Financial Operations Coordinator

2 weeks ago

Baltimore, Maryland, United States Johns Hopkins University Full time

We are looking for a Budget Management Analyst to provide essential support to various departments, including the Office of Medical Student Affairs, Office of Medical Student Research, Office of Medical Student Diversity, Equity, and Inclusion, and the JHMI Housing Office. This role involves managing financial transactions, overseeing budget allocations, and collaborating closely with the Director for Student Services and Housing, the Associate Dean for Medical Student Affairs, and several part-time assistant deans to ensure efficient financial operations. The Budget Management Analyst will report directly to the Director for Student Services and Housing within the Office of Medical Student Affairs and will be an integral part of the team that supports the operational needs of these offices.

Key Responsibilities

  • Oversee the accounting functions within the office.

Financial Management

  • Prepare and process purchase orders, blanket orders, emergency orders, vendor invoices, and manage goods receipts.
  • Reconcile documentation with monthly revenue and expense reports.
  • Assist the director in monitoring accounts to ensure expenditures align with budgetary constraints; aid in resolving issues and preparing non-payroll cost transfers as needed, along with monthly reconciliations to address discrepancies.
  • Utilize SAP for creating shopping carts, processing vendor and independent contractor payments, reimbursements, and travel expenses, ensuring accuracy by independently verifying invoices, GL codes, approval signatures, and other necessary documentation.
  • Identify and resolve payment issues for vendors, students, staff, and faculty.
  • Collaborate with Accounts Payable, Supply Chain, and Accounts Receivable Shared Services to ensure compliance with policies and resolve any issues.
  • Evaluate and implement best practices for accounting functions.
  • Deliver exceptional customer service to vendors and internal stakeholders (students, staff, and faculty).
  • Ensure compliance with institutional policies, including those related to travel, purchasing, and procurement.
  • Maintain a comprehensive electronic filing system for documents.
  • Process business and travel expense reimbursements for faculty, staff, and students.
  • Assist the director in reviewing and approving procurement card expenditures to ensure accuracy and proper documentation.
  • Support the director with student payroll processes, including submitting Employment Actions and ensuring accurate record-keeping.
  • Submit necessary documentation to create or maintain vendor and independent contractor records.
  • Assist the director in generating and analyzing regular and ad hoc financial reports using various software tools.
  • Support the director during the year-end closing process, including posting accruals.
  • Assist in preparing and monitoring budgets for the Office of Medical Student Affairs and JHMI Housing Office, identifying and proposing solutions for budget variances.
  • Perform other duties as assigned.

Administrative Support

  • Coordinate applications for medical students applying for residency, adhering to strict deadlines, and compile reports related to the residency application process.
  • Proofread and edit Medical Student Performance Evaluations for residency applications.
  • Collect and enter data, compile reports, and maintain records related to residency applications, the Match process, and other student-related funding matters.
  • Develop and maintain a thorough understanding of relevant systems and regulations, including JHUSOM, JHU, and JHHS policies, particularly those affecting medical students.
  • Support special projects as required.
  • Provide backup support to the Administrative Coordinator for various administrative tasks.

Miscellaneous Duties

  • Maintain confidential digital records and databases.
  • Work independently and efficiently.
  • Perform additional duties as assigned.
Minimum Qualifications
  • High School Diploma or equivalent.
  • Three years of relevant administrative and/or budget experience.
  • Related college coursework may substitute for experience as permitted by the institution's equivalency formula.

Classified Title: Budget Management Analyst
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $33.90 HRLY ($52,616 targeted; Commensurate with experience)
Employee Group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
Exempt Status: Non-Exempt
Department Name: SOM Admin Student Affairs
Personnel Area: School of Medicine

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