Business Administrator 4

Oak Ridge Associated Universities•Oak Ridge, TN

13h•Hybrid

About The Position

Responsible for all National Institute for Occupational Safety (NIOSH) Project detailed financial and administrative responsibilities including human resources support, training, and transportation day-to-day activities for large and/or complex programs, organizations or proposals. Responsible for executing the financial requirements, specifically ensuring accuracy of a 3-tiered budgeting system, reconciling projected cost against actual cost at each level, interpreting data and providing an explanation of findings to project management. As the Business Process Manager, the incumbent will contribute to the development of new financial system/reporting concepts, techniques, and standards for NIOSH. Considered expert in field within NIOSH for financial matters.

Requirements

Bachelor’s degree in budgeting/forecasting, human resources, business, finance, liberal arts, or related field and 6 to 10 years of job-related experience.
An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.
Proven experience in developing budget spreadsheets for multiple subcontractors or support programs as well as their project work units or sub-units.
Must be experienced in budgeting and experienced with tracking data, building, and accessing reports utilizing Microsoft Access.
Development of new technical solutions for NIOSH and reporting with training for personnel on new technical solutions developed.
Requires a thorough understanding of program and project requirements.
Proven ability to provide work leadership to other team members.
Adept in developing financial and procedural documents and experienced in proofreading and editing.
Contributes to the development of new concepts, techniques, and standards.
Ability to direct daily work of staff, assigning duties and tasks.
Professionalism regarding confidentiality of financial records.
Strong interpersonal and communication skills, both written and oral.
Considered expert in field within the organization.
Develop solutions to complex problems which require the regular use of ingenuity and innovation.
Ensures solutions are consistent with NIOSH objectives.
Management experience with projects or subcontracts.
Creativity and initiative to establish systems where none currently exist.
Proven ability to multi-task.
Familiarity with compensation from an HR or Procurement perspective.
Proven experience with development, evaluation and issuance of subcontractor’s monthly funds allocations.
Requires a high level of proficiency with all Microsoft software products.
Must be able to obtain and maintain a NACI level security clearance.

Responsibilities

Develop and maintain a 3-tier project budgeting system. Tier 1 – 5-Year Project Proposed Budget - Construct a 5-Year budget by company (i.e., 1-prime contractor, 2-major subcontractors, 6-specialty subcontractors, and 3-subject matter experts (SME)) derived from their monthly burn rate (MBR); along with travel, Other Direct Costs (ODCs), Indirect Costs (IDCs), and equipment refresh. Tier 2 – Annual Projected Project Budget - Work with Objective 5 Manager to construct/maintain a 12-month budget monitoring 5 cost areas by month: 1) Cost Funds Received, 2) Subs Invoiced Cost, 3) Prime Invoiced Cost, 4) Total Invoiced Cost, and 5) Remaining Cost Balance. Tier 3 – Monthly Projected Project Budget - Utilizing the annual projected project budget on a GL Period basis, construct 3 budget types by: 1) Personnel, 2) Company, and 3) Objectives/Teams.
Develop a three-phased monthly proposed project budget. Phase 1 – Person Budgeting Type - Utilize 3 months of historical data to construct this budget. Phase 2 – Company Budgeting Type - Utilize by person budget data to construct 8 company budgets. Phase 3 – Objective/Teams Budgets - Utilize the by personnel budget to construct 6 Objective budgets
Compilation of monthly proposed subcontractor budgets
Business Support Project Manager - Subcontractors Management Monthly Releases - Distribute monthly funds allocation data for 2 Major Subcontractors, 6 Specialty Subcontractors and 3 SMEs to 3 Operations Specialists. Monthly Invoices - Oversee 11 monthly releases invoice reconciliation for 2 Major Subcontractors, 6 Specialty Subcontractors and 3 SMEs by 3 Operations Specialists; and monitor the Unused Funds Spreadsheet
Brief Objective Manager on impact of unused funds to available funds balance.
Business Support Project Manager - Data Maintenance Reconcile and maintain actual cost vs projected cost expenditures by month for Labor Cost and Other Cost Update and maintain reports of all committed funds, invoiced funds, and balances for all subcontractor companies, for each contracted period.
Provide Objective 5 Manager the “bi-monthly” and “totals to date” for these budget categories.