Finance Assistant

Overview

Join one of the most influential, most quoted and most trusted think tanks!

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. 

About the Economic Studies Program: The Economic Studies program analyzes current and emerging economic issues facing the United States and the world and, based on that research, provides innovative, practical policy recommendations. ES’s work covers a broad array of economic issues, including economic growth, economic opportunity and mobility, the labor market, regulation, health policy, the environment, tax policy, retirement policy, and fiscal and monetary policy. Economic Studies scholars influence key economic policies by conducting rigorous and relevant research and then disseminating and communicating their findings to the policy community and to the broader public.

Position Location: This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of two days of remote work each week.

Note: Please be advised that The Brookings Institution is currently undergoing a multi-year strategic plan implementation, and as part of this effort, the role, supervisor, and program may change. 

Responsibilities

Ready to contribute to Brookings success? 

The Finance Assistant serves as primary administrative support to the Director of Finance and the Economic Studies Program Finance team, including project, proposal and contract management support, project management of the timesheet and effort certification process, Workday ERP and Adaptive planning tool support, expense coding, payment and invoice processing and tracking, and general financial management system support.

Administrative support for budget and accounting (50%)

• Assists with preparation and monitoring of budget tracking systems and spreadsheets.

• Assists or leads with monthly accounting closing process procedures including running and reviewing reports, preparation of journal entries, payroll adjustments and tracking the progress of corrections submitted to accounting.

• Coordinates review and project management of all monthly program-wide internal charges by cost center, program and scholar, including facilities and ITS charges, guest space and computer charges; makes corrections as needed.

• Codes P-card expenses for the assigned cost centers or scholars.

• Tracks, monitors and prepares vendor, invoice, and contract payments for review by ES Finance team.

• Works with ES Finance team to problem-solve payment and accounting issues that arise.

• Draft or assists with proposal and forecast budgeting, as needed.

• Draft or assists with preparation of project and program budget materials, as needed.

• Attends meetings and training sessions, as needed.

Support for financial administration (50%)

• Responsible for organizing and maintaining folders in the ES Finance SharePoint site under supervision from the ES Finance team including but not limited to budget files, contract files, vendor and payment files.

• Distributes or coordinates distribution of relevant correspondence to ES staff as requested.

• Responsible for managing the timesheet and effort certification processes including sending timesheet e-mails to new staff, running the status reports and sending reminders to ensure submission, certification and approval deadlines are met.

• Assists project management of the ES contract process including assisting drafting contracts, routing contracts in Ironclad, coordinating with ES Finance team and project teams on communications with consultants and vendors, maintaining executed contracts and contract deliverable tracker.

• Updates and maintains Workday and Adaptive data as needed under the supervision of ES Finance team including requesting and maintaining vendor IDs, sponsor IDs, grant IDs, running Workday reports, reviewing/monitoring data audit reports, award setup and exception profiles, and provides general project and award maintenance support as needed under supervision from the ES Finance team.

• Assists ES Director of Finance with portfolio management.

• Assists ES Finance team with internal projects and initiatives as needed.

Qualifications

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:

Bachelor’s degree required; some business courses preferred. Minimum one year of related financial or administrative experience required; experience can come from part-time work, work in a college setting, or internships. Some background in research, academic, financial, or non-profit setting is preferred.

Knowledge/Skill Requirements:

High level of attention to detail required; strong administrative and organizational skills; excellent oral and written communication skills; strong customer service orientation; and knowledge of Microsoft Office Suite. Budget experience and/or familiarity with budgeting or accounting software a plus. Must be a mature, self-motivated, team player who gets along well with a variety of personality-types and can work independently. Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

Must be authorized to work for any employer in the U.S.

What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings. Our comprehensive benefits package includes medical, dental, and vision benefits, generous time off, and workplace flexibility. For more information, please visit Brookings Benefits.

Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment. 

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

Brookings welcomes and celebrates diversity in all its forms, including diversity of experience, thought, and personal background. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, national origin, 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. All selection decisions are based upon merit, skills, abilities and experience.