Finance Coordinator, Global Economy and Development (Job ID: 2020-2461)

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The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

The Global Economy and Development program at Brookings aims to shape the policy debate on how to improve global economic cooperation and fight global poverty and sources of social stress.

Please note: This position is based in Brookings' Washington, DC office. In response to COVID-19, Brookings staff are temporarily teleworking. The person hired for this position must be willing to move to or currently reside in Washington DC, Maryland, or Northern Virginia by their start date.

The Finance Coordinator is responsible for a broad range of financial administration within the Global Economy and Development program; the Finance Coordinator supports the program’s Director of Finance and Operations and Financial Managers in a variety of financial matters.

Financial and Contract Administration (65%)

• Reviews, prepares and processes expenditure documentation and handles all transactions for Global projects (transactions include travel expense reports (TERs), cash advance requests, check requests, library purchases, procurement items, and any other purchases).
• Serves as primary liaison with program, procurement and accounting for all purchases including TERs and TER related questions; troubleshoots issues with relevant staff.
• Reviews all TERs for accuracy and ensures expenses follow Brookings’ travel policy guidelines; approves all program TERs in SharePoint in coordination with Finance Managers; monitors approval process of TERs and confirms payment.
• Monitors, reconciles and processes all paperwork for core program Purchasing Card (P-Card), and codes p-card transactions in PeopleSoft (PS) in collaboration with Director of Finance and Operations (DFO). Scans all program p-card statements and receipts for Program files and submits originals to Accounting.
• Coordinates, for the finance team, the monthly review of all program-wide internal charges and reconciles against prior month changes, including facilities, ITS surcharges and conference services charges; makes corrections as needed for certain Global projects.
• Works with finance team to problem-solve payment and accounting issues that arise; initiates journal entries to correct expenditures recorded erroneously for certain Global projects including the reclassification account.
• Trains new staff in processing all types of expenses; advises staff on technical processes and provides or confirms project numbers; serves as primary contact for certain Global projects on expenditure policy questions and resources, procedures, and guidelines.
• Maintains petty cash bank including monthly reconciliation; reviews, approves and fulfills petty cash requests.
• Sets up projects in PeopleSoft and complete NGARs in the SharePoint site for the DFO.
• Manages the Financial Grant tracker and ensures all information is up-to-date.
• Maintains electronic financial files and folders.
• Drafts, proofreads and modifies certain contracts for the program; guides contracts through SharePoint approval process; monitors and tracks approvals; provides staff reminders and answers questions.
• Schedules and manages timely contract payments for Global projects.
• Maintains and updates contract deliverables and payment tracker. Presents the contract deliverables and payment tracker at the weekly finance meeting.
• Coordinates weekly Finance/Development meeting by preparing finance meeting agendas, ensuring conference room is reserved and the necessary materials are provided. Takes notes and assists in tracking follow-up items, as necessary.
• Assists DOF with photocopies, faxes, setting up meetings and mailing documents/packages.
• Manages and updates the Global Finance calendar.
• Other duties as assigned.

Program Operations (25%)

• Serves as a Technology Liaison for the Program - troubleshoots IT issues; reviews and submits requests for standard and nonstandard software; ensures that ConnectUs submissions are responded to promptly; participates in monthly Brookings Technology (BTech) Liaison meetings; organizes the rollout of new technology initiatives within the Program; coordinates Program relevant communications with BTech.
• Updates and maintains Teams sites and group email accounts.
• Updates monthly/quarterly IT newsletter for program.
• Manages, with DFO, Global office space; updates office information in financial and budgeting systems; reviews monthly facility report and recommends corrections, as needed.
• Ensures that program facilities, equipment, and software are well-maintained.
• Coordinates distribution of and maintains database for Global office keys.
• Maintains nonresident database; drafts new and renewal letters; uploads letters to SharePoint and routes for approval.

Timesheet Administration (10%)

• Modifies timesheets as necessary; provides staff training on timekeeping software; troubleshoots time entry issues for Global projects.
• Maintains and updates the timesheet tracker with relevant project data, facilities information, holiday updates, new employees and other relevant information, as needed.
• Sends bi-monthly email to all Global employees with project billing numbers.
• Reconciles on a monthly basis leave balance report to timesheet tracker; sends quarterly emails to supervisors on staff leave balances.
• Maintains the Global leave calendar.

Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

Education/Experience Requirements:

Minimum bachelor’s degree in business administration, accounting, finance, or related degree, or an equivalent level of experience required. Minimum of two years of experience in financial management and/or grant management. Background in research, academic, or nonprofit setting is strongly preferred. Must be authorized to work for any employer in the United States.

Knowledge/Skills Requirements:

Strong administrative and organizational skills with a high level of attention to detail required. Knowledge of Microsoft Office Suite and proficiency in Excel required. Knowledge of PeopleSoft a plus. Initiative to independently manage projects. Must possess a high degree of judgment, tact, and discretion in dealing with relationships at all levels, inside and outside the Program, and in handling confidential and sensitive matters. Excellent interpersonal skills with a strong customer service orientation and a proactive work style. Proven ability to work independently and efficiently under pressure and to handle multiple tasks simultaneously. Works well in a team environment, creative thinker, and quick learner.

Additional Information:

What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings.

Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.

Successful completion of a background investigation is required for employment at Brookings.

Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.

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