HQ – Headquarters

System Administrator

Department: HQ – Headquarters


Location: Washington, DC

The Carnegie Institution for Science is looking for a dynamic full-time Systems Administrator to join a dedicated and talented team of IT professionals. At Carnegie, we offer an environment that offers a breadth of technologies to work with, providing many opportunities for growth in various areas of IT.

The Systems Administrator is responsible for effective provisioning, installation/ configuration, operation, and maintenance of systems hardware, software and related infrastructure at Headquarters. Working closely with the Senior IT Manager, the administrator will participate in technical research and development to enable continuing innovation within the infrastructure as well as provide high touch client side and remote support for both Windows and Mac systems. The ideal candidate will have experience ensuring that server and client system hardware, operating systems, software systems, and core business applications (i.e. Office, G-Suite, ERP, HCM, etc.) are proactively monitored, maintained and supported.

In addition to the technical requirements of this position, it is crucial that this administrator is a team player as he or she will be expected to be able to collaborate effectively with members of their team and provide internal clients with full life-cycle support.

Essential Functions:

Ø  Assist project teams with technical issues in the initiation and planning phases that include the defining of needs, benefits, and technical strategy, research and development within the project lifecycle, technical analysis and design.
Ø  Support operations staff in executing, testing and rolling-out the solutions.
Ø  Monitor and support Windows and Mac client systems, physical and virtual Windows Server and Application systems that support enterprise business functions (HR, Finance, Budgeting, Procurement, etc.), network and wireless, virtual server infrastructure, and network security.
Ø  Manage and monitor server systems and network infrastructure.
Ø  Install, configure, test and maintain operating systems, application software and system management tools.
Ø  Proactively ensure the highest levels of systems and infrastructure availability.
Ø  Provide client and remote side multi-level Help Desk support to Headquarters campus in Washington D.C. (~50 people).
Ø  Monitor and test application performance for potential bottlenecks, identify possible solutions and work with developers to implement those fixes.
Ø  Maintain security, backup, and redundancy strategies.
Ø  Build, maintain efficient/automated client system support.
Ø  Write and maintain custom scripts to increase system efficiency and lower the human intervention time on any tasks.
Ø  Participate in the design of information and operational support systems.
Ø  Provide remote multi-level support as required to six additional site locations.


Education and Experience:

  • Bachelor’s degree from an accredited college or university in a related technical discipline preferred
  • Five or more years of systems administrator experience and working knowledge of supporting Windows, OS X and Linux systems and services in a business production environment

Minimum Qualifications:

  • Experience managing virtual server technologies such as VMWare, or an equivalent
  • Experience with systems and infrastructure security
  • Experience with Group Policy, Local Policy, AD, DNS, web and mail services
  • Experience with AV presentation and conferencing technologies

Preferred Qualifications

  • CISA, CISM, MCSE or related Certifications
  • Experience managing AWS, Google Apps or similar cloud environments
  • Experience with Citrix Server deployment and administration
  • Experience in business processes, data analysis, and systems auditing.

Compensation is competitive and will be commensurate with work experience and skills.

Please submit a cover letter and resume. Only applications with both a cover letter and resume will be considered. Principals only. No phone or email inquiries please.

All applicants will receive consideration of employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Senior Grants Accountant

Department: HQ – Headquarters


Location: Washington, D.C.

The Senior Grants Accountant has shared accountability as a member of the accounting and grants teams.  Sponsored programs while primarily focused on federal grants accounting, has a central oversight function over both federal and non-federal grants accounting, in addition to compliance oversight and reporting.  This role has oversight functionality over grants accounting, post-award administration financial accounting and audit preparedness. Additionally, the Senior Grants Accountant is instrumental in tracking grant oversight key performance metrics, and associated reporting to senior leadership.   Under the guidance of the Finance Director, the Senior Grants Accountant will work with both Sponsored Programs and Accounting to develop process improvements and transparency for improved efficiencies between the two teams within Headquarters and all departments with a focus on service, accuracy and compliance.


Grants Accounting (40%)

  • Prepare monthly indirect cost allocation, revenue recognition and corresponding journal entries.
  • Prepare monthly drawdown and accompanying audit ready documentation.
  • Review and approve cost transfer/reclass journal entries prepared by Grants Administrators for compliance with OMB Uniform Guidance, sponsor requirements.
  • Reconcile accounts receivable, revenue and prepare adjusting entries as needed.

Financial Administration (35%)

  • Monitor, analyze and reconcile award budget data and expenditures to ensure the following:
    • Unallowable expenditures are captured correctly.
    • Exclusions are appropriately noted and factored in Indirect Cost calculation
    • Cost-share is appropriately tracked, and documentation is audit ready.
    • Effort allocations reflected on award expenditure reports adhere to sponsor requirements such as salary caps, and documentation for audit is readily available.
  • Support technical details of award setup, administration and close-out by answering questions, researching issues and making recommendations.

Audit / Reporting (20%)

  • Prepare reports and analysis on status of awards, financial reports, grants balances and other ad-hoc reporting needs.
  • Prepare oversight reports on transaction coding, identify issues, and coordinate corrective action with appropriate offices.
  • Prepare audit schedules and reconciliations, including required schedule of drawdown, SEFA, and other schedules to maintain compliance with federal and non-federal sponsors

Required Qualifications

  • Bachelor’s degree with a concentration in accounting, finance or related field
  • Five years’ experience with accounting
  • Problem-solving skills and the ability to research technical issues independently.
  • Experience with accounting software.
  • Proficient in Microsoft Excel and Word.
  • Excellent oral and written communications skills.
  • Able to establish and maintain robust, cooperative and effective working relationships with a variety of personalities.
  • Able to work under pressure and meet time-sensitive deadlines.

Desired Qualifications

  • Financial and administrative experience in research supported programs, higher education, or similar sponsored programs environment.
  • Grants experience with federal agencies such as NIH, NSF, NASA, DOE (Energy).
  • Knowledge of Uniform Guidance as it relates to financial administration and reporting requirements.
  • Demonstrated experience and capability with reporting and financial analysis.
  • Excellent customer service and ability to navigate a de-centralized environment working with multiple stakeholders in a deadline driven environment.