What are the responsibilities and job description for the Marine Operations Finance Manager position at Woods Hole Oceanographic Institution?
Job Summary
Reporting to the Vice President of Marine Facilities and Operations, this position has direct responsibility for oversight, coordination, and preparation of funding documents; establishing budgets; monitoring expenses; and performing other fiscal matters and related administrative duties for Marine Operations, Ship Operations, the Shipboard Scientific Services Group (SSSG), other smaller cost centers and special projects. Provides support to the persons responsible for the financial management of the National Deep Submergence Facility (NDSF) and the Martha’s Vineyard Coastal Observatory (MVCO). Requires a broad range of financial, administrative and communications skills and the exercise of considerable judgment and initiative. Key member of the Marine Operations leadership team.Job Description
Essential Functions & Duties
Manage and track approximately $50M annual funding and spend
Effectively lead a team of three (two admins and one analyst), including day-to-day op erations and workflows, people and performance management, and goal/expectation setting
In collaboration with the WHOI Finance & Accounting Office, prepare annual operating budgets and quarterly forecasts
Provide analytical, forecasting, monitoring, reportin g and project support to senior management
Provide monthly reports, includ ing ke y metrics, financial results, and budget to actual reporting
Prepare or assist in preparing proposals, budgets, forecasts, quotes, invoices, and other documents related to Marine Operations activities. Has oversight for these activities when performed by others
Interprets and applies Institution policies and procedures, formulates and implements department procedures, working closely with various departments to assure compliance with Federal, State, Sponsor and WHOI polic ies
Interacts with sponsors, including government agencies and other funding sources, to facilitate info rmation an d timely funding docume nt flow
Negotiates key financial parameters with sponsors including vessel day rates, the application of overhead rates for cost reimbursable agreements and prices for lump sum agreements
Provides projections and estimate s to group managers within Marine Operation s. Works with Director of Ship Operations, Port Captain, Marine Operations Coordinator, NDSF and their representatives to determin e vessel and vehicle usage, funding levels and projections for income and expenses
Works with users of WHOI operated ships and SSSG to provide information on cost and cash flow of services for anticipated needs
Provides oversight for new accounts, invoice information and facilitate billing procedures for various users
Works both collaboratively and independently to troubleshoot potential financial and budgetary variances before they become major issues and provide quick solutions to such situations that may arise
Writes and/or oversees preparation of timely deliverables that include progress reports, final grant or contract reports, charter vessel usage reports and documents of similar nature
Prepares and submits proposals and reports within various internal and external portals such as WHOI Grants, Fastlane, Research.gov, and others
Acts as the Department’s primary liaison with Finance & Accounting, Legal Affairs, Grant and Contract Services on day-to-day Marine Operations financial transactions, charter agreements, cooperative and other agreements
Serve as the f inancial lead for special projects
Provide t imely allocations for ships, enters details in accounting system and a ssists with financial questions related to ship schedules
Supervise, evaluate, train and mentor direct report s
Work closely with the Vice President of Marine Facilities and Operations on strategies for continuous improvement of financial and administrative functions
Required Experience & Education
Bachelor's degree in Accounting , Finance or related field
7 years financial work experience
Familiarity with Federal Uniform Guidance and FAR Regulations
Experience as final reviewer responsible for quality and content of financial data.
Strong computer technical expertise with advanced skills in Excel, Power Point and Word required
Experience with various online portals for the submission of proposals and reports desired
High degree of financial acumen, analytic ability, and aptitude to exercise considerable judgment and initiative
Ability to effectively collaborate with and translate financial concepts to programmatic and fundraising colleagues who do not necessarily have finance backgrounds
Demonstrated interpersonal skills and relationship building
Proven track record of sound decision-making using analytical, organizational and problem-solving skills
Ability to work independently and collaboratively, efficiently and effectively delegating duties
Preferred Experience & Education
Master’s degree in Accounting, Finance or related field
Supervisory experience (this role will manage 3 direct reports)
Understanding of marine operations desired
Experience with Workday
Additional Job Requirements
Physical Requirements
Lifting/carrying less than 25lbs
Moderately sedentary
Travel
<15%
Affirmative Action/EEO Statement
Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Salary : $50
