenses against budgets, including variance analysis for meetings and institutional documents. Informs Director of any material variances.
    • Reviews and monitors expenditures and revenues on a monthly basis.
    • Pre-award grant management to include budget development, proposal review, circulating information, and communicating with appropriate staff on fundraising proposals for assigned portfolio. Maintains involvement in proposal process from idea to inception; coordinates proposal subcomponents with other institutions as needed.
    • Post-award grant management to include project set-up (ie. fund distributions and new projects/activities), financial reporting and/or audit requirements, milestone tracking and accounts receivable. Oversees revenue recognition and compliance with grant terms for assigned portfolio; coordinates with Grant Administrator to allocate revenue and administer grants.
    • Reviews monthly check logs and supporting documents for Brookings Doha Center and Brookings Institution India Center and wire transfer requests from the Brookings Tsinghua Center.
    • Reconciles Development’s unrestricted revenue on a monthly basis.

    Expense & Contract Management (30%)

    • Prepares and approves expenditure documentation including cash advance requests, check requests, purchase orders, contract payments, and reimbursement invoices.
    • Prepares and approves travel expense reports for employees and non-employees. Ensures that paperwork complies with the Brooking Institution’s travel policy, in addition to, following-up on questionable items as necessary.
    • Works to problem-solve expense issues that arise; initiates correction of expenditures recorded incorrectly; produces Journal Entry vouchers.
    • Coordinates review of all monthly internal charges from facilities, ITS and conference services; and makes corrections as needed.
    • Reconciles and reviews procurement card transactions.
    • Tracks contract payment terms and licenses for the Communications and Development departments.
    • Assists with writing, reviewing, and managing contracts. 

    Administrative Support (25%)

    • Maintains electronic budget files, reviewing regularly for organization and archiving as necessary.
    • Serves as an HR and IT liaison for the foreign centers.
    • Reviews and approves employee timesheets and makes corrections as necessary.
    • Participates in bi-weekly calls for Brookings Doha Center and Brookings Institution India Center; joins calls with Brookings Tsinghua calls as needed.
    • Assists with workflow review process for proposals and grants.
    • Supports OFPM as needed.


    Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:


    Education/Experience Requirements:

    Bachelor’s degree in accounting, finance, or related field.  Minimum four years of relevant work experience, two of which are in developing and successfully managing a budget of similar size required. Must be authorized to work for any employer in the U.S.  Some business courses preferred. Some background in a research, academic, or non-profit setting is preferred. Experience with financial management of foreign offices a plus.


    Knowledge/Skills Requirements:

    High level of attention to detail required; strong administrative and organizational skills; excellent communication skills required; knowledge of Microsoft Office Suite required; advanced Excel skills PeopleSoft knowledge a plus. Budget experience and/or familiarity with budgeting or accounting software required. Solid knowledge of budgets and accounting principles; must have a strong understanding of GAAP and fund accounting as well as a strong understanding of how business transactions are recorded  into the financial records of an organization. Ability to organize, analyze, present and communicate financial data. Must be a mature, self-motivated, team player who gets along well 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. Must be able to quickly and successfully learn new skills, workflows, and portfolios as needed. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

    Additional Information:


    What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.


    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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