Deputy Finance Director

National Academies of Sciences, Engineering and Medicine
Washington, DC
Dec 01, 2021
Dec 04, 2021
Full Time
Job Description Summary:Reporting to the Director of Program Finance in the Office of the Chief Financial Officer, the Deputy Director, Program Finance, provides direction, management, and leads the business planning, financial, and budgeting activities for one program division, which operates only one program business model.Directs 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. Supervises financial staff and oversees the Finance Service Team for the division, ensuring coordination between direct supervisees, contract staff, and billing staff. Leads the team to provide the services needed and set a tone of collaboration, communication, and teamwork. Accountable for ensuring that financial services provided to the division align with stated Service Level Agreement.Ensures longer-term functional objectives are translated into shorter-term tasks, and establishes processes/procedures to ensure the effective and efficient operation of a somewhat complex function. Has authority to take whatever action deemed advisable or necessary, subject to organizational and departmental policies and rules. Provides innovative solutions to complex problems that impact business success at the project, program, and division levels. Serves as a resource to others. Directly manages exempt level employees. May manage nonexempt employees directly or through supervisors/leads.Job Description:ESSENTIAL JOB DUTIES:Leads a Finance Service Team to provide effective financial planning, budgeting, and financial analysis for one NASEM program division, working under one program business model, ensuring compliance with contractual obligations, budgetary limitations, and regulatory and audit requirements. Reviews the effectiveness of the services provided and holds the team accountable for the service level and goal achievement.Operates within a matrix finance organization, supporting a work environment focused on financial compliance, responsive customer service, and teamwork. Meets with the Finance Service Team to review and discuss financial matters. Works with each team member 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.Leads one finance team, responsible for planning, directing, and implementing policies and procedures that enable effective financial planning, budgeting, and financial reporting for business model. Works to continuously improve the end-to-end business processes that support efficient and effective program financial management through and consistent service levels in the specialized business model.Works with the financial staff in the division to meet or exceed the Service Level Agreements for business model. Works closely with multiple groups of internal customers, operating in business model, to provide the services need to support that business model.Leads the financial management and analysis at the division and board level, fulfilling the respective Service Level Agreement. Prepares, and oversees preparation, quality, timeliness, and delivery of, financial reports, planned or ad hoc, for the executive director and board directors and participates in meetings to discuss the finances and business operations. Provides thought partnership alongside the executive director to guide strategic decision making.Oversees the preparation of the division operating budget and all program estimates for the division. Monitors estimates, projections, and actual results throughout the year and adjusts estimates as needed. Gains a deep understanding of the division business and provides proper analysis to division management and CFO. Reviews and approves cost transfers, as needed.Leads the division finance staff to adhere to standardized processes and procedures, and utilization of financed-focused systems to improve overall financial operation and effectiveness at the division level and also the organization as a whole; seeks to find opportunities to continually improve operations. Responsible for quality assurance of all critical deliverables, working alongside other (Senior) Deputy Directors to align on expected output and encouraging alignment from their Finance Service Teams. Joins in project kick-off meetings to ensure alignment across Program and Finance Service Team regarding contract details and specifics.Works collaboratively with other (Senior) Deputy Directors of Program Finance to solve complex financial management problems and, within that group, serves as the point person for one or more topical areas, leading the group in proposing new solutions for the program finance staff.Coordinates with corresponding OHR liaison and/or administrative officer to ensure appropriate dissemination of staffing coverage information. Provides necessary financial information to guide staffing coverage decisions and provide foresight of staffing-related decision making.Conducts regular audits. Answers requests from internal and external auditors and oversees the compilation and dissemination of the information requested.Reviews cost estimates for proposal submission to federal agencies and private sponsors for projects and core support. Ensures proposed budget includes adequate financial staff support.Reviews proposed sponsor agreements to assess potential contractual problems, spending limits, deliverables, and reporting requirements. Oversees the assurance from Finance Support Team that accepted agreements are in compliance with National Academies' policies and procedures. Communicates with sponsor through lifecycle of project and ensures clear expectations and execution methods are established for expiration of contracts and trailing costs.Oversees all escalated financial issues for the divisions and their boards. Oversees implementation of new or revised finance policies and procedures, ensuring they are communicated and are complied with by staff and other applicable parties (eg, committee members). Ensures proper dissemination of information and process updates to Program staff, by providing context on processes and procedures.Provides leadership and mentoring for finance employees. Supervises the Senior Finance Business Partners, Finance Business Partners, Senior Financial Assistants, and Financial Assistants within the division and ensures the appropriate workload balance to meet the division financial needs. Assists in the training and development of employees to successfully perform current responsibilities and encourages development of staff for future roles. Initiates personnel actions, including performance, compensation reviews, and disciplinary actions.Works collaboratively with other Office of the Chief Financial Officer units, including Travel, Payroll, Budgeting and Cost Analysis, Office of Contracts and Grants, Procurement, and the Controller's Office and other operating units of the National Academies regarding division financial matters as necessary.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. Ensures that any privileged, sensitive, or confidential information is securely stored, disposed of, and transmitted according to the Institutional guidance. Ensures procedures are in place to maintain and protect confidentiality and to prevent disclosure. Trains and updates staff/team members on these issues periodically. NONESSENTIAL JOB DUTIESRelated duties and special projects as assigned.JOB SPECIFICATIONSRequired Knowledge, Skills, and Abilities: Extensive knowledge of accounting and financial principles, federal regulations, and OMB Circulars. Comprehensive knowledge of spreadsheet, forecasting, and other computer-based financial tools, with advanced skills in Microsoft Excel. Ability to solve intellectual problems that reflect substantial variety and complexity. Ability to serve as a resource to others in the resolution of complex problems and issues. Ability to operate with substantial latitude for independent judgement and action. Ability to work successfully in a team environment and 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.Minimum Education/Training Requirements: Bachelor's Degree in Accounting, Finance, Business, or related field, or equivalent knowledge. MBA preferred.Minimum Experience: Eight years of professional experience, three of which were in a supervisory capacity.Physical Capabilities: Ability to work at a computer for extended periods of time.Required Licenses, Certification or Registration: None.Supervisory Responsibilities/Controls: Reports to Director, Program Finance within the Office of the Chief Financial Officer. Establishes goals and objectives alongside supervisor. Supervises financial staff.Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site locations. In accordance with the National Academies' commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.The National Academies' Statement on Diversity and Inclusion:To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies' staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.Equal Opportunity Employer:It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.Employee Type:EmployeeScheduled Weekly Hours:37.5City/State:Washington, District of ColumbiaPDN-94cee3c4-df1c-4152-a7fd-fd32f27f0ee8