Budget Analyst - Computer Science

The Department of Computer Science (CS) is seeking aBudget Analyst. This position will work in conjunction with the finance and administrative teams to provide support for the financial and payroll processes for the CS, the Information Security Institute (ISI), the Malone Center for Engineering in Healthcare (MCEH), and the Institute for Assured Autonomy (IAA). The position reports to and supports the department administrator. Responsibilities will encompass a variety of financial and payroll review and analysis as well as some administrative activities with duties related to the computing, classification, and recording of transactions, payment of expenses, receipt and deposit of funds; purchasing and distribution of materials; creating, managing, and updating of payroll records, reviewing and updating documentation as needed for monthly reconciliation. The position will support activities stemming from both non-sponsored and sponsored activities as needed. All of these functions require proficient to expert level knowledge of the university's financial accounting systems, policies, procedures and resources. Will provide exceptional and timely customer service and support to faculty, staff, students, and visitors.

Specific Duties & Responsibilities:

Student Payroll (50%):

The Budget Analyst is the primary contact and processor for all course assistant positions for the department. Along with communicating with hired students, the Budget Analyst will provide direction, answer questions, ensure completion of the I-9 prior to work commencing, will verify data, regularly review hours submissions for timeliness and accuracy. Other responsibilities include:

• Determine type and then process hire, salary change, reassignment, and termination ISRs for students hired as departmental course assistants.
• Track data and submit forms related to federal work study awards as applicable.
• Follow up with students if documentation is not submitted within the appropriate timeframe.
• Monitor submission and approval of weekly hours by students and faculty. Request updates and send reminders as needed.
• Enter weekly hours in SAP CATS for 125+ student workers, adhering to posted deadlines to ensure students are paid on time and accurately.
• Monitor central student payroll email account and respond to questions and problems related to student payroll.
• Serve as liaison/troubleshoot between student employees, Student Employment Office, and Financial Aid Office.

Finance & Operations (40%):

The Budget Analyst will work in collaboration with staff to project, manage, evaluate, and monitor all financial transactions and budgets related to programs and operations, including general operating and personnel – with over 75 active accounts that include gifts and endowments totaling nearly $10 Million. Responsibilities include:

• Interpret and review financial data to evaluate and determine financial performance and financial projections.
• Perform complex reconciliations of monthly expenditure statements and prepare documents required to maintain balanced accounts for review by staff and the Engineering Business Office.
• Provide thorough analysis of financial data to determine/recommend actions.
• Identify issues with procurement, contracts, payroll, payments, and budgets. Develop, share and execute appropriate solutions.
• Assist in review, development, and processing of contracts with vendors. Resolve outstanding payments and contracts routed for signature.
• Make suggestions to improve business processes and financial operations (e.g., streamline operational efficiency; implement cost reduction strategies).
• Work with management on updating any deficiencies in workflow processes.
• Serve as the primary monitor of departmental HELP email account and respond to requests and inquiries in a timely manner. Emails may include requests to purchase items, checking status on orders, clarification of account numbers for reimbursements, resolving funding discrepancies, or verifying processes or policies.
• Generate and submit on-line check requests to pay vendor invoices for expenses and/or services.
• Assist vendors or other payees with vendor record set up or updates, working with the Accounts Payable team as needed.
• Prepare and submit SAP shopping carts, or use procurement card, to complete purchase requests.
• Distribute items received and process related goods receipts.
• Manage the use of the central bill travel card and assist students in submitting information to prepare travel request using the JHU managed travel system.
• Complete monthly report merge and review of select non-sponsored, faculty discretionary, gift, and fellowship accounts. Report to supervisor any accounts that may need to be closed or of transfers or adjustments that may need to be initiated.
• Assist faculty, students, staff, and non-employees with learning and using Concur for travel and expense reimbursement.
• Assist the finance team with completing documentation for all financial transactions is uploaded to central server for reconciliation.
• Respond to requests from the WSE Business Office or other central offices for transaction documentation or information.
• Collaborate with the finance and administrative teams to learn, understand, and communicate changes to administrative procedures to internal and external customers and initiate updates to electronic documents and resources.
• Confer with the appropriate internal and external administrative offices to ensure that required procedures are followed. Provide instruction, training and guidance to others related to purchases and budget procedures as well as policy and procedures and will serve as the liaison between faculty and staff with the University's purchasing, payroll, and accounting departments.
• Serve as point of contact for questions regarding transaction policy and procedure.
• Provide guidance/training of these processes to department as needed.

Other Financial and Administrative Duties (10%):

• Deposit checks and post to proper accounts.
• Respond to faculty, staff and/or student group representative inquiries to verify account balances and transactions or identify and resolve discrepancies.
• Communicate with appropriate internal and external administrative offices to ensure that established policies and procedures are followed. Offices include Accounts Payable, Supply Chain, Accounts Receivable, Sponsored Projects, Internal Audits, Johns Hopkins University Research Administration, and other JHU departments and service centers.
• Providesupport for other financial/administrative services of the department as needed.
• Maintain accurate and complete records and documentation in electronic filing system following guidelines for record retention, storage, compilation, coding, updating, and purging.
• Keep abreast of University policies and procedures and communicate as appropriate via written or oral correspondence to internal and external customers.

Minimum Qualifications (Mandatory):

• Bachelor’s Degree in Finance, Accounting, or other related field.
• One year of related progressively responsible experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Three years of related administration and/or finance experience.
• Financial and/or business analysis experience.
• SAP- proficient to expert knowledge preferred or demonstrated use of other financial or technical systems.
• Experience with JHU payroll practices and processes.

Special Knowledge, Skills & Abilities:

• Knowledge of SAP accounting system practices and implementation within the Hopkins environment desirable.
• Intermediate experience with datainput/entry and processing with a high level of accuracy.
• Intermediate proficiency in Microsoft Excel, Word, Office Suite and related software applications.
• Positive and professional demeanor with the ability to build and sustain productive and collaborative working relationships with a wide range of constituents.
• Extensive customer service skills with ability to resolve problems and negotiate solutions
• Detail oriented, organized, strategic thinker and self-starter.
• Ability to interactin a fast-paced environment, remaining flexible,proactive, resourceful, and efficient.
• Ability to work as a team member.
• Ability to prioritize tasks and multiple deadlines.
• Ability to maintain confidentiality, exercise diplomacy, use independent judgement in resolving financial issues, and interact professionally with internal and external customers.
• Excellent oral, written and interpersonal communication skills are required.
• Ability to work alone for extended periods of time as needed to complete assigned tasks.

• Ability to navigate various internal systems to obtain information and identify, analyze, and resolve issues.

Level of Independent Decision Making:

• Basic.

Physical Requirements:

• Sitting for extended periods of time.
• Ability to lift or move up to 25 lbs.

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 Analyst
Working Title: Budget Analyst - Computer Science
Role/Level/Range: ATP/03/PB
Starting Salary Range: $22.55 - $30.97/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:00 - 4:30
Exempt Status: Non-Exempt
Location: ​​​​​​​Homewood Campus
Department name: ​​​​​​​Computer Science-PhD/Postdocs
Personnel area: Whiting School of Engineering

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. 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.

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