Director, Science and Conservation Administration, Grants and Compliance - Missouri Botanical Garden

Summary:
The role supports the operation of the Science and Conservation (SC) Division from an administrative, financial, and compliance point of view. Duties include ensuring that all grants and contracts are legally compliant, financially sound and operationally practical for all SC programs nationally and internationally in over 56 countries. The position is required to independently manage multiple projects and tasks with competing priorities and deadlines, and organize, evolve and maintain administrative, financial and operational processes. The role acts as liaison with other Divisions, including Human Resources, Institutional Advancement and the Operations Division. Supervises staff and maintains close working relationships with leadership of the Division and scientists.

Essential Duties and Responsibilities:

• In the absence of the Senior Vice President, Science and Conservation Division (SVPSC) may be responsible for operational division level tasks.
  
• Provides effective and efficient administrative, financial, and operational management support to the Science and Conservation division.
  
• Contributes to the planning and implementation of a multi-year strategic plan for the SC Division.
  
• Reviews current operational workflows across the division and improves process efficiencies and performance by providing recommendations to the SVPSC on workflows across the division.
  
• Directs and manages the administrative workload of all the SC Division by working with other Directors of the departments.
  
• Manages multiple projects and tasks with competing priorities and deadlines.
  
• Ensure that all grants and contracts are legally compliant, financially sound and operationally practical for all programs nationally and internationally in over 56 countries.
  
• Operates independently to complete multiple projects and tasks with competing priorities and deadlines, and organize, evolve and maintain administrative, financial and operational processes.
  
• Leads and directs the administrative staff to include hiring, training, and supervision.
  
• Collaborates with the Garden's Human Resources, Institutional Advancement and other Operations divisions to foster the implementation of a multi-year strategic plan of the SC Division.
  
• Oversee project management software for all departments in SC Division to track the progress of ongoing projects and programs in the SC Division.
  
• Creates and manages a 10-year financial plan and forecast for the SC Division.
  
• Develops and organizes complex budgets, short- and long-range forecasts, and long term financial plans for the Division.
  
• Develops and understands divisional needs to identify and secure funding.
  
• Coordinates with PIs to oversee financial administration donations, grants and contracts to ensure compliance with the terms of the agreement throughout the life of the respective award.
  
• Manages and monitors financial administration and progress of programs.
  
• Monitors and manages expenses, including grant and contract funded activities.
  
• Oversees the sustainability of the SC Division.
  
• In collaboration with the SVPSC ensures that all contracts issued by the Division fulfill all legal and audit requirements and are in line with the strategic plan of the SC Division.
  
• Oversees the preparation of records of all project financial documents with appropriate supporting materials, and distribute monthly reports to scientists and administrators.
  
• Oversees the preparation of special grants, contracts, special deposits and reports as needed by the SVPSC and Directors of the SC Division.
  
• Oversees all administrative aspects of the undergraduate and graduate programs of the SC Division.
  
• Behaves & communicates in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within the SC Division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
  
• Performs other duties as assigned.
  
  
  Supervisor Responsibilities: This position manages all operational and administrative aspects of the Science and Conservation Division and has direct supervisory responsibilities for the administrative staff in the Division, including two Administrative Assistants and one Senior Administrative Assistant.
  
  Competencies:
  
  
  
  • Leadership: Leadership competency incorporates a cluster of knowledge, skills and abilities required for management of people, budgets and assigned business functions/operations
    
  • Communication: Combines listening skills, verbal and written communication skills and visitor relation skills.
    
  • Collaboration: Incorporates teamwork, mutual respect, active engagement, cooperation and visitor focus.
    
  • Accountability: Initiative to take ownership of responsibilities, the ability to prioritize and the working knowledge and skills to take action.
    
  • Problem Solving: Blends problem solving skills, judgement and decision making skills along with creativity and resourcefulness.
    
  • Stewardship: Merges the practical application of the Garden values and support for a positive organizational climate.
    
    
    
    Qualifications/Experience:
    
    
    
    • Minimum of seven (7) years' relevant and increasingly responsible experience with a record of successful career growth leading to significant management responsibilities.
      
    • Prior experience in grants and contracts essential.
      
    • A background in finances, project management and/or grants is essential.
      
    • Project management experience.
      
    • Five (5)+ years of related experience in grant administration or an equivalent combination of skills.
      
    • Five (5) years' experience in staff management including conflict resolution and other related management experience.
      
    • Ability to develop and organize the budget process for the Science Division.
      
    • Experience monitoring and analyzing budget variances.
      
    • Ability to work with non-financial management and staff to obtain information and set guidelines.
      
    • Must be able to work collaboratively with Garden staff within and outside of the finance department.
      
    • Strong communication skills with all levels of management.
      
    • Ability to access and manipulate accounting systems to obtain data.
      
    • Demonstrated problem solving and organization skills.
      
    • Must display a strong attention to detail.
      
    • Strong research/analysis skills; highly proactive in problem solving.
      
    • Ability to work independently and complete responsibilities with little supervision.
      
    • Strong financial and mathematical skills.
      
    • Strong financial modeling experience.
      
    • Must be punctual, dependable, self-starter, and possess the ability to effectively multi-task and work under minimal supervision.
      
    • Ability to successfully prioritize and manage multiple tasks simultaneously; high level of accuracy.
      
    • Ability to work independently and coordinate work of others.
      
    • The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receiveall vaccinationsas recommended by your healthcareprovider prior to hire date.The Garden reserves the right to require future proof of current vaccination status, based onlocalhealth department guidelines. When international travel is necessary for Garden business, staff must be able to obtainrequired travel clearances, driving permits, andvaccinationsfor all countries where travel is required.
      
    • The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.
      
      
      Education:
      
      
      
      • Master's degree in accounting, finance, business or related field required; MBA preferable.
        
      • An equivalent combination of education, skills and experience may be considered.
        
        
        Computer Skills:
        
        
        
        • Advanced Microsoft Excel skills.
          
        • Proficient experience using Microsoft Office suite and ideally project management software
          
          
          Language Skills:
          
          
          
          • Ability to communicate effectively in English (oral/written).
            
            
            Mathematical Skills:
            
            
            
            • Strong financial and mathematical skills.
              
            • Strong financial modeling experience.
              
            • Ability to apply algebraic concepts.
              
              
              Reasoning Ability:
              
              
              
              • Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.
                
                
                Certificates, Licenses, Registrations:
                
                
                
                • Must be able to obtain and maintain all appropriate documentation and eligibility for international travel.
                  
                • Must be a member and participate in one or more of the leading national grant administration organization (ex: NGMA).
                  
                  
                  Physical Demands:
                  
                  
                  
                  • Ability to utilize computer keyboard (typing), walk about facility frequently throughout work day, and sit for extended periods of the work day (may sit up to 95% of work day).
                    
                  • Must be able to occasionally lift and carry up to 20 pounds.
                    
                  • Frequent standing, reaching and stooping.
                    
                  • May be required to perform tasks at varying heights (i.e., climb step stools, etc.).
                    
                    
                    Work Environment:
                    
                    
                    
                    • Indoor office setting, shared workspace, office environment with multiple staff within the department. Space available to meet and review financials with scientists, administrators and administrative assistants.
                      
                      
                      Contacts with Individuals/Organizations inside/outside the Garden:
                      
                      
                      
                      • Contacts with internal and external individual and organizational customers.