Financial Program Administrator

Institute for Defense Analyses•Alexandria, VA

6d•$74,931 - $119,889

About The Position

Under general supervision, this position provides administrative, financial and operational support for specific IDA research projects. Coordinates with and assists the Division Business Manager and Administrative Manager with project/program administration and management.

Requirements

Bachelor’s degree and four years minimum experience OR associate’s degree and six years minimum experience. Experience in providing executive level support to technical group is preferred.
Clear, concise, and professional written and oral communication.
Strong organizational skills, with the ability to prioritize and handle many complex concurrent tasks.
Detail oriented with the ability to synthesize information from multiple sources
Experience with FAR/DFARS, Joint Travel Regulations, CAS, and other applicable government regulations.
Demonstrated interpersonal skills and ability to interact with senior government officials, military officers, and senior executive level personnel.
Demonstrated ability to develop and maintain project calendars and/or work breakdown structures.
Demonstrated proficiency with Microsoft Office applications.
Experience with Concur travel portal.
Demonstrated proficiency with numeric data and general accounting principles, including preparing detailed cost projections and comparisons of actual versus projected expenditures.
Ability to handle proprietary or sensitive information, and to exercise appropriate discretion, judgment and initiative in completing assignments.
Ability to obtain and maintain required security clearances.

Nice To Haves

Experience with DoD and/or federal government preferred.

Responsibilities

Provides coordination and logistic support for project activities, especially in regard to travel. Communicates travel policy and serves as a resource for questions regarding policy. Prepare travel authorizations and vouchers, and record-keeping in connection with travel requiring exceptions to IDA practices. Coordinates with sponsors and consultant representatives to ensure accurate and timely collection of time and expenses for processing.
Monitors and tracks time and expense submittals as well as cost posting to projects.
Monitors and ensures that visit requests and clearances are renewed at frequently visited sites.
Assists project staff in preparing IDA purchase requests and vouchers for services from vendors (such as consultants, subcontracts, and service providers).
Monitors project expenses as incurred to assist project leaders in maintaining situational awareness of project balances. Projects future spending against available resources to provide advance warning of resource shortfalls. This responsibility includes identifying and itemizing consultant expenses incurred in the conduct of this research but not yet received, recognized or expensed within IDA’s financial management systems, and projecting these expenses against available resources. Provides documentation, agreements, contracts or other data as required regarding internal or external service and accommodation needs. Provides projections of anticipated expenditures to assist in preparing project description amendments to sponsors.
Preparing quarterly accruals for outstanding services for review and submission to accounting as a part of the regular business close.
Assist in preparing routine Estimates at Complete and other ad hoc financial analysis as,requested
Provides administrative support for project planning and implementation including estimation of resource and manpower requirements, travel, and project costing from initiation to completion and may prepare sponsor-requested materials during project development.
Assists the DBM and division management with the development of SFRD programs, to include collection from project leaders of existing and impending project, their funding levels, and funding probabilities.
Coordinates the preparation of progress reports and review material, and prepares for the approval and signature of the project leader the periodic activity and spending reports required by the project description and as requested by the sponsor.
Supports Administrative Manager during the consultant on-boarding process by contacting candidates for necessary documentation, arranging security visits, coordinating the schedules of the security team and assisting with related tasks as required.
Tracks and monitors work authorization requests and serves as a backup to DBM and AM for administrative approvals
Ensure classified information security (physical and virtual) protocols are being followed at all times for consultants and division management is aware of any lapses or incidents.
Other duties as assigned by the management.