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Budget Specialist

2 months ago

Baltimore, Maryland, United States Johns Hopkins University Full time

Job Summary

We are seeking a highly skilled and detail-oriented individual to support the Office of Medical Student Affairs, Office of Medical Student Research, Office of Medical Student Diversity, Equity, and Inclusion, and the JHMI Housing Office by providing financial operations support. The successful candidate will work closely with the Director for Student Services and Housing, the Associate Dean for Medical Student Affairs, and three part-time assistant deans to ensure smooth financial operations.

Key Responsibilities

  • Provide accounting functions for the office, including preparing and issuing purchase orders, blanket orders, emergency orders, vendor invoices, and entering goods receipts.
  • Reconcile back-up documentation to monthly revenue and expense statements.
  • Assist the director with monitoring accounts to ensure that expenses are not in excess of budgets; assist with problem resolution; and prepare and submit non-payroll cost transfers as necessary, and monthly reconciliation to resolve discrepancies.
  • Use SAP to create shopping carts, process vendor and independent contractor payments, reimbursements, travel reimbursements, etc. - ensuring accuracy in all transactions by independently verifying invoices, GL codes, approval signatures, PO numbers, faculty approval, etc.
  • Identify and resolve vendor, student, staff, and faculty payment issues.
  • Work closely with Accounts Payable Shared Services, Supply Chain Shared Services, and Accounts Receivable Shared Services, to ensure adherence to policy and to resolve issues.
  • Evaluate and determine best practices for accounting functions.
  • Provide a high level of customer service to vendors and internal customers (students, staff, and faculty).
  • Understand, communicate, and ensure compliance with JHUs policies, including travel, purchasing, Procurement Card, etc.
  • Maintain a comprehensive electronic document filing system.
  • Process business and travel expense reimbursements for faculty, staff, and students.
  • Assist the director with reviewing and approving procurement card monthly expenditures to ensure accuracy and proper documentation of charges.
  • Assist the director with student payroll matters, such as submitting Employment Actions (EAs) and/or ISRs, ensuring accurate record keeping, and verifying payment amounts.
  • Submit proper documentation and forms to create or maintain vendors and independent contractors.
  • Assist the director with running and analyzing regular and ad hoc financial reports using Analysis, Excel and other software tools as well as ad hoc financial projects as needed.
  • Assist the director with year-end close process; post accruals.
  • Assist the director in preparing and monitoring the budgets for all Office of Medical Student Affairs and JHMI Housing Office budgets, to include identifying and proposing solutions to budget to actual variances.
  • Other duties as assigned.

Administrative Responsibilities

  • Coordinate applications, under strict deadlines, for fourth year medical students applying for residency. Compile reports related to the residency application process.
  • Proofread and edit Medical Student Performance Evaluations for the residency application process.
  • Collection and entering of data, compilation of reports, and maintenance of records related to the residency application process, the Match process, Summer Research, Deans Year of Funding, change in student status, etc.
  • Develop and maintain an in-depth knowledge of systems and regulations, including but not limited to: JHUSOM, JHU, and JHHS policies and procedures, especially those concerning medical students.
  • Support special projects as required/needed.
  • Provide back-up to the Administrative Coordinator for calendar, phones, and other administrative responsibilities.

Requirements

  • 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.