Lead Manager, Project & IT Budget Analyst

Position Summary

The Project & IT Budget Analyst is responsible for assisting in the planning, initiating, and leading of assigned projects around key strategic initiatives for Make-A-Wish® America as well as the oversight and coordination of the IT fiscal year budget maintenance, planning & forecasting.

• Project Coordination, this role will be assisting project managers with the coordination of resources, equipment, meetings, and information with the goal of completing projects on time and within budget. This role may be assigned to independently manage lower-level projects and provide program support aligned to long-term strategic priorities and plans, analysis and recommendations, external benchmarking, and internal business performance improvement and evaluation. The coordinator will work closely with other project managers to keep projects organized and running smoothly.
• IT Budget, this involves analysis & oversight of the IT department’s forecasting, actual, accruals, amortization, expense planning, and contract management. This role will support oversight of IT budget initiatives/goals, reconciliation, accuracy, and maintenance across all areas of IT.

Knowledge and Abilities

• Project Management – ability to maintain and monitor project plans, schedules, hours, budgets & expenses. Experience in helping to manage projects, providing administrative support, maintaining project documentation, and overseeing some smaller projects independently.
• Financial Insight – ability to understand budgets, forecast vs actuals, accrual accounting methodology, and other basic accounting skills. Familiarity with contract management and invoice processing.
• Collaboration – understanding of organizational dynamics, ability to navigate them when necessary and can help to achieve success in a consensus driven, team-oriented environment
• Process Improvement – ability to increase efficiency and effectiveness of processes.  May include 6 Sigma & Lean background or willingness to attain those certifications.
• Business Transformation – utilize project skills to support strategic goals that drive business transformation within a small to midsize organization.
• Organizational Skills – strong organizational skills with the ability to plan, prioritize and manage multiple priorities while adapting and meeting timelines.
• Documentation – ability to maintain accurate records and organize files in accordance with established practices and procedures.

Duties & Responsibilities

• Project Coordination:
• Maintain and monitor project plans, schedules, work hours, budgets, and expenses with project managers.
• Break projects into doable actions and set timeframes.
• Organize, host, attend, document, and participate in project/stakeholder meetings.
• Preparing necessary presentation materials, agendas and/or meeting minutes for meetings, decisions and/or trainings.
• Ensure project deadlines, requirements, and scope are met.
• Create and maintain comprehensive documentation, meeting notes, plans and status reports for projects.
• IT Budget:
• Work closely with the Finance department to oversee IT departmental budget to include forecasting, actuals, accruals, and expense planning.
• Own and maintain core budget processes and tracking tools to ensure timely, accurate, and consistent handling of financial information, documentation, and approvals.
• Ensure year end spend/forecast goals are met.
• Enable budget owners to accurately manage their expenses by providing support, coordination, communication, visibility, and guidance at each opportunity.
• Log and track actual IT spend each month.
• Analyze actual spend against forecast & budget for the current fiscal year, , identifying opportunities, risks, issues, overages, and/or under spend.
• Coordinate contract administration and invoice management to support IT budget tracking and financial accuracy, including intake, organization, compliance, and alignment with budget, approval, and payment processes.

Qualifications

• Bachelor’s degree in Business, Finance, Information Technology, Data Analysis, or equivalent work experience is required.
• 5+ years professional experience with 2+ years experience in project coordination, support, budget management or similar role.
• Demonstrated ability to gather and analyze data, develop insights, make recommendations and support execution of process and business solutions.
• Experience supporting financial processes such as budgeting, forecasting, contract or invoice coordination, or similar operational workflows preferred.
• Strong computer skills required, specifically in Microsoft Office applications and Smartsheet.
• Prior experience working in a non-profit organization desired.

Working Conditions

• Ability to thrive in a remote environment
• Some travel required.
• May require work outside a traditional Monday – Friday work week, and outside normal business hours.