Budget Specialist

The Finance Department is seeking aBudget Specialist who will report to the Financial Manager and will work with various members of the senior and administrative staff and faculty in the compilation of information related to expenditures and revenue budgets.

Specific Duties & Responsibilities:

• Budget Analysis Review and analyze budget patterns, proposed budgets.
• Identify budget issues, provide alternative solutions and resolve problems.
• Analyze prior fiscal year expenses and revenues and project financial trends for current and future fiscal years (upon request).
• Project expenditure and prepare up-to-date expenditure and balance information.
• Communicate encumbered/actual line item over-expenditure and other fiscal concerns to Program Directors and administrative managers.
• Submit financial updates, review/reconcile variances and resolve issues, and meet with program chairs/directors and administrative managers regarding budget expenditure on a monthly basis.
• Extract and analyze financial data and develop moderately complex Finance Summary, HR Finance, and Trustee reports for program directors and administrative managers, for planning, forecasting and analysis of sponsored and non-sponsored funds.
• Verify budgets and expenditures and oversee all procurement purchases to ensure compliance with university and/or agency regulations and restrictions.
• Monitor and approve expenditures throughout the budgetary period.
• Audit and reconcile all charges on a monthly basis.
• Financial Administration and Processing Develop and implement financial management and administrative processes and procedures for AAP to maintain efficient and effective workflow as well as compliance with the University’s financial policies and procedures.
• Initiate SAP transactions.
• Process all checks, refunds, and cash deposits for AAP. Including but not limited to non-credit workshop fees and student application fees.
• Assist in review, development and processing contracts with vendors Develop and create financial and statistical data reports for the Financial Manager and/or Assistant Dean (may utilize Excel, SAP, and other internal databases).
• Review, and assist Assistant Dean with approvals of Off-Site Course budget requests’.
• Create new Internal Orders within department in relation to off-sire courses, ensure that all costs are allowable, allocable, reasonable, and justifiable.
• Approve, allocate and reconcile procurement card transactions for cardholders.
• Process payroll cost-transfers (eforms) to reduce control salary, distribute payroll costs from Pre-Reviewing ERS and to maintain accurate salaries when faculty are paid from accounts.
• Use knowledge of JHU internal controls to verify and initiate invoices, travel expense reimbursements, nonpayroll journal transfers and verify compliance with University guidelines.
• Interpret policies and procedures, provide instruction to faculty, staff, students and answer questions as they arise.
• Act as substitute/back up to Budget Analyst and as needed for Financial Manager when needed to review, process and approve SAP transactions.
• Collaborate with different offices to generate distinct type of contracts using varying technical platforms; review compensation schedule and collaborate with HR on timely payments.
• Prepare course development and adjunct faculty contracts; Review and verify accuracy of contract terms and ensure appropriate IO allocation prior to distribution.
• Maintain secure, accurate and up-to-date adjunct faculty records.
• Training and Instruction.
• Provide instruction, training and guidance to staff and faculty in budget, accounting, administrative procedures and develop and distribute technical training.
• Other Duties as Assigned Job Description

Minimum Qualifications (Mandatory):

• High School Diploma or GED required.
• Three years of related administrative and/or budget experience required.
• Related coursework at the college level may substitute for experience.
• Additional related experience may substitute for required education on the same basis by the JHU Equivalency Formula.

Special Knowledge, Skills & Abilities:

• Strong organizational skills, multitasking abilities, and attention to detail required.
• Must have strong interpersonal and communication skills, both oral and written and be able to maintain confidentiality.
• Use of various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Operate office equipment such as computer, photocopier, fax machine and calculator.

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 the 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 a.m. to 5 p.m.
Exempt Status: Non-Exempt
Location: District of Columbia
Department name: ​​​​​​​AAP Finance
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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