Grants Administrator (Job ID: 2021-2729)

Posted Date 2 weeks ago(9/29/2021 12:28 PM)
Program
Office of Financial Services
Job Function
Accounting/Finance
Job ID
2021-2729
Salary
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.

 

Position Location: This position is based in Brookings' Washington, DC office. The person hired for this position must be willing to move to or currently reside in Washington DC, Maryland, or Northern Virginia by their date of hire.  

 

Operating status: Brookings eligible employees are currently authorized to work remotely but will be moving towards a hybrid plan later this year, which will require working both in the office and remotely. All vaccinated Brookings employees who wish to work from the office can do so. Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.  

 

Vaccine Policy: Brookings has made the safety of our staff and our surrounding community a top priority. As part of that commitment, Brookings recently announced that staff on Brookings campus this fall are required to be vaccinated against COVID-19.  Brookings will require all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings. 

 

As a visitor and/or a new employee at Brookings, you will be required to comply with the vaccination policy. Individuals invited for an in-person job interview or hired as an employee that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation.     

Responsibilities

Ready to contribute to Brookings success?

 

The Grants Administrator (GA) 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. This position is responsible for providing full-cycle grant administration support from proposal development to award closeout. The GA is responsible for maintenance of financial records related to grant awards, including data entry and integrity of award data in the financial system. S/he will draft donor financial reports in a timely and accurate manner. This person will work closely with finance and development staff across the institution to ensure that grants and contracts are in compliance with regulatory, funding agency, and policy requirements by ensuring that proper documentation is provided in award documents for accurate project set-up. 

 

Post-Award Administration (80%) 

  • Maintains PeopleSoft grant records and responsible for new award data entry including setting up new projects and activities as assigned.
  • 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.
  • Prepares award spending packages in the Brookings standard format for review and approval by grants leadership.
  • Creates ad-hoc PeopleSoft invoicing as needed.
  • Monitors and tracks milestone deadlines.
  • Works collaboratively with Accounting staff and Program Finance staff answering basic questions and providing basic deliverables in support of managing active awards within full compliance of the Institution’s donor guidelines and internal policies and procedures.

 Proposal Administration (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, 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 formulates solutions.
  • Provides support during grant and year-end audits by gathering award files and documentation as requested.
  • Other duties and projects as assigned.

Qualifications

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 or equivalent combination of education and experience required; degree in accounting or related business degree preferred.  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. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.

 

Successful completion of a background investigation is required for employment at Brookings.

 

Brookings welcomes and celebrates diversity in all its forms.  We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.

 

 

 

 

 

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