Grants Administrator (Job ID: 2020-2314)

Posted Date 1 month ago(3/11/2020 11:42 AM)
Office of Financial Services
Job Function
Job ID
Commensurate with experience


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 Grants Administrator is accountable for the maintenance of financial records related to awards, including data entry and accuracy of award data in the financial system. This position is responsible for providing full-cycle grant support from assisting with funding proposal review to award closeout. This person will work with Program Finance and Development across the Institution to ensure that grants and contracts are accurately set-up in PeopleSoft and all supporting documentation is accurate, complete and consistent with the Brookings policies, processes and procedures. S/he will draft donor financial reports in a timely and accurate manner. The Grants Administrator will work with the Assistant Director of Grants and Contracts to implement more efficient processes and consistencies and standardize reports related to grants to the programs. The Grants Administrator is a member of the Grants Management team in the Office of Financial Service at Brookings and reports to the Director of Grants and Contracts.


Post-Award Data and Records Maintenance (60%)   

  • Maintains PeopleSoft grant records and responsible for new award data entry including setting up new projects and activities as assigned.
  • Enters grant terms and conditions into the PeopleSoft system and amends the information in the system, as warranted.
  • Maintains award documentation (both physical and electronic files) in an accurate, efficient and consistent manner.
  • Maintains accurate internal tracking logs with new award and donor specific information.


Post-Award Reporting Support (20%)

  • Prepares award financial reports in the Brookings standard format for review and approval by the Assistant Director or Director.
  • Drafts financial reports to donors by retrieving appropriate data from PeopleSoft, completing a standard Brookings reporting template, and providing any other necessary information for review by the Assistant Director or Director.
  • Quickly and effectively responds to requests from Accounting and Program Finance staff.
  • Fields general questions and provides input in support of managing awards within compliance of the Institution’s donor guidelines and internal policies.
  • Monitors and tracks milestone deadlines.
  • Creates PeopleSoft invoicing.

 Proposal Review and Preparation (10%)

  • Supports the Assistant Director and Director of Grants and Contracts during proposal routing and review process by ensuring that complete proposal packages are ready for review, verifying information entered into Brookings systems, communicating with Program Finance staff on the status of proposal packages.
  • Prepares standard forms required by Donors for proposal submission including standard Federal forms.
  • Works with the Assistant Director and Director of Grants and Contracts during award negotiation to ensure that the most accurate and up to date award documents are being reviewed prior to Institutional acceptance.


General Administration (10%)

  • Troubleshoots PeopleSoft issues and proposes solutions and process improvements to the Assistant Director and Director.
  • Supports the Assistant Director and Director, provides support during grant and year-end audits by gathering award files and documentation as requested.
  • Other duties and projects as assigned.


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 or equivalent combination of education and experience required.  Minimum two years of relevant work experience required. Experience in ERP systems required; proficiency of PeopleSoft Financials highly desired. Federal grant experience a plus. Experience at a non-profit organization desired. Must be authorized to work for any employer in the U.S. 


Knowledge/Skills Requirements:


Working knowledge of nonprofit financial operations and grant administration skills.  Strong computer skills and knowledge of the Microsoft Office Suite (advanced Excel, Word and SharePoint skills preferred) and Adobe Pro. Keen attention to detail is essential. Ability to work independently; prioritize and manages time to meet deadlines.  Excellent data visualization, communication, interpersonal and customer-service 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. Demonstrated analytical and problem-solving abilities. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. 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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