Deputy Director of Finance and Business Operations

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

NAS Building

National Academies of Sciences Engineering Medicine

<br /><br />The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

keywords: position summary,position details,financial/business analysis,staff engagement/administrative liaison,vendor/contract management,policy/compliance,education,experience,knowledge, skills, and abilities,collaboration,communication,leadership

Full time

Overview: <strong>Req. No.: R0001791</strong><br /><br />Under the strategic direction of the Director of Finance and Business Operations, the Deputy Director, Finance and Business Operations provides high-level financial and budgeting analyses and strategic administrative oversight for the PNAS Finance department. The Finance team provides budgeting/finance, administrative, and subscriptions/licensing oversight for PNAS journal operations. <br /><br />The deputy supports the unit&rsquo;s financial activities, covering revenue modeling and expenditure management for the unit&rsquo;s portfolio of journals (PNAS and PNAS Nexus). Leads internal audit reviews of revenue and expense accounts for proper allocations and establishes reconciliation processes. Manages and tracks budget forecasts, maintaining in-depth knowledge of variances.<br /><br />In addition, the deputy will partner with the director to develop and oversee vendor contract agreements for optimal pricing and adherence to performance levels, seeking ways to maximize cost savings without sacrificing service quality. Working closely with the Director, the deputy creates and manages policy/compliance regulations for travel, reimbursement, meeting expenses, equipment purchases, vendor agreements, etc., for the journal portfolio.<br /><br />The deputy serves as the key liaison for staff/workforce development initiatives and organizational culture within the unit. Working with PNAS leadership and through staff engagement, the deputy will collect insights into the unit&rsquo;s current culture. Under the Director&rsquo;s leadership works closely with RSOs, the deputy will develop and execute initiatives and tactics to shape and influence a culture that reflects the unit&rsquo;s values. To be successful, the deputy must fully embrace and support diversity, equity, and inclusion (DEI) values and will be a key driver of DEI-focused activities, including mentorships, continuing education coursework, and community engagement activities.<br /><br />As deputy director, incumbent will share responsibilities with the director to organize and run staff meetings. Direct reporting staff will initially include the Financial Admin/Subscriptions Assistant. Incumbent may also supervise financial, administrative, and subscriptions support staff. <br /><br />A collaborative and team-first mentality is essential, and the deputy will work closely with team members, including the Financial Officer and Senior Subscriptions Specialist, to maintain open communication and ensure alignment. Must have an adaptive, growth mindset and be independently driven, resourceful, and current with the latest staffing and business trends. The deputy will thrive in a continuous improvement culture and take initiative to evaluate workflows and introduce new techniques to improve operational efficiency. The incumbent will be required to convey new initiatives and complex financial information in an easy-to-understand manner to PNAS leadership and stakeholders. Excellent communication skills, and the ability to communicate effectively with all levels of staff of diverse backgrounds, are critical.
Responsibilities: <p><strong>Financial/Business Analysis:</strong></p> <ul> <li>Assists the director in preparing the PNAS and <em>PNAS Nexus</em> operating budgets. Monitors expense estimates, projections, and actuals throughout the year and adjusts forecasts as needed.</li> <li>Maintains a deep understanding of the portfolio of journal operations and prepares necessary analyses to the Director and PNAS leadership. Reviews and approves journal budget entries as required.</li> <li>Maintains awareness of publishing industry trends and global market indicators that affect business operations, agreement deals, and pricing models.</li> <li>Assists in the preparation, review, and QC of year-end financial reports for the Editorial Board and Committee on Publications meeting.</li> <li>Provides thought leadership alongside the Director to inform strategic decision-making.</li> <li>Assists RSOs to document business process needs. Leverage cross-departmental insights to inform selection and application of best-in-class tools and resources by function. Analyzes and measures the effectiveness of existing resource tools and investments. Recommends best practices and solutions.