Director of Budgets & Contracts - Administration

 Director of Budgets & Contracts

EAC Network, a not-for-profit social service agency that empowers, assists, and cares for 62,888 people in need through 100 programs across Long Island and NYC, seeks a Director of Budgets & Contracts to work full time for the Administration.

The Director of Budgets & Contracts position is an exempt position at a salary off $100,000-$110,000 annually. The schedule is Monday-Friday 9AM-5PM with some flexibilty to work remote. The office is located in Garden City, NY. The role reports to the Chief Financial Officer.

Comprehensive benefits package includes:

• Medical
• Dental
• 401K
• Vision
• Very generous Paid Time Off (PTO) & More.

Primary Purpose of Job:

The Director of Budgets and Contracts is a critical leadership role responsible for overseeing the financial management of over 100 programs funded by 60 different funders. This position will ensure the effective preparation, management, and compliance of budgets and contracts to support the agency's mission in delivering social services. The Director will work closely with the CFO, COO, program directors, and funders to maintain financial integrity and transparency.

Measurable Objectives:

• Analyze final contracts to ensure complete execution and optimal spending. Communicate any relevant details to all parties (executive staff, program leaders).
• Monitor expenses against budgets in real-time, generating monthly variance reports. Provide {monthly reports} on budget status to program directors, including percentage of funds utilized and remaining balances.
• Communicate any variances exceeding 10% of the budgeted amount to program directors. In conjunction with program directors, develop plans to address variances.
• Process and submit claims requests within 10 business days of the end of each reporting period.

Principal Duties & Responsibilities:

1. Budget Preparation and Management

• Prepare initial budgets on an annual basis for all programs in conjunction with program directors.
• Ensure that all budgets align with organizational/program goals and funder requirements.
• Regularly monitor and analyze program expenses against budgeted amounts to ensure alignment with financial targets.
• Prepare and distribute monthly financial reports, providing transparency on budget utilization, remaining balances, and key budget status indicators.
• Communicate significant variances of budgeted amounts to program directors and collaborate to develop corrective action plans.
• Modify budgets throughout the year in response to changes in spending or funding. Timely submission of budget modifications per contract guidelines.

2.Claims Management

• Oversee the voucher process for monthly/quarterly claims as per contract guidelines
• Ensure timely and accurate submission of reimbursement requests to funders.

3. Compliance and Close-Out Procedures

• Develop and implement close-out procedures to comply with funder standards.
• Conduct follow-up on disallowed funding and reimbursements to resolve discrepancies.
• Complete federal reporting and CFR.

4. Grant Accounting

• Maintain separate accounting records for each contract/program.
• Ensure that all financial records are accurate, up-to-date, and compliant with accounting standards.

5. Labor Allocations

• Allocate staff time and resources across various grants per contract guidelines.
• Adjust staff budget allocations to maximize efficiency and compliance.

6. Contract Management

• Review contracts for various programs and services, ensuring alignment with program goals and funder requirements.
• Streamline the contract creation process and maintain consistency across different agreements.
• Collaborate with the CFO, COO, CHRO to ensure all contracts comply with relevant laws, regulations, and organizational policies. Regularly review and update existing contracts to reflect changes in organizational needs, funding requirements, or legal regulations.
• Negotiate contract terms with vendors, partners, and funders to secure favorable conditions for the organization while maintaining positive relationships.
• Establish and maintain a centralized contract repository for easy access and management of all contractual documents.
• Develop and implement a contract lifecycle management system to track key dates, milestones, and renewal opportunities.
• Maintain a central electronic repository of all contract documents.

7. Other duties as assigned.

Knowledge, Skills, & Abilities Required:

1. Minimum of 5 years of experience in budget management, financial analysis, or contract administration within a nonprofit or social services environment.
2. Extensive knowledge of NYS, NYC, County grant management processes and compliance requirements.
3. Excellent analytical skills with attention to detail.
4. Proficient in financial software and Microsoft Office Suite.
5. Strong leadership skills with the ability to manage cross-functional teams.
6. Excellent communication skills, both written and verbal.
7. Strategic Thinking: Ability to develop strategies that align with organizational goals.
8. Financial Acumen: Strong understanding of financial principles and practices.
9. Collaboration: Work effectively with internal teams and external partners.

Salary : $100,000 - $110,000