Budget Specialist

Hopkins Student Affairs seeks to hire a Budget Specialist who will provides administrative support for staff and activities for the Leadership Engagement & Experiential Development Office and provides administrative support for staff and activities within Student Engagement, including the Student Centers activities and maintenance. Duties include special projects, calendar management, student payroll, budgets, data compilation, and records control. This position may perform duties of a sensitive and confident nature. The Budget Specialist supports programming efforts by assisting with special events throughout the academic year primarily focused on undergraduate students to foster their educational, social, and personal growth.

*Position reports to the LEED Administrative Supervisor position, and will have budget supervision support by the USS Financial Analyst.

Specific Duties & Responsibilities

Administrative

• Key Coordinator for Levering Hall.
• Execute Student Employee Payroll for LEED team, approximately 60 students. Responsibilities include the SAP hiring process, entering hours, salary changes, and terminations.
• Support office supply inventory and initiate procurement transactions via SAP shopping cart.
• Submit and serve as a point of contact for office maintenance and housekeeping requests.
• Assist with work orders for Student Engagement managed spaces on campus.
• Support student staff with answering the main office line and voicemail retrieval.
• Review and approve student organization travel submitted in Hopkins Groups platform; ensure all JHU policies are followed and capture all information required for the annual Clery report.
• Participate and attend monthly Student Affairs Admin Meetings.
• Provide administrative support for departmental programs and events, programming board events, and student tradition events.
• Responsible for LEED office Conference Room scheduling.
• Responsible for Levering Vendors Program.
• Other duties as assigned.

Budget Management

• Reconcile operational and LEED student org gift accounts monthly and initiate non-payroll cost transfers to rectify identified errors.
• Process SAP check requests for invoices in SAP and verify payments with vendors, including resolving non-payment issues.
• Departmental holder of Central Bill Travel Card; reconcile Central Bill Travel Card monthly.
• Departmental holder of Procurement Card and reconcile monthly.
• Provide support for Campus traditions events, including procurement card purchases, invoice payments, shopping cart orders, and non-payroll cost transfers.
• Process all deposits for student organizations weekly—upload documentation to student engagement platform Hopkins Groups.
• Manage the LEED color copier for student organizations, using non-payroll cost transfers to collect monthly charges. Record costs in Campus groups for individual student organizations.
• Reconcile revenue and expenses for income collected in Campus Groups. Distribute income collected by student organizations and departments via non-payroll cost transfer. Record in Campus Groups as needed.

Financial Processing

• Maintain accurate financial records to ensure financial compliance with university policies and procedures.
• Process and track procurement documents from creation to close-out; follow up and troubleshoot possible problems. Serve as point of contact for financial and compliance policy and procedures questions.
• Assist other LEED Budget Specialist in initiating and executing various transactions (e.g., journal transfers, purchase orders, vendor setup, invoices, online check requests, travel and expense reimbursements, petty cash vouchers, non-payroll cost transfers, cash deposits), ensuring deadlines are met.
• Work with internal JHU offices to promptly set up internal order numbers.
• Coordinate, monitor, and submit all necessary student organization budget information for progress reports.
• Assist other LEED Budget Specialist in supporting and reconciling, on a monthly and yearly basis; student group accounts with over 2,000 individual transactions and approximately $1 million in revenues/expenses.
• Coordinate administrative functions such as purchasing, student payroll, and records administration as needed.
• Ensure compliance with university regulations and restrictions.
• Assist with monthly and annual allocation for all LEED/Student Life managed accounts. Attend monthly SAC and Homewood Administrators meetings.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years of related administrative and/or budget experience.
• Related coursework at the college level may substitute for experience to extent permitted by the JHU equivalency formula.

Preferred Qualifications

Three to Five years, preferably in higher education and special event planning.

Special Knowledge, Skills, & Abilities

• Ability to multitask in a fast-paced, student-oriented environment.
• Excellent communication, organizational, interpersonal, and customer service skills are required.
• Experience with Microsoft software applications and willingness to learn scheduling software and various JHU software programs, including SAP financial system.
• Skilled in managing budgets, spreadsheets, and databases.
• Strong analytical, problem-solving and accounting skills.
• Excellent verbal and written communication skills are required.
• Demonstrated ability to use discretionary judgment and maintain confidentiality in working with financial and budget information.
• Experience working with diverse clients and constituents is highly preferred.
• Must demonstrate skills in meeting and event planning.

