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The Senior Budget Analyst will support and oversee high-level financial activities for a portfolio of departments and programs within the School of Foreign Service (SFS). This support includes budget management, monitoring spending, training/supporting department-level finance staff, forecasting, analysis, providing expert information on financial policies and regulations, advising the CFO on any issues that may affect the efficient operation of all departments within the SFS and serving as a contact to the assigned Program Directors for finance-related activities. In addition, the Senior Budget Analyst may serve at the Financial Administrator for a small portion of the portfolio. Working with the other Senior Budget Analysts and the CFO, the incumbent will seek efficiencies in the budget and finance processes, improve reporting, and help form and improve SFS and campus-wide financial policies. Holding a variety of roles in the General Ledger (Georgetown Management System) including Cost Center Manager, Cost Center Buyer, Requisitioner, Journal Preparer, and Expense Preparer, the Senior Budget Analyst has additional duties include but are not limited to:
Planning and Budgeting
Under the leadership of the CFO, participate in the annual planning and budgeting process.
Assist CFO with development and reconciliation of the annual budget for assigned portfolio of departments, providing CFO and Program Directors with financial analysis necessary to make informed decisions.
Manage and maintain position budget for SFS (portfolio) faculty and staff within portfolio, ensuring that the database lists all approved positions in SFS and accurately reflects current staffing, salaries, and cost center distributions.
Ensure that operating budgets reflect compensation levels as identified in the database.
Track annual salary adjustments by merit increases, promotions, equity and other adjustments.
Prepare and process budget revisions (for assigned departments) as and when required.
Participate in suggesting ideas/tools/processes to the CFO (and other Senior Budget Analysts) that will improve budget creation, resource allocation, and budget to actual reporting process.
Financial Administrator for Programs or Special Projects
Serve as Financial Administrator for programs either on an ongoing basis or as a temporary basis as a result of vacancies.
Work on special projects for the CFO.
May supervise additional staff who serve primarily as Financial Administrators for a portion of the portfolio.
Financial Reporting and Management
Generate monthly variance reports and budget to actuals at a high level for all assigned departments/portfolios.
Make sure Finance Administrators within portfolio are completing reconciliations and other assigned finance responsibilities.
Assist in monthly management reports for review by SFS Dean and CFO.
Proactively monitor special funds' performance and alert CFO and Dean to opportunities and threats.
Build rapport with program/center administrators to facilitate an open and transparent reporting process and provide guidance on budget management.
Primary and Secondary Duties
Serve as primary lead for Awards (sponsored funding), Contracts and Procurement, or training and communication (note the lead on awards would spend 20% here and have a slightly smaller portfolio of programs).
Serve as secondary lead for Awards (sponsored funding), Contracts and Procurement, or training and communication (note the lead on awards would spend 30% here and have a slightly smaller portfolio of programs).
Requirements and Qualifications
Bachelor's Degree in business, accounting, math, economics or finance, or a related area with work experience or significant coursework in accounting and finance; Master's degree preferred
A minimum of 4 years of financial management experience, preferably in a university or other non-profit organization
Proficiency with enterprise-wide financial systems as well as advanced knowledge of Excel
Command of general business practices as they apply to non-profit or higher education organizations
Ability to interpret and apply complex policies and procedures, develop innovative approaches and adapt to changes in policies and technologies
Excellent interpersonal and written communication skills, analytical skills, ability to meet deadlines, and to manage projects across programs with demonstrated ability to proactively solve problems
As either the primary or secondary Department Financial Manager for Sponsored Projects, the employee is responsible for communicating and maintaining the responsibility matrix with the Campus and University-wide awards team and making sure all parties are aware of their responsibilities. Ensure compliance with sponsor's requirements. Within 30 days after the close of the month (generally the 8th business day after the end of the month), the duties to be performed by the employee include, but not limited to:
Work with the SPFO and Cluster Research Managers to make sure that roles are well defined overall, for each Program, and for each individual award.
Review and reconcile expenses on the Center Status Reports for assigned programs to ensure that the expenses are a) allowable by the sponsor for the project, b) allocable to the project, c) reasonable and necessary, d) supported by required documents, and e) within the budgeted amounts (this role will be shared with 2+ people within SFS).
Ensure that department/program staff review salary distributions to ensure that they reasonably reflect employees' level of effort on project. Review associated fringe benefits for accuracy.
Work with program-level Financial Administrators to ensure that the department/programs review the commitments of key personnel, to ensure the costs reasonably reflect the level of effort committed to the sponsors as part of proposal and notify OSP/OSR of significant variances.
Review the calculation of indirect cost recovery to ensure accuracy.
Process all corrections and adjustments within 60 days of when the charge initially posts to the financial system (posted date for non-payroll and pay period end date for payroll transactions) and ensure corrections and adjustments are reviewed and approved according to the signature authority policy and supported by appropriate documents.
Contracts and Procurement
The primary lead for Contracts and Procurement is responsible for understanding University-wide practices and making sure SFS follows the University rules. This person will work with Main Campus Finance to give feedback on how the processes are working, track cases where the process is broken, and serve as the subject-area expert for Contracts and Procurements within SFS. Along with the secondary lead, the contracts lead will propose revision and improvements to the process within SFS.
Training and Communication
The primary lead on training and communication will set up monthly meetings for the SFS Finance working group, attend Main Campus training sessions, work with the BSC to maintain the finance information on the SFS Finance and Administration Website, track and communicate central training that is available, and maintain an onboarding plan for new staff with finance responsibility within programs or departments. These responsibilities will be supported by the secondary lead of Training and Communication.
In addition to being lead in one of the areas above, each of the Senior Budget Analysts will be expected to contribute in all areas and to be the secondary lead in one area aside from their primary area. The SFS Finance team will meet periodically to consider rotations of leads in each area, and to add new areas if required.
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Internal Number: JR08597
About Georgetown University
Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world.