We are seeking a Budget Specialist who will provide support to EPI Department Faculty and Administrative office staff. Position will be responsible for processing accounts payable transactions and performing basic monthly reconciliation of accounts. This position will monitor and complete purchases, process routine financial transactions, process travel reimbursements, and enter basic financial data into University systems. The position also provides entry level professional sponsored funds management with specific responsibility for pre-award and post-award functions.
Specific Duties & Responsibilities:
Facilitate subaward logistics assigned Financial Manager and Senior GCA Analyst; including the processing of SWIFT records for JHURA, creation of purchase order, coordination of PI certifications, payment of invoices, and correspondence with subaward contacts as needed.
Facilitate complex agreements for assigned Financial Manager and Senior GCA Analyst; including fee-for service agreements, independent contractor agreements, material transfer agreements, data use agreements, and other arrangements of a similar complexity; coordinating with the offices of JHURA, Purchasing, and JHTV as required.
Assist with the maintenance of Other Support for assigned faculty portfolios.
Assist with the collection of materials required for annual sponsored progress reports.
Assist with sponsored award closeout tasks, including the closeout and settlement of open encumbrances.
Assist assigned Financial Manager and Senior GCA Analyst to monitor the clearance of financial payments or receipt of receivables as needed.
Assist supervisor with service center duties to include assistance with reconciliations, revenue transfer for monthly services and quarterly storage fees, invoice distribution and parking for customers outside of JHU, and other tasks as requested to assist with monthly management. This includes assistance with multiple service centers.
Assist supervisor with quarterly invoicing for the American Journal of Epidemiology. Duties include downloading data from Analysis and reviewing for accuracy, preparing and parking invoice, and monitoring receipt of payment.
Responsible for processing independent contractors for the department.
Manage space for the department to include moves, renovations, and other tasks associated with space.
Assist department with onboarding new employees.
Enter accounts payable transactions into the SAP system in a timely and accurate manner.
Ensure completeness and accuracy of documentation according to University policy.
Process non-purchase order invoices, credit memos, down payments, recurring entries, and wire transfers.
Process trip approvals (as necessary), travel advances, reimbursements prior to and after travel, and local travel reimbursements in accordance with JHU and Federal Guidelines.
Track documents from creation to payment and trouble shoot any problems that may occur.
Process shopping carts in SAP, track purchasing orders, create good receipts and ensure that staff and faculty receive goods that they have ordered.
Create new vendors in SAP as needed.
Process Independent Contractor shopping carts and payments.
Obtain and use appropriately the University Procurement Card. Follow established University and Departmental guidelines for using and reporting on the Procurement Card.
Operate office equipment such as photocopier, fax machine and scanner, personal computer to manage e-mail, electronic calendar and other forms of electronic media.
Assist with the allocation and review of other Departmental Procurement Cards.
Obtain, distribute, monitor, and reconcile logs for gift cards on a monthly basis
Sort and distribute mail and send out courier mail.
Make routine travel and hotel arrangements.
Organize and schedule meetings, conference calls, seminars and symposiums. Coordinate items such as A/V equipment, food, room reservations, etc.
May assist with typing correspondence, manuscripts, grant proposals, PowerPoint presentations and filing.
Pick up and deliver materials as requested.
Serve as a liaison with IT and Facilities to issue tickets, resolve problems/requests, and assist with setup of new employees.
Fast paced often stressful environment.
Other duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
3 years of related administrative and/or budget experience.
Related coursework at the college level may substitute for experience to the extent permitted by the JHU equivalency formula.*
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
Familiarity with University and department policies and procedures preferred.
Experience using SAP systems preferred.
Experience with Concur.
Special Knowledge, Skills & Abilities:
Strong organizational skills, analytical and problem-solving abilities and attention to detail.
Proven customer service skills.
Must be able to maintain confidentiality.
Must be able to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Ability to work within a team environment.
Classified Title: Budget Specialist Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: School of Public Health Department name: Epidemiology Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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