Senior Financial and Administration Officer - Gulf Executive Office
**A Cover Letter is required
The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.
In 2013, the National Academies of Sciences, Engineering, and Medicine established the Gulf Research Program to enhance oil system safety and the protection of human health and the environment in the Gulf of Mexico and other U.S. outer continental shelf areas. The Program seeks to improve understanding of the region’s interconnecting human, environmental, and energy systems and fostering application of these insights to benefit Gulf communities, ecosystems, and the Nation by supporting through funding opportunities and fellowships.
Working as a financial and administrative partner with the Executive Director, the person in this role directs and manages the financial, budgeting, and administrative activities of the Gulf Research Program to ensure responsible financial management of the Program, compliance with federal rules and regulations, and stewardship of $500M in assets. Responsibilities include projecting and accounting program finances, serving as the post-award manager for awarded grants and fellowships, supervising and mentoring administrative and financial staff, and establishing processes/procedures to ensure the effective and efficient operation of administrative procedures. The incumbent has significant authority to take whatever action deemed advisable or necessary, subject only to organizational and departmental policies and rules.
ESSENTIAL JOB DUTIES:
1. Leads and manages all financial activities for the program. Oversees all financial matters, such as the review and authorization of expenditures. Ensures compliance with auditing requirements, contractual obligations, and budgetary limitations. Conducts regular audits. Answers requests from internal and external auditors, compiling and forwarding required information. Advises staff on Academies’ and program policies and procedures on financial matters.
2. Prepares short and long-term financial projections based on various project schedules and investment return portfolios. Presents financial projections to the Executive Director, senior leadership, and Advisory Board. Uses visual graphic presentations to effectively communicate financial data and projections.
3. Leads the preparation of program’s budgets, annual report financial summaries, annual and other funding requests to the National Academies leadership, and other aspects of strategic financial planning. Monitors financial reports regularly and takes appropriate action as needed. Works closely with OFCO.
4. Reviews and coordinates proposals and contracts/grants submitted by the Gulf Research Program. Prepares cost estimates for proposals submitted by the Gulf Research Program. Reviews proposed sponsor agreements to assess potential contractual problems, spending limits, deliverables, and reporting requirements. Ensures that accepted agreements are in compliance with National Academies’ policies and procedures. Serves as a liaison with the Office of Contracts and Grants. Responds to questions and inquiries regarding proposals and contracts.
5. Manages the financial and administrative processes for grants and fellowships offered by the Gulf Research Program. Reviews applicant budgets, including justifications, and grantee’s mid-term and final financial reports to confirm accuracy and identify issues or questions. Follows up with grantees and fellows to resolve contractual issues and processes contractual modifications and close-out issues. Prepares grant and fellowship award letters and agreements. Works with Academies offices on the preparation of the agreements and to process of payments for grants and stipends awarded. Tracks deadlines for different aspects of the granting and fellowship process, including deadlines for submission of applications, reviews, and mid-term and final reports, as well as payment due dates.
6. Manages administrative activities for the program. Manages and supervises team to ensure administrative needs are met. Trains and mentors employees to successfully perform current responsibilities and encourages professional development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork.
7. Liaises with the Office of Human Resources on personnel matters such as recruitment, training and coaching, and employee separations/terminations. Initiates personnel actions, including performance and compensation reviews and disciplinary actions. Interprets and ensures consistent application of policies and procedures. Review and approve staff time for the program, including tracking staff leave requests and policy compliance.
8. Oversees the management of the purchase and distribution of equipment, computers, furnishings and other office supplies.
9. Oversees office space planning in coordination with the Executive Director to ensure equitable and growing staff needs of the program.
10. Other duties as assigned.
Required Knowledge, Skills, and Abilities: Comprehensive knowledge of accounting and financial principles and related federal regulations and human resources principles. Ability to solve problems of substantial variety and complexity and serve as a resource to others in that capacity. Ability to undertake tasks broad in nature, requiring ingenuity, and originality. Ability to operate independently, and exercise significant latitude for independent judgment, discretion, and action. Experience working in complex environments with a high degree of organizational effectiveness. Ability to work successfully in a team environment and to form and maintain effective teams. Ability to develop relationships with co-workers and employees in other Academies’ departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees. Experience in grant-making processes a plus.
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