Program Finance (Senior Finance Business Partner)

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Keck Center

National Academies of Sciences Engineering Medicine

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Full time

Overview: <strong>Req. No.: R0001852</strong><br /><br />Reporting to a Senior Deputy Director or Deputy Director of Program Finance, the Senior Finance Business Partner manages and leads financial and budgeting activities for multiple and complex projects within a division's portfolio. Accountable for delivering timely and accurate comprehensive reports and financial information across boards within aligned division. Coordinates the activities of a variety of financial functions that support the program financial management activities, covering both pre-award and post-award activities for the division. Works with their Finance Service Team to provide the services needed and to support an environment of collaboration, communication, and teamwork.<br /><br />The primary duties are directly related to the financial management of assigned boards/programs. Prepares budget estimates and projections based on actual performance, previous budget figures, estimated revenue, expense reports, and other components for an assigned portfolio of projects at appropriate levels in line with established Service Level Agreements. Reviews and approves expenditures to ensure adherence to budget and other compliance requirements, such as sponsor agreements. Maintains records of expenses and budget balances and reconciles monthly financial reports. Analyzes expenditures and revenues, budget variances, and compiles regular and special statistical reports for internal and external customers.<br /><br />Applies in-depth professional level knowledge to independently solve a full range of complex problems to cultivate business success at the project, board, and division levels. Assignments are broadly defined and require judgment and creativity to complete. Has authority to take action deemed advisable or necessary, but is required to advise superiors and encouraged to team with other Finance business partners. Some persuasion, negotiation, and compromise involved in interchanges. Hires, trains, manages, and evaluates predominantly support staff. May establish processes/procedures to ensure the effective and efficient operation of somewhat complex functions.
Responsibilities: <ul> <li> <p>Operates within a matrix finance organization, supporting a work environment focused on financial compliance, responsive customer service, and teamwork. Meets with (Senior) Deputy Director to review and discuss financial matters. Works in partnership with other team members and (Senior) Deputy Director to embrace the values of collaboration and communication and understand the roles of each team member and team goals, striving to collectively meet those goals.</p> </li> <li> <p>Provides financial management and analysis for a portfolio of multiple and complex projects within a division. Oversees timely and accurate preparation of reports &ndash; generated for boards and divisions using PeopleSoft &ndash; and constructs analyses of budget versus actual analysis monthly. Prepares financial projections and various financial reports, ensuring all reporting requirements are met, per Service Level Agreements.&nbsp;</p> </li> <li> <p>Provides decision support for accountable board(s)/program(s), responsible for reporting and analysis of a board's financial position. Prepares the board&rsquo;s operating budget. Monitors throughout the year for accuracy and adjusts estimates as needed. Meets with board directors regularly to review budgets and ensures funds are being used appropriately.&nbsp;</p> </li> <li> <p>Assists (Senior) Deputy Director in monitoring compliance with institutional policies. Regularly reviews work to ensure accuracy and compliance. Generally, ensures compliance with policies, federal regulations, auditing requirements, contractual obligations, time schedules, and budgetary limitations. Responds to requests from internal and external auditors, researching audit compliance requests, compiling, and forwarding required information. Meets with auditors as necessary.</p> </li> <li> <p>Provides ad hoc reports, projections, and engagement with Program staff, as requested and defined in Service Level Agreements or otherwise. Coordinates with (Senior) Deputy Director of Program Finance to ensure accuracy and quality.</p> </li> <li> <p>Reviews, coordinates, and drafts final prospectuses, proposals, and contracts/grants. Prepares budget/cost estimates for proposal submission to Federal agencies and private sponsors for projects and core support. Reviews proposed sponsor agreements to assess potential contractual problems, spending limits, deliverables, and reporting requirements.&nbsp;</p> </li> <li> <p>Frequently works collaboratively with their (Senior) Deputy Director and Finance Service Team to solve complex financial management problems. Oversees and works in close coordination on all escalated financial issues from counterparts in program staff.&nbsp;</p> </li> <li> <p>Provides leadership and mentoring for finance employees. May supervise employees, assigning work and initiating a variety of personnel actions. Trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork.&nbsp;</p> </li> <li> <p>Oversees the financial management lifecycle of projects, as assigned by the (Senior) Deputy Director, in collaboration with the division&rsquo;s contract staff member and billing staff member, to ensure accurate award set-up, appropriate expenditures and tracking, and accurate and timely invoicing, fulfilling services defined in Service Level Agreements. Understands full contract information and leads the dissemination of information and process updates to Program staff, by providing context on processes and procedures. Organizes and leads regular meetings to align on all necessary components of a project&rsquo;s finances, particularly a kickoff meeting at the start of each contract to align on requirements.</p> </li> <li> <p>Reviews and approves sponsor invoicing and financial reports for all assigned projects and facilitates the preparation of documentation and support for invoice submission. Resolves any issues with monthly invoices and provide billing support as needed. Monitors timely invoicing and works with the billing staff to resolve delays or issues as needed, reevaluate compliance of expenditures as required.</p> </li> <li> <p>Prepares project / program budgets and supports (Senior) Deputy Director of Program Finance. Monitors throughout the lifecycle of the project for accuracy and adjusts estimates as needed. Meets with relevant project staff regularly to review budget and ensures funds are being used appropriately. Makes corrections as necessary.</p> </li> <li> <p>Has authority to approve invoices across projects / programs and access to unit salary data.</p> </li> <li> <p>Maintains an appropriate standard of confidentiality. When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others. Accesses confidential information for work-related reasons only following the policies and procedures of the organization.</p> </li> </ul> <p>&nbsp;</p> <p><strong>NONESSENTIAL JOB DUTIES</strong></p> <ul> <li> <p>Related duties and special projects as assigned.</p> </li> </ul>
Requirements: <p><strong>Required Knowledge, Skills, and Abilities:&nbsp;</strong>&nbsp;Comprehensive knowledge of accounting and financial principles, related federal regulations, and OMB Circulars. Ability to perform financial analyses. Comprehensive knowledge of spreadsheet, forecasting, and other computer-based financial tools, including advanced Excel skills. Ability to be highly detailed and accurate in work produced. Ability to solve intellectual problems that reflect substantial variety and complexity. Serves as a resource to others in the resolution of complex problems and issues. Ability to operate with appreciable latitude for independent judgement and action. Ability to work successfully in a team environment and to form and maintain 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 with a proven ability to effectively interact with all levels of employees.</p> <p><strong>Minimum Education/Training Requirements:</strong>&nbsp;&nbsp;Bachelor's Degree in Accounting, Finance, Business, or related field, or equivalent knowledge.&nbsp; MBA preferred.</p> <p><strong>Minimum Experience: &nbsp;</strong>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;&nbsp;Ability to work at a computer for extended periods of time.</p> <p><strong>Required Licenses, Certification or Registration:</strong>&nbsp;&nbsp;None.</p> <p><strong>Supervisory Responsibilities/Controls:&nbsp;</strong>&nbsp;Reports to Deputy Director of assigned division. General direction is provided. May have supervisory responsibilities.</p>