Senior Budget Analyst

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Job description

Diversity, Equity, Accessibility, and Inclusion at Getty:
Getty believes diversity, equity, accessibility and inclusion are essential to our excellence and to the execution of our mission. The Getty community values differences in the pursuit of inquiry and knowledge, mutual understanding, respect, trust, transparency, and cooperation. We are committed to creating a welcoming workplace that reflects the various backgrounds of the communities we serve and includes individuals who bring a diversity of values and experiences. Individuals of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply.

Job Summary:
The Getty Research Institute (GRI) seeks a Senior Budget Analyst in the Administration department to play a key role in budget development and financial analysis for the GRI. Providing accounting and financial management assistance to GRI departments, the incumbent has oversight of budgets ranging from $30 to $55 million dollars and is in charge of the coordination, analysis, forecasting, and reporting of overall institutional budgets. This position prepares the institution's annual budgets based upon actual performance, previous budget figures, estimated revenues, estimated expense reports, Purchase Orders, and other factors. The position analyzes and prepares quarterly budget forecasts for the GRI Program that project estimated expenses and revenue against annual budget targets. The position reviews revenues/expenditures for conformance with policies and budgetary limitations, providing guidance or interpretation of budget/operational policies and procedures to all GRI staff, as well as auditing various revenue and expenses, and maintaining records of actual operating figures.

Reporting to the Assistant Director of Administration, the successful candidate will be detail-oriented with highly developed math and problem-solving skills. The candidate will display the adaptability to evaluate and reply to short and/or rapidly changing deadlines and priorities along with the discretion to deal with highly restricted and confidential matters.

In a fast-paced environment, the work involves extensive communications, advising, and coordination among GRI management, department heads, project managers, and administrative staff across the GRI. Under the pressure of tight deadlines, it requires the flexibility to undertake reporting and budget analysis at various levels of complexity and the skill to communicate effectively with department staff, project stakeholders, management, and other relevant parties.

Major Job Responsibilities:
Oversees $30M operating budget and $25M reserve budget for special projects

In charge of planning and preparation of annual budgets, variance analysis, forecasting, and summary financial reports to organization's management.

Orchestrates and sets direction of internal policies for GRI's fiscal year budget planning, preparation, analysis, and approval

Allocates financial resources and serves as an advocate for the financial success of the organization by evaluating proposals, recommending changes, redistributing funds, and preparing reports. Works closely with department heads and project managers to stay on budget, and if there is a discrepancy in the budget, develops solutions and recommendations to reconcile the discrepancy.

Prepares, administers, maintains and monitors program and department budgets

Provides analyses for GRI departments regarding pricing, program development, staffing, and other key business assessments, and conducts ad hoc analyses of new programs, contracts/grants, and other proposals.

Prepares and analyzes variance expenditure reports

Designs and uses data queries to analyze data integrity as well as content conformity to set standards; designs spreadsheets with linking data and formula integrity.

Applies extensive knowledge of budget analysis and accounting practices

Interprets Getty's financial policies and provides guidance and recommendations for related GRI procedures and internal policies

Documents financial policies, procedures and timelines and communicates /trains GRI staff

Acts as GRI's main liaison with Accounting, Payroll, Procurement, and Finance departments

Supervises Budget Analyst

Effectively communicates complex information to a variety of audiences (internal and external to the organization) and assists with staff communication and problem solving.

Provides training of Budgeting system and financial processes and policies to new staff and others, as needed

Other duties as assigned.

BUDGET PREPARATION

Coordinates and oversees GRI's annual budget preparation process, sets internal deadlines, reviews departments' submissions with Assistant Director, Administration and directors. Submits annual budget templates to Finance for uploading GRI's annual Operating, Acquisition and Reserve Project budgets including detailed list of approved current and vacant positions. Prepares project status reports and submits requests to roll forward remaining funds in Reserve Projects approved in previous fiscal years.

In charge of the preparation of budget materials and budget meetings such as, but not limited to, generating annual, quarterly, and monthly reports and preparing specific reports for discussion and review during meetings.

FINANCE

Utilizing professional analytic skills and tools, in charge of quarterly fiscal reporting to Getty Finance on GRI's Operating, Contributions, Acquisition Budgets and Reserve Funded projects including detailed analysis of headcounts.

Distributes monthly and quarterly financial templates to departments for forecasting; provides guidance and works with departments to accurately forecast expenditures; reviews department submissions to ensure compliance with fiscal year budget; develops full report.

Submits monthly reports to Accounting and Finance of General Library and Special Collections Acquisition Expenditures & Commitments and non-Cash Donations.

Sets internal deadlines for monthly/quarterly financial reporting, budget preparation, and year end accounting processes.

Tracks discretionary funding from multiple funding sources and suggests solutions for funding new initiatives.

Along with Budget Analyst, acts as resource to GRI staff regarding navigation of business applications (People Soft, purchasing and travel card software) and how to apply Getty Policies.

Coordinates all aspects of fiscal year-end accounting processes including closing Purchase Orders, reporting on accruals, internal audits, etc.

As needed, creates historical reports for GRI management and summarizes financial statistics for annual questionnaires required by institutional memberships or other institutions.

Establishes workflow and reviews all requests for new project numbers.

Coordinates with GRI departments to review and approve reclasses when there are inaccuracies in categorization or discrepancies with policy or budget.

Serves as back up to Budget Analyst to review and approve staff travel requests, cash advances, and expense reports (T&E process).

Summarizes budgets and offers insight regarding funds requests. Reviews budget proposals for completeness, accuracy, and compliance. Conducts cost-benefit analyses to evaluate fiscal efficiencies. Presents budget recommendations to management and/or stakeholders.

Works with Getty Accounting and Accounts Payable to identify outstanding check and wire payments.

TRAINING

Establishes a standardized training plan and schedule for new GRI staff with administrative responsibilities as part of their onboarding process

Trains or assists in the training on financial policies and software tools to ensure compliance to Getty and GRI policies.

Applies knowledge of policies and procedures to ensure that expenditures comply with policies and budgets. Stays up to date on organizational policies and procedures.

STAFFING

Tracks GRI's FTEs (both regular and limited-term staff); in consultation with Assistant Director, Administration, forecasts salary budget lines by estimating recruitment timelines.

Works with Assistant Director, Administration and GRI departments heads to develop budget proposals that include staffing projections.

Submits bi-weekly coding list to Payroll for limited-term staff funded from reserve projects or grants; reviews and approves bi-weekly limited-term staff benefit allocations received from Finance.

REVENUE & GRANTS

Reviews monthly Contribution balances received from Finance and reports on discrepancies due to coding or timing of cash receipts.

Reviews and approves all releases from Temporarily Restricted Contributions including GRI Council and other cash donations.

Reviews all cash receipt forms including reimbursements for personal expenses on p-card and expense reports.

Works with Accounting, Development and Cash Office to identify and confirm coding for incoming checks and wire transfers.

Prepares financial reports and reimbursement reports to Grant funding agencies including analysis of GRI cost share and staff time if required.

Works with GRI Council staff to ensure accuracy and compliance of member contributions and spending balances.

Qualifications:
Bachelor's degree in Business, Accounting or Finance; Master's Degree or CPA certified a plus

7-10 years experience in financial analysis and accounting

Strong project management and organizational skills and a deep knowledge of cost accounting and analysis is required
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