The Robert Wood Johnson Foundation develops and awards a significant amount of new programs, grants and contracts each year and monitors a large portfolio of active work. In keeping with the Foundation’s guiding principles, the role of the program financial management department is to provide high quality financial support to program staff, grantees and contractors while promoting good stewardship of financial resources.
The program financial analyst (PFA) is an integral position within the program financial management department. This individual supports varied and complex duties and assignments that support the senior director, senior manager and manager of program financial management in the full range of their responsibilities. These responsibilities are both department specific and involve the shared program finance agenda driven by the program finance leadership team. The PFA role requires outcomes that are defined, but where methods and procedures may vary based upon professional judgment or precedent; performs duties and assignments with a large degree of latitude for un-reviewed action, conferring with supervisor on unusual matters; coordinates with others on projects; acts in advisory capacity to assigned program management teams and portfolios on financial matters; and provides technical financial assistance to grantees and contractors.
This position is a two-year term appointment.
ESSENTIAL JOB RESPONSIBILITIES
Financial Management of New Awards
- Manages financial aspects of new grant and contract awards.
- Reviews contract and grant budgets for assigned program areas in tandem with the associated proposal to assess sufficiency and reasonableness of the funds requested and adherence with Foundation policy.
- Works with officers for assigned program areas to identify any issues for discussion and acts as a business advisor. Initiates the financial due diligence process and participates with program financial services on some analysis of organization financial capacity.
- Assists with the development of the call or request for proposals.
- Reviews the assigned team, unit or portfolio budget for capacity to support new programming.
- Assesses planning items for alignment with strategy and budget.
- Develops budgets for new authorizations and programs.
- Provides analytical guidance to program staff to help properly structure grants, contracts, authorizations and programs.
- Translates data findings into meaningful summaries, Excel charts and tables that can then be used in communications with staff.
- Identifies awards in development that may require a higher degree of focus and raises awareness with program financial services and program financial management.
Budget Management, Planning and Analysis
- Forecasts, tracks and maintains financial information for grants and contracts and related budget planning for assigned program areas.
- Analyzes, verifies and maintains program area budgets.
- Updates budget projections to ensure accuracy.
- Creates spreadsheets to summarize data for management discussion and review.
- Advises assigned program area directors or officers about the potential impact of pending decisions on the program area budget.
- Performs financial monitoring of active grants, program and administrative contracts, Foundation projects, and convenings for assigned areas to ensure that Foundation funds are being utilized within its guidelines and objectives.
- Manages all financial transactions, revisions and amendments for grants and contracts.
- Reviews, analyzes and acknowledges periodic, annual and final financial reports and informs program staff of important observations.
- Reviews and acknowledges grant and contract reports to ensure compliance with reporting guidelines and to provide initial screening for program staff.
- Initiates payments, refunds requests, returns of payment and cancellations.
- Manages, analyzes, reviews, and approves budget revisions and extensions in collaboration with officers.
- Mentors peer group and program staff.
- Provides financial and program updates to assigned program area officers and directors.
- Trains, mentors, and provides ongoing technical assistance to grantees and contractors.
- Lends financial expertise to grantees, contractors and staff.
- Responsible for external communications to grantees and contractors regarding instructions for structuring awards.
- Seeks and participates in opportunities for self-learning to maintain and enhance financial expertise.
- Provides back-up support to other program financial analysts.
- Combination of education and/or experience equivalent to a Bachelor’s Degree in a business related field.
- Minimum of three (3) years directly related experience to the duties and responsibilities specified.
- Demonstrated analytical and critical thinking skills including knowledge of accounting, budgeting, and financial analysis.
- Strong skills and proficiency in using computer software programs including Excel, Word, Outlook and PowerPoint. Excel fluency at an intermediate or higher level is expected. Ability to translate data into meaningful written summaries, tables and graphs that can then be used to communicate to management.
- Ability to interact with and provide sound financial advice to staff at all levels and ranks. Must be able to communicate effectively in writing and orally.
- Ability to work independently as well as in a team-based, highly collaborative environment. Must be a creative thinker, self-starter; takes initiative.
- Strong planning, organization and time management skills. Ability to adhere to deadlines.
- Strong customer service orientation and interpersonal skills.
- Detail oriented but also able to focus on the big picture and identify risk and trends effectively.
- Participates in process improvement efforts; makes recommendations and implements solutions to streamline and improve processes. Ability to examine and re-engineer as well as develop and implement new strategies and procedures.
- Understands importance of a strong “control environment” as regards policies and procedures and documentation.
- Commitment to financial stewardship. Able to be an independent financial agent in negotiation and assessment of budgets and expenditure tracking.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
The incumbent performs job duties in a normal business office environment. Tasks are generally carried out with no specific or unusual physical or environmental demands. While performing the duties of this job the incumbent is regularly required to sit at a desk and work with a computer for extended periods of time. Specific physical abilities required by this job include operating basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones. The incumbent may be required to attend meetings, both on-site and off-site, via phone or electronically.