Budget Specialist

1 week ago

Baltimore, United States Johns Hopkins University Full time

The Whiting School of Engineering's Mathematical Institute for Data Science (MINDS) is seeking a qualified Budget Specialist to join the administrative team and will primarily be responsible for completing key business functions such as account reconciliation, vendor payments and reimbursement processing in support of the mission of the Mathematical Institute for Data Science (MINDS).

Specific Duties & Responsibilities

  • Ability to interpret and apply University policies and compliance requirements around purchasing, accounts payable, reimbursements and account reconciliation.
  • Utilize and understand the various payment mechanisms used by the University (ex. procurement cards, check requests, purchase orders, corporate travel cards).
  • Prepare travel reimbursements and vendor contracts, receipts, quotes with thorough documentation for compliance purposes for submission to Central offices for processing. Ensure policies are met, correct cost rates are applied, appropriate forms are completed.
  • Update and create a variety of spreadsheets and databases used to reconcile grants and cost centers
  • Initiate and/or assist with travel advances, reimbursements prior to and after travel, and local travel reimbursements in accordance with JHU and Federal Guidelines.
  • Recommend and enhance procedures, and administratively coordinate implementation of new or modified processes and systems.
  • Process Independent Contractor shopping carts and payments.
  • Use, administer and allocate Institute P-Card expenses against budgets, review and research P-card documentation, default transactions and process expense transfers.
  • Process shopping carts in SAP, track purchase orders, create goods receipts and ensure that staff and faculty receive goods that they have ordered. Retain packing slips and other required documentation for reconciliation purposes.
  • Monitors monthly expenditure statements for budgets and prepares documents required to maintain balanced accounts for review and approval by supervisor. Locates and compiles information and formats reports, to track funding balances and create projections.
  • Monitors status of reimbursements and vendor payments to ensure timely processing. Follows up with internal and external partners as needed to communicate additional needs and status.
  • COEUS/FIBI backup for Grants and Contracts Analysts as needed. This includes assistance with developing and preparing budgets, budget justifications (to ensure their relationship to budgeted dollars) for PI review. Update bio sketches, letters of support, consortium & contractual agreements, other support pages, and other administrative data for submission to appropriate funding agencies or prime institutions.
  • Assist in developing budgets and budget projections, based on a basic knowledge of funding sources, by performing basic calculations and analyses, generating standard reports, and applying approved processes and procedures.
  • Complete transfers as needed to assure that the correct expenses are charged to the appropriate accounts.
  • Assist with formatting and preparation of quarterly financial reports and ad hoc reports for review by the Sr. GCA, Sr. Financial Manager, and faculty. These documents will be the basis of the required quarter faculty financial meetings.
  • Assist Sr. GCA and Sr. Financial Manager with review and processing of sub award invoices and modifications.
  • Manage and maintain electronic filing system and records for reconciliation. Ensures proper recordkeeping to comply with JHU and federal audit policies.
  • Works independently and with various team members to achieve goals.
  • Collaborate within a team dynamic as well as interact skillfully and diplomatically with numerous constituents internally and externally.
  • Other duties as assigned.

Special Knowledge, Skills & Abilities

  • Knowledge and skill in Excel, Word, and SAP is preferred.
  • Experience with sponsored awards preferred.
  • Background in customer service, finance and/or communications.
  • Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
  • Ability to work effectively with faculty, staff, students, and administration within the University as well as external contacts.
  • Ability to exercise administrative judgment and discretion and assume responsibility for consequences and results of actions.
  • 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.
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Must be able to set and manage multiple priorities and respond quickly to changing needs and goals.
  • Must be collaborative with excellent interpersonal and customer service skills.
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
  • Associates Degree or Bachelor's Degree is highly preferred.
  • Prior experience in research or academic setting is preferred.
  • Previous experience with JHU systems (SAP) preferred.

Classified Title: Budget Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $18.00 - Max $33.50 (Commensurate with experience)
Employee group: Full Time
Schedule: Monday through Friday- 8:00-4:30pm
Exempt Status:Non-Exempt
Location:Hybrid/Homewood Campus
Department name: MINDS Institute
Personnel area: Whiting School of Engineering

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