Shana Coulby
Purcellville
Summary
Experienced results driven professional with over 22 years in federal government service, specializing in finance, budgeting, human resources, grants management, and administration. Proven leader with a strong background in strategic planning, data analysis, personnel management, and organizational development. Adept at managing multimillion-dollar budgets, overseeing cross-functional teams, and supporting large scientific and research organizations. Skilled in driving operational efficiencies, aligning processes with strategic goals, and using data to inform decisions and improve outcomes. Seeking to transition into the private sector to bring deep operational expertise, analytical insight, and efficiency-focused leadership to a dynamic organization.
Overview
19
19
years of professional experience
Work History
Administrative Officer GS-14
US Geological Survey
12.2015 - Current
- Company Overview: Cooperative Research Units
- Develops and manages an annual budget exceeding $28M in appropriated and reimbursable funding providing financial oversight and strategic recommendations.
- Supports leadership in financial planning, budget execution, and policy development to ensure fiscal sustainability and compliance.
- Collaborates with internal and external stakeholders – including federal agencies, state agencies, state governments, and university partners – to drive efficiency and effectiveness in financial management and resource allocations.
- Leads financial reporting, performance tracking, and the development of innovative solutions to improve budgeting processes and long-term forecasting.
- Provides expert analysis and recommendations to optimize financial planning and policy implementation.
- Directs the execution of personnel programs, successfully overseeing the hiring and onboarding of over 67 employees in recent years.
- Advises senior leadership on procurement, contract management, and expenditures tracking, ensuring fiscal compliance and maximizing operational efficiency.
- Supervise a team of up to 9 administrative professionals who provide all operational support to over 150 scientists across the country.
- Manage all administrative functions of the program, including human resources, budget execution, procurement, property, and travel.
- Lead workforce planning initiatives, personnel actions, and onboarding for a geographically dispersed program.
- Liaise with senior leadership, academic institutions, and federal partners to support research and cooperative agreements.
- Ensure compliance with federal regulations, policies, and reporting requirements.
- Cooperative Research Units
Program Analyst GS-13
US Geological Survey
02.2010 - 12.2015
- Company Overview: Cooperative Research Units
- Led budget formulation and execution for a multimillion-dollar program, serving as the financial expert and streamlining fiscal processes.
- Oversaw all appropriated funding and managed reimbursable agreements, acting as the subject matter expert for financial operations.
- Directed the organizational close-out process, ensuring smooth transitions and compliance across all administrative functions.
- Represented leadership in senior-level meetings, responding to urgent data calls and supporting high-impact decision-making.
- Maintained a digital administrative manual used by 150+ staff, ensuring consistent access to up-to-date policies and procedures.
- Negotiated financial assistance policies with agency executives and drafted policy memos for senior leadership.
- Cooperative Research Units
Fiscal Officer GS-12/13
US Geological Survey
09.2008 - 02.2010
- Company Overview: Eastern Region Fiscal Services
- Served as Team Lead for the Cost Center Support Team, supervising three Fiscal Specialists and supporting 22 Science Centers across the Eastern Region.
- Acted as senior liaison between fiscal offices and science centers, interpreting and implementing financial policies and procedures.
- Led successful reconciliation of 750+ reimbursable agreements during the Eastern Region Unfilled Customer Order (UCO) audit.
- Participated in the bureau-wide Financial Operating Procedures team, updating and rewriting critical financial policy documents.
- Eastern Region Fiscal Services
Budget Analyst GS—9/11
US Geological Survey
06.2006 - 09.2008
- Company Overview: Mineral Resources Team
- Provided budget and financial guidance to 45 scientists, ensuring accurate project and task-level budget management.
- Oversaw weekly reconciliation of 150 accounts and improved accuracy through proactive monitoring.
- Led a review of 250+ BankCard statements to identify inefficiencies and strengthen internal controls.
- Participated in Eastern Region Administrative Reviews to assess financial practices and recommend improvements.
- Mineral Resources Team
Education
Bachelor of Business Administration - Finance
James Madison University
Harrisonburg, VASkills
- Financial Management & Budgeting
- Personnel & Human Resources Management
- Strategic Planning & Execution
- Leadership & Staff Development
- Operational Efficiency & Process Improvement
- Program Administration
- Problem Solving & Decision Making
References
- Dr. John Thompson, co-worker/acting supervisor (retired), 703-994-5385
- Dr. Kevin Whalen, co-worker, 406-595-6258
- Tess McConnell, co-worker, 801-910-6968
Awards
- Highest possible performance rating (Outstanding) 15 out of the last 16 years
- 30+ monetary Special Act, Performance, and Group Awards 2010 - Present
Timeline
Administrative Officer GS-14
US Geological Survey
12.2015 - Current
Program Analyst GS-13
US Geological Survey
02.2010 - 12.2015
Fiscal Officer GS-12/13
US Geological Survey
09.2008 - 02.2010
Budget Analyst GS—9/11
US Geological Survey
06.2006 - 09.2008
Bachelor of Business Administration - Finance
James Madison University