Budget Specialist

The Physics and Astronomy Department is seeking aBudget Specialist who will work with department administrative staff and/or faculty in the compilation of information related to expenditures and/or revenues for a variety of accounts, e.g., general funds, grants, contracts, endowments, revenues, and gift accounts. The majority of the position involves non-sponsored work which includes event planning and transaction processing. Works in a team environment and will report to Assistant Administrator. Provide direct support to the Sr. Financial Analyst, faculty, researchers, staff and students for the Department of Physics and Astronomy. The Budget Specialist will back up the Sr. Financial Analyst on routine matters when the Sr. Financial Analyst is unavailable.

Specific Duties & Responsibilities:

Transaction Processing (30%):

• Ensure all expenses are allowable and allocable.
• Initiate SAP transactions within all modules, AP, Supply Chain, HR/Payroll, Finance, Sponsored, and BW.
• Initiate procurement card purchases in accordance with University Purchasing Policy, Procurement Card training and training materials, the Cardholder Agreement, and any other specific internal requirements.
• Maintain supporting documentation for all transactions.
• Process online forms for independent contractors, add vendor forms, and shopping carts.
• Process vendor invoices, shopping carts, and check requests in SAP.
• Process travel reimbursements for faculty, staff, and students.
• Review travel documentation and receipts for appropriateness and prepare travel expense reimbursement requests in SAP, both domestic and international; follow reimbursements through to completion.
• Prepare non-payroll cost transfers.
• Track documents from creation to payment and trouble shoot any problems that may occur.
• Serve as point of contact for questions regarding transaction policy and procedure.
• Coordinate the vendor onboarding process for companies, independent contractors, and foreign visitors requesting reimbursements.

Budgets/Grants Administration (20%):

• Provide day-to-day maintenance of budgets based on awareness of the status of the funding sources which includes monthly account reconciliation and ongoing monitoring of expenses.
• Complete monthly verification and reconciliation of non-salary expenses for sponsored and non-sponsored accounts. This includes, but is not limited to: printing monthly statements, matching receipts/invoices to statement, reconcile service center charges, note any outstanding items, updating shadow systems, and follow-up to ensure outstanding items are resolved.
• Keeps abreast of policy, procedure and governmental regulation that apply to sponsored applications to ensure compliance.
• Conduct monthly review of group fixed service center fees (telecom reports, network, backup, etc.)
• Responsible for distribution of sponsored and non-sponsored monthly statements, telephone charges, printer charges, and other monthly reports.
• Process expenses for cell phones paid by the department and ensure justifications are updated yearly.

Event Planning (20%):

• Collaborate with the Sr. Financial Analyst, and faculty sponsor in coordinating and executing special events for their research group. These events may have guest lists that range in number of participants from 10’s or 100’s.
• Design and ensure the dissemination of marketing pieces both paper and electronic.
• Design, produce and distribute invitations.
• In collaboration with the Sr. Financial Analyst and faculty sponsor, research and contribute to the selection of the venue and catering vendors.
• Secure all necessary equipment needed for presentations or demonstrations.
• Coordinate the preparation of meeting materials.
• Arrange transportation to venues.
• Arrange accommodation and transportation for speakers/visitors.
• Assist with development of event budget.
• Ensure costs stay within budget and complete regular reporting to Sr. Financial Analyst or Sr. Grants & Contracts Analyst and faculty partners detailing actual and projected expenditures.
• Work a non-traditional schedule, e.g., an evening or weekend, for events as needed or required.
• Keep attendees informed if there are any changes to the scheduled event.

Other (15%):

• Provide backup support for the GCAs within the department as needed during times of excessive workload and/or absence.
• Assist faculty and management with furniture procurement and installations for the building.
• Train other employees on functions and job duties that are new to them.
• Provide telephone audits for the department at the request of management.
• Assist the Administrator on special projects for the department.
• Carry out other related duties as assigned.

Administrative Support (10%):

• Provide assistance for space assignment and room preparation for members of the group and visitors.
• Participate in onboarding of new employees by arranging setup of office equipment such as installation or move of telephones and procurement of computers as well as securing their requisite network/backup fees.
• Manage group UPS, USPS and FedEx accounts.
• Prepare mailings as needed for group.
• Make travel arrangements and/or accommodations for group members and visitors.
• Prepare travel advances.
• Prepare cash deposit forms and ensure delivery to KSAS Business Office.
• Create and maintain electronic and paper files.
• Train new personnel on operation of general office equipment.
• Responsible for handling poster request for the plotter as well as providing continual maintenance to the plotter as problems arise.
• Serve as the backup to the front desk when the Administrative Secretary is not available.

Human Resources (5%):

• Process weekly employees’ and undergraduate students’ timesheets in SAP.
• Work with HR and Sr. Grants & Contracts Analysts to ensure the timesheets are allocated to the right budget.
• Answer students’ questions about the payroll process.

Minimum Qualifications (Mandatory):

• High School Diploma/GED required.
• Three years of related administrative and/or budget experience required.

Special Knowledge, Skills & Abilities:

• Highly organized with keen attention to detail and ability to prioritize multiple responsibilities.
• Ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient.
• Demonstrated ability to manage multiple tasks accurately and quickly.
• Knowledge of SAP and other financial systems preferred.
• Strong oral and written communication skills.
• Proficient in MS Excel spreadsheets and financial databases.
• Experience with data input/transactions processing in an automated environment.
• Ability to set priorities, meet deadlines and be organized and self-motivated.
• Excellent customer service skills to interact effectively with faculty, staff, students and external customers.
• Ability to multitask and manage multiple priorities; ability to respond quickly to changing needs and balance competing responsibilities.
• Excellent listening, written and oral communication skills.
• Strong oral and written communication skills.
• Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
• Must have the ability to exhibit a manner of professional behavior that will promote positive interaction between co-workers and customers with the goal of increasing office productivity and improving the public image of the institution.
• Ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
• This position communicates information to department employees and external visitors. They may interact with a wide array of departmental and central administrative offices, faculty, staff and students and with numerous external constituents (i.e. other college administrators and faculty, state higher education officials, local businesses, local education officials, officials of federal and local agencies) to arrange meetings, handle expenditures and logistics for a variety of internal and external events, reconcile project expense statements, and provide status reports.

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: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: ​​​​​​​Physics and Astronomy
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.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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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