• Assistant Director, Grants and Contracts (Job ID: 2019-2234)

    Posted Date 2 weeks ago(1/7/2020 10:27 AM)
    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 Service (OFS) is dedicated to supporting the mission of Brookings by ensuring and enhancing its financial health and promoting financial efficiency and innovation. We accomplish this by safeguarding the institution’s assets, stewarding donor contributions and providing quality and client-driven service characterized by professionalism, integrity, reliability, transparency, accountability, expertise, and above all else – respectfulness and fairness. OFS is comprised of Accounting, Financial Planning and Management, Financial Operations and Investments. 


    The Accounting Office manages the functions of General Accounting, Accounts Payable, Payroll, Tax Reporting, Accounts Receivable and Financial Systems.


    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. This includes financial management of Institutional Initiatives and all Business Units. OFPM also oversee grants financial management for the Institution, which consists of a diversified funding portfolio, including U.S. and foreign governments, private foundations, individuals and Universities.


    Financial Operations is responsible for Procurement and the general operations of OFS which includes policies, project management, administration, staffing and internal communications.


    The Investment Office manages Brookings’ financial assets, particularly the long-term endowment funds originally established by Robert and Isabella Brookings and augmented since by other donors. Approximately 45 legally separate funds support both restricted and unrestricted operations. The funds are pooled into a single investment portfolio that is broadly diversified.


    Ready to contribute to Brookings success?


    The Assistant Director, Grants and Contracts, with support from the Director of Grants and Contracts, will be the primary point of contact and work collaboratively with stakeholders from Accounting, Development, IT, and Program Finance to ensure compliance and efficiency across the Institution’s award portfolio including proposal development and submission. This position is responsible for the day-to-day management of pre-and post-award grant administration at the Institution including proposal development, donor financial reporting, and revenue tracking. The Assistant Director will also serve as a participant in internal and external audits and will diplomatically communicate complex issues and challenges amongst internal and external stakeholders.  The Assistant Director is a key member of the Grants Management team in the Office of Financial Service at Brookings and reports to the Director of Grants and Contracts (Director).


    Post-Award Grants and Contracts Administration (60%)

    • Responsible for timely and accurate financial reporting on all Brookings awards, in close collaboration with each Program Senior Financial Officer and Grant Administrator.
    • Accountable for tracking milestones and deadlines for all awards across the Institution, quickly flagging risks and potential issues to the Director and Program Financial staff.
    • Supports the Grants Accounting Technical Lead through monitoring Accounts Receivable (A/R) balances and coordinating collection efforts across all departments, including Development and Accounting.
    • Provides audit support as required including, but not limited to, preparation of Institutional audit schedules, responding to auditor requests, and working with Program and Central stakeholders on Institutional as well as grant specific audits.
    • Manages revenue tracking (Revenue Summary documents) for the Institution, presenting the information in a consistent manner across all Research Programs.
    • Responsible for supporting the Director through oversight of federal award compliance including contract review, compliance, invoicing and payment review. Responsible for all federal reporting. 
    • Prepares and manages the Schedule of Expenditures on Federal Awards (SEFA) and the Uniform Guidance audit backup documentation.

    Pre-Award Grants and Contracts Administration (20%)

    • Supporting the Director, provides a full review of all funding proposals to ensure compliance with Institutional policies and donor guidance.
    • Works with Program Finance staff on developing proposal budgets as required.
    • Participates as needed in negotiations of proposals and agreements.
    • Develops and continuously improves a comprehensive process map of all pre-award related activities.
    • Supporting the Director, develops, manages, and updates all templates and worksheets that support award compliance and grant trainings across the Institution. Examines contract and grant terms and conditions before acceptance by the President, Treasurer, and Controller.   Addresses any disparities in terms with appropriate stakeholders.
    • Tracks and monitors donor allocation rates to ensure consistency across sponsors and Brookings Research Programs.
    • Provides a full and comprehensive review of all new grant agreements (NGARs), flagging any financial, legal, and other compliance risks and works with the Director to resolve them.

    Departmental and Systems Administration (15%)

    • Supports the Director in writing, revising and maintaining a comprehensive grants manual.
    • Creates and maintains related project records in PeopleSoft which includes: revenue recognition, multi-job cost allocations, reports and other deliverables.
    • Troubleshoots PeopleSoft issues and formulates solutions.
    • Participates in monthly grant review meetings with the Program staff to review the Life to Date (LTD) report, milestones, accounts receivable and any other grant related issues.
    • Responsible for quality control checks of data entered into the financial systems (PeopleSoft) as well as control logs used by the Grant Administrators.

    Other Duties as Assigned (5%)


    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 required.  Minimum of eight years of relevant grant management experience with a variety of funding sources including governmental, multilateral and private foundations required.  Experience working with external auditors is required, as is experience negotiating the terms and conditions of new awards.  Pre-award experience required.  Prior experience at non-profit organizations and/or institutions of higher education strongly preferred.


    Experience with large-scale ERP systems, development of reporting tools and mapping of processes required.  Experience with PeopleSoft strongly preferred.  Must have strong knowledge of Microsoft Office suite including Excel, Word, and PowerPoint. Experience managing full cycle of an award including pre-and post-award required.


    Proven track record of successful, effective donor negotiations.  Ability to make sound decisions and apply creative problem solving.  Demonstrated track record of establishing and sustaining interpersonal and professional relationships with donor representatives and partners. 


    Excellent data visualization, communication, interpersonal and customer-serve skills required and ability to communicate effectively with all levels of staff throughout the organization and build relationships across multiple functions and all levels of an organization.  Advanced Excel and data manipulation skills required. Must be authorized to work for any employer in the U.S.



    Knowledge/Skills Requirements:


    Ability to use judgment and knowledgeable of best practices for process improvement.  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 setup.  Consistently works within internal process and procedures and ensures others do the same.  Excellent written and oral communication skills; ability to make effective and persuasive presentations to small and large groups. 


    Keen attention to detail is essential.  Ability to work independently; prioritize and manages time to meet deadlines.  Demonstrated analytical and problem-solving abilities.  Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities.  Ability to think creatively to develop novel solutions for complex problems and think “outside of the box” preferred.  The ability to handle confidential information is necessary.


    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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