About JHU

The Johns Hopkins University was America’s first research university, founded for the express purpose of expanding knowledge and putting that knowledge to work for the good of humanity. Today, Johns Hopkins has approximately 6,500 faculty, 6,200 undergraduate students, and 17,600 graduate students across 230 degree programs at the baccalaureate, master’s, and doctoral levels. JHU has multiple campuses in Baltimore and campuses serving graduate students in DC, Italy, and China. Johns Hopkins stands alone among top research universities in its extraordinary commitment of attention and resources to ensuring student success and particularly those from first-generation or limited income (FLI) backgrounds, making bold, sustained, and dramatic investments in the student experience over the last 15 years.

Student Affairs at JHU

Student Affairs on the Homewood campus is made up of 23 departments ranging from Residential Life, Dining, Athletics and Campus Recreation, to Student Engagement, Student Conduct, Student Transitions and Family Programs, Center for Student Success, Center for Social Concern, and University Student Services administrative units like Human Resources, IT, and Communications.

Student Affairs at Johns Hopkins educates beyond the classrooms, helping students to deepen their self-awareness, develop relationships, nurture inclusion, and find fulfillment in the collegiate experience to ensure lifelong success and meaningful contributions to our global community. Our culture is defined by our commitment to the “Aspirations for Student Learning,” which play a critical role in helping us fulfill our mission. We challenge, encourage, and support students to:

• Live with curiosity
• Deepen self-awareness
• Engage in meaningful collaboration
• Grow in confidence
• Practice responsible leadership

Student Affairs enjoys a close relationship with Academic Affairs at JHU, and with shared responsibility for delivering on one of the University’s highest priorities: ensuring that highly talented students from a wide range of backgrounds, regardless of their ability to pay, thrive during and after their time at JHU. We work closely with our colleagues in Student Health and Well-Being, Academic Affairs, Integrated Learning and Life Design, and the Office of Diversity and Inclusion to ensure students can take full advantage of all that JHU has to offer.

Our team is seeking student-centered, success-oriented professionals who want to make a difference in students’ lives. Ideal candidates in Student Affairs are curious, solution-seeking, have a can-do attitude, and are committed to the dignity and equity of all persons. If you enjoy student-centered work, work focused on building relationships and fostering community, that is rarely the same day-to-day, engaging with both college students and colleagues in-person as well as virtually, and have an entrepreneurial spirit, we want you to join us!

Hopkins Student Affairs Statement on Inclusion, Community, and Excellence

At Johns Hopkins we strive to be a model of a pluralistic society in which we acknowledge, embrace, and engage diverse identities, perspectives, and experiences. We seek to build and buttress an inclusive intellectual and physical environment to ensure that all members of our community know with certainty that they belong at Johns Hopkins and we aspire to equitably share the benefits and burdens of dismantling persistent systemic barriers to individual and communal success.

Hopkins Student Affairs is committed to fostering a welcoming and inclusive community for students, faculty, and staff of all backgrounds:

• We believe that diversity is inherent to excellence and that the broad diversity of talents, cultures, identities, and experiences of our community members are core to our ability to deliver exceptional student development and learning experiences.
• We strive to support a student experience where academic, leadership, and community engagement opportunities spur discovery and learning; encourage a respect for and valuing of the perspectives of others; and foster a sense of belonging and connection across our student, broader university, and Baltimore community.
• We strive to create a learning environment where our students feel invited to learn from, and contribute to the learning of others through the sharing and honoring of each other’s perspectives, identities, cultures, talents, and experiences.

Hopkins Student Affairs seeks to hire, and support the professional development of, colleagues who: are equity-minded; demonstrate a commitment to inclusion; share a keen understanding of the importance of our identity as a diverse community of learners; are poised to contribute to our efforts to support student learning and offer robust leadership development and community engagement opportunities; and can contribute to our efforts to foster student connection and a sense of belonging across our university.

Classified Title: Budget Specialist
Working Title: Budget Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95 - $25.30 - $32.60 Hourly (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday. 8:30 am-5:00 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: 60000228-SPOT Students
Personnel area: University Student Services

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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.

Note: Job Postings are updated daily and remain online until filled.

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 jhurecruitment@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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm