OPEN DATE: April 1, 2024
CLOSING DATE: April 22, 2024
POSITION TYPE: Trust Fund (non-federal)
APPOINTMENT TYPE: Indefinite (long term, regular appointment)
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC (will also consider 100% remote appointment)
Starting salary: $99,200 - $122,425 (full salary range is $99,200 - $153,354).
Open to all qualified applicants
What are Trust Fund Positions?
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program and may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation for position designated as low risk.
- Complete a Probationary Period
- Maintain a Bank Account for Direct Deposit/Electronic Transfer.
- The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
- Trust applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
Work Environment:
Work is hybrid, the incumbent is expected to be in-office two days per week. Work is performed in an office setting, although there are occasional visits to Smithsonian units, research sites/museums to meet with project staff. The working hours are Monday – Friday (variable hours between 7am-6pm ET).
OVERVIEW
Founded in 1846, the Smithsonian is the world's largest museum and research complex of 19 museums and galleries, the National Zoological Park and nine research facilities. There are 6,000 Smithsonian employees, including approximately 500 scientists. Smithsonian staff submit grant and contract proposals and receive over $100M in funding each year from government and private sources in support of research, education, and exhibit programs.
The Office of Sponsored Projects (OSP) is the primary contact of administrative and financial interface between the Smithsonian (1) public and private organizations that provide funds for research, exhibitions, and other sponsored activities, (2) Federal government officers charged with writing/enforcing regulations related to research funded through grants and contracts.
The position is in the Post-Award section of the Office of Sponsored Projects, which has decision-making authority, policy analysis, and interpretation, providing advice and problem resolution services to Principal Investigators (PIs) and unit financial managers regarding post-award financial management of grants and contracts. The position is responsible for preparing technical advice, financial analysis for management, and performing complex administrative financial and audit tasks in OSP's functional accounting area. This includes determining the indirect cost rate formulation, application, and establishment processes for the Smithsonian, as well as audit schedules and various sponsored project reports and reconciliations.
Prepare and Consolidate the Incurred Cost and Forward Pricing Indirect Cost Rate Proposals
The incumbent prepares two sets of multi-rate Smithsonian proposals for submission to the government. Prepares an incurred cost submission which details the actual costs incurred for the Smithsonian Mall activities during the last completed fiscal year, to establish final indirect cost rates for that year. Prepares a projected indirect cost rate proposal for the Smithsonian activities in one or more future years, in order to establish the indirect cost rates and employee benefit rates for proposal and billing purposes. Works with SI central offices to update SIERP with new rates.
Develop, Analyze, and Reconcile Sponsored Project Audit Schedules and Reports
The incumbent develops, reconciles, and analyzes audit schedules between financial statements and detailed sub ledgers. Prepares audit schedules showing addition and deletion of pledges and submits schedules to auditors for the financial statement audit, as well as prepares a Schedule of Expenditure for Federal Awards (SEFA) for the OMB Uniform Guidance single audit and other audits.
Financial Analysis
The incumbent develops, analyzes, and reconciles monthly activity reports and recommends corrective actions. Reports include deficit, prepayment, and monthly metrics reports, as well as monthly interactive dashboard. Incumbent maintains complete documentation for all reporting and reconciles reports, including billings, to the General Ledger.
Administrative, Reporting and Professional Development
Conducts best business practices through analyzing and researching the impact of externally driven and internal changes on research-related policies, procedures, and systems, and prepares written reviews, interpretations, and recommendations. Provides formal and informal training about multifaceted issues related to financial grant administration and policy. Participates in OSP grant management workshops and seminar presentations. Identifies administrative practices, policies or procedures which should be developed or revised to enhance the quality of financial management services. Works closely with all units in management and implementation of relevant fiscal aspects of grants and contracts. Prepares periodic management reports and metrics and ensures all grants and contracts documentation, information, and correspondence are kept and available for review and audit. Maintains a reference manual on indirect cost calculation processes and works with OSP colleagues to maximize the quality of services provided to its clients. Participates in OSP meetings and attends professional training opportunities.
Financial management and invoicing
Provides back up support to the post award team in managing the financial aspects of sponsored projects, to include preparing invoices and financial reports required by sponsors. Provides guidance on grant/contract related questions and works with management to resolve complex financial issues regarding sponsored project expenditures, allowability, allocability and reporting.