Budget Specialist

The International Programs Department seeks aBudget Specialist who will provide administrative support to the International Centers & Programs (ICP) office, which includes the following units: Center for Africana Studies (CAS), East Asian Studies Program (EAS), International Studies Program (ISP), Islamic Studies Program (ISLAMIC), Program in Latin American Studies (PLAS), and the Program in Racism, Immigration, and Citizenship (RIC). The position performs a variety of financial activities and oversight related to the payment and receipt of money for ICP; provides accounting services to ICP faculty, staff, and students; and computes, classifies, and records transactions into the university's financial accounting systems. The position reports to the Administrative Director of the International Centers & Programs office.

Specific Duties & Responsibilities:

• Reconcile all ICP accounts on monthly basis & upload to SharePoint
• Process honoraria and reimbursement payments
• Serve as primary contact for all visitors who will be receiving fees or reimbursement
• Manage Payment Works vendor system/process
• Process cosponsorship transfers; develop system to document and track cosponsor requests
• Purchase office supplies (including printer & copier cartridges) & maintain rough inventory of supplies and organize supply closet
• Process invoices for payment
• Prepare routine and ad-hoc reports based on knowledge of existing data
• Be able to project and analyze spending patterns in order to make recommendations for future budgeting
• Assist with Reporting to Development on gift accounts
• Manage Faculty Research Budgets
• Develop additional data analysis as requested.
• Process student awards, sub-awards, and budget reallocations for grants managed by ICP
• Assist with student award competitions
• Serve as Title VI FLAS Grant Coordinator
• Prepare and submit required award and grant reports for ICP programs and sponsoring units
• Collect and record student employee timesheets
• Manage the processing of student hours, including overtime
• Manage the creation of ISR’s as needed to support visiting scholars and lecturers
• Monitor pay supplements for faculty directors to ensure timely payment
• Initiate requests to OIS for J-1 visa sponsorship for postdoctoral research fellows, research trainees, non-tenure track faculty members and visiting scholars
• Monitor exchange visitors’ adherence to J-1 visa regulations
• Serve as front office receptionist
• Maintain financial records, budgets, and documentation
• Assist with the execution of award competitions
• Submit facilities services forms
• Assist with annual program budget meetings
• Serve as backup technology assistant for ICP
• Provide administrative support for visiting speakers and other official guests as requested
• Maintain inventory of office supplies
• Provide technical backup assistance for conference rooms
• Assist with production of promotional materials
• Other duties as assigned

Minimum Qualifications (Mandatory):

• High School Diploma/GED required.
• Three 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.

Preferred Qualifications:

• Budget management experience in an academic setting.
• Knowledge and skill in Excel, Word, and SAP.

Special Knowledge, Skills & Abilities:

• Essential to the position is the ability to verify that transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical skills, attention to detail, ability to exercise discretion and judgment, and identify and solve problems.
• Experience working with various software applications such as Microsoft Office (Word, Excel, Power Point, and Outlook) is required.
• Knowledge of University financial policies, practices and procedures.
• Understanding and demonstrated use of financial reporting, budget preparation and account reconciliation.
• Strong verbal and written communication skills; with the ability to communicate effectively with a broad cross-section of clients.
• Must be collaborative with excellent interpersonal and customer service skills.
• Must be able to set and manage multiple priorities, and respond quickly to changing needs and goals.
• Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
• Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
• Ability to exercise administrative judgment and discretion and assume responsibility for consequences and results of actions.
• Ability to work effectively with faculty, staff, students, and administration within the University as well as external contacts.
• Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Classified Title: Budget Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: ​​​​​​​KSAS - International Programs
Personnel area: School of Arts & Sciences

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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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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