Business Administrator 4

ORAU•Oak Ridge, TN

1d•Hybrid

About The Position

APPOINTMENT TYPE: Full-Time Regular (FTR) LOCATION: Oak Ridge, TN (Hybrid - 50% On-Site) SALARY RANGE: $96,657.60- $134,472/Year PURPOSE:Business Manager - 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.

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.
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

Business Process Manager - Contributes to the development of new financial system/reporting concepts, techniques, and standards for NIOSH. Considered expert in field within NIOSH for financial matters.
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.
Utilizing actual cost data from the previous 5-year contract with an annual increase in accordance with ORAU approved program/project portfolio rate increase. Or, one approved specifically for this contract during rebid.
At each contract year’s close, reconcile annual projected cost with actual annual cost in preparation for the next Request for Proposal (RFP) contact issuance.
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.
Project the cost that populates these cost areas by 1) General Ledger (GL) Period Cost (i.e., 4wk & 5wk GL periods), 2) Labor Cost for prime all subcontractor and SMEs, travel, ODCs, and IDCs.
At each GL close, reconcile monthly projected cost with actual invoiced cost.
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.
Financial Analyst and Strategist - Coordinate to help Identify areas for improvement and automation, test new systems and processes, and implement auto requests for ad hoc reports. Coordinate with ITS, FinOps, HR, and others with Oracle, OBIEE, and other software packages for upgrade testing and evaluation. Administration of the Tier 3 – Monthly Proposed Project Budget.
Develop a three-phased monthly proposed project budget.
Phase 1 – Person Budgeting Type
Utilize 3 months of historical data to construct this budget.
Propose hourly usage with associated funding for 205 project personnel.
Phase 2 – Company Budgeting Type
Utilize by person budget data to construct 8 company budgets.
Adhere to each company’s MBR to ensure their overall by person funding total doesn’t exceed their budget allocation for a given month’s GL period.
Phase 3 – Objective/Teams Budgets
Utilize the by personnel budget to construct 6 Objective budgets in accordance with their funding allocation as production/support Objectives including 4 Teams budgets in accordance with their allocated hours portion of the Objective budget they support.
Compilation of monthly proposed subcontractor budgets
Utilize the resources forecasted input from 6 Objective Managers and 4 Team Leaders to construct proposed budgets for 2 Major Subcontractor and 6 specialty subcontractor proposed budgets.
Brief Objective 5 Manager on the financial impact of difference between original proposed budgets vs objective managers and team leaders’ resources forecasted budgets input.
Finalization of monthly proposed subcontractor budgets
Incorporate input from major subcontractors into final proposed budget and prepare for issuance.
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.
Oversee preparation/issuance of 11 monthly release requisitions to Procurement for 2 Major Subs, 6 Spec Subs and 3 SMEs by 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.
Monitor timely update of the Unused Funds Spreadsheet with actual funds invoiced vs actual funds released by 3 Operations Specialists.
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
Labor Cost
Prime Contractor
2 Major Subcontractors
6 Specialty Subcontractors
3 SMEs
Other Cost
ODCs (aka: Fixed Cost)
IDCs (i.e., Subcontractor processing & support agencies direct billing)
Travel
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 “total to date” for these categories.