</li> </ul> <p><strong>Staff Engagement/Administrative Liaison:</strong></p> <ul> <li>Collaborates with the Director, RSOs, and PNAS senior leadership to develop curated training content for PNAS staff at all levels to enhance unit performance and drive professional development.</li> <li>Collaborates, influences, and motivates others to further unit objectives while promoting diversity, inclusion, and belonging in multiple aspects of the unit&rsquo;s mission and operations.</li> <li>Helps rebuild and maintain the PNAS staff mentor program; implements and establishes the PNAS Diversity and Inclusion mentorship program.</li> <li>Maintains PNAS Intranet content and collaborates with the content marketing team to facilitate and promote internal communications.</li> <li>Approves ITS service/access requests for staff. Authorizes all equipment and software purchasing and maintain inventory for PNAS internal hardware purchases.</li> <li>Processes temporary staffing requests and contract approvals.</li> </ul> <p><strong>Vendor/Contract Management:</strong></p> <ul> <li>Reviews contractual agreements for accuracy and completeness; identifies discrepancies and seeks clarification or revisions from service providers.</li> <li>Works closely with RSOs to review performance standards and pricing compliance, and provides guidance whenever intervention is required with vendors.</li> <li>Collaborates with RSOs in the early planning stages with vendors for optimal pricing and service efficiency.</li> <li>Liaises with other Office of the Chief Financial Officer units, including Travel, Payroll, Budgeting, Office of Contracts and Grants, and Procurement, to ensure all vendor agreements meet internal compliance guidelines and regulations.</li> </ul> <p><strong>Policy/Compliance</strong></p> <ul> <li>Manages implementation of and compliance with new or revised finance policies and procedures, ensuring they are communicated effectively to staff and other applicable parties (e.g., Board members, Associate Editors, etc.). &nbsp;Ensures information and process updates are contextualized appropriately when disseminated to staff.</li> <li>Maintains an appropriate standard of confidentiality in all matters. When handling secure, sensitive, or confidential information and issues, maintains strict confidence and exercises care to prevent inappropriate disclosure to others. Must demonstrate sound judgment and only share privileged information when an individual or institution may be at risk. Ensures that personal data or confidential information is securely stored, disposed of, and transmitted according to PNAS and NASEM guidelines. Ensures procedures are in place to maintain and protect confidentiality and to prevent disclosure. Trains and updates staff/team members on these issues periodically.&nbsp;</li> </ul> <p><br /><strong>NONESSENTIAL JOB DUTIES</strong>&nbsp;</p> <ul> <li>Related duties and special projects as assigned.</li> </ul>
Requirements: <p><strong>Required Knowledge, Skills, and Abilities:</strong>&nbsp;&nbsp;Extensive knowledge of accounting and financial principles, federal regulations, and OMB Circulars. Comprehensive knowledge of spreadsheets, forecasting, and other computer-based financial tools, with advanced skills in Microsoft Excel. Ability to solve intellectual problems that reflect substantial variety and complexity. Maturity, judgment, and proven ability to lead and serve as a resource to others in the resolution of complex problems and issues. The ability to collaborate and motivate others to further organizational values and unit objectives with a demonstrated commitment to DEI in all areas. Ability to operate with considerable latitude for independent judgment and action. Ability to work successfully in a team environment, forming and maintaining effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills and proven ability to engage effectively with all levels of employee.</p> <p><strong>Minimum Education/Training Requirements:</strong> &nbsp;Bachelor's Degree in Accounting, Finance, Business, or related field, or equivalent knowledge.&nbsp;&nbsp;</p> <p><strong>Minimum Experience:</strong> &nbsp;Six years of related professional experience, two years of which were in a supervisory capacity (if the job includes supervisory responsibilities).</p> <p><strong>Physical Capabilities:</strong> &nbsp;Ability to work at a computer for extended periods of time.</p> <p><strong>Required Licenses, Certification or Registration:</strong> &nbsp;None.</p> <p><strong>Supervisory Responsibilities/Controls:</strong> &nbsp; Reports to Director, Finance and Business Operations Establishes goals and objectives alongside supervisor. Supervises staff .</p>