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Johns Hopkins University Budget Specialist in Baltimore, Maryland

The Johns Hopkins Center for a Livable Future (CLF) is seeking a Budget Specialist (BS) to support its work to protect the public’s health and the environment by advancing healthy, equitable and sustainable food system solutions. The BS will work with others in a collaborative environment to provide overall financial and administrative support for CLF’s non-sponsored and sponsored projects, supporting activities across all focus areas. The successful candidate will have the ability to exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service, and be skilled at organization, problem solving, interpersonal, oral and written communications. The Budget Specialist reports directly to the Sr. Grants and Contracts Analyst.

Specific Duties & Responsibilities

Accounts Payable

  • Enter accounts payable transactions in SAP system in a timely and accurate manner.

  • Process shopping carts in SAP and related goods receipt for independent contractor and master service agreements, gift cards, etc.

  • Process non-purchase order invoices, credit memos, honorariums, staff and non-employee travel reimbursements and invoices.

  • Submit new vendor request via Payment Works, and any vendor changes via a Procurement portal help ticket submission, as necessary.

  • Serve as P-Card holder for assigned focus areas and backup for Sr. Administrative Coordinator assigned focus areas.

  • Track transactions from creation to payment and troubleshoot any problems that may occur.

  • Ensure completeness and accuracy of documentation for compliance with the University and/or agency regulations and restrictions.

  • Assist with identifying over-expenditures and advise and assist with resolution. Submit cost transfer information to the Center’s budget analyst to correct any errors in a timely manner.

  • Attend finance and research training/meetings to stay updated on changes in internal and external policies and procedures.

Budgeting and Reporting

  • Assist in the compilation of information of the Center’s budgets – sponsored and non-sponsored.

  • Develop and generate SAP/BW financial reports. Maintain appropriate financial records and files.

  • Provide back-up coordination function for all CLF internal approval documents (ABTAs, RBAs, etc.) including budgetary assistance, routing, tracking, and monitoring.

  • Review, reconcile, and monitor specified accounts’ expenditures/revenues, gather and verify backup documentation. Identify expenditure transaction issues and share possible resolutions with the supervisor.

  • Serve as backup for the Budget Analyst to reconcile and verify telephone charges, email charges, cell phone reimbursements, and student employee hours, as needed.

  • Confer with the supervisor, Center’s Director of Operations, EHE, and external administrative offices to ensure that required procedures are followed.

Financial Maintenance

  • Organize and maintain electronic and hard filing record-keeping system of financial documentation.

  • Develop and maintain a monitoring system to track all reimbursements, online payments, and shopping cart goods receipts.

  • Maintain accurate and up-to-date equipment inventory log for the Center.

  • Track documents from creation to payment and troubleshoot any problems that may occur.

  • Ensure completeness and accuracy of documentation for compliance with the University and/or agency regulations and restrictions.

Business Travel and Events

  • Serve as CONCUR delegate, when assigned, and assist CLF staff and/or faculty with reimbursement submissions, as needed.

  • Serve as a point of contact for travel and purchasing policies and procedures.

  • Assist the Sr. Administrator Coordinator or serve as backup, when applicable, arranging hotel and travel accommodations with external parties.

  • Collaborate with the Events Team to reconcile and process event invoices.

  • Assists in organizing and coordinating catering services for CLF events.

General Administration

  • Provide general administrative support to the Center including, but not limited to, photocopying, scanning, preparing external correspondence, creating documents in Microsoft, as requested, transcribing notes and recordings, assisting with scheduling visitors, etc.

  • Serve as backup for Sr. Administrative Coordinator including but not limited to answering the Center’s main phone line, ordering and distributing supplies, preparing short-term independent contractor agreements ensuring compliance with policy and procedures, submitting help tickets for office needs including IT, telecommunications and facilities maintenance requests, ordering new and recycling old equipment, as needed.

  • Serve as a member of assigned Focus Areas and Working Group teams.

Special Skills/Knowledge

  • Highly organized with attention to detail and ability to prioritize multiple responsibilities.

  • Ability to work independently, as well as part of a team.

  • Capable of independently managing workload and anticipating/planning upcoming projects.

  • Ability to accept and respond to supervisory feedback, as well as being able to work in a fast-paced, and deadline-oriented environment with minimal supervision.

  • The ideal candidate will possess self-initiative, motivation, a proactive perspective on work, and will seek an understanding of work/process; strive for process improvement; hold themselves accountable to their work; and offer solutions and problem solve situations.

Related Work Experience

  • Knowledge of JHU financial systems and familiarity with SAP preferred.

Physical Requirements

  • Must be able to lift 25 pounds, stoop and bend, sit /stand for various time lengths, walk stairs, and occasional domestic travel may be required.

*This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties or special projects as assigned.

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

  • Two years of college and five years of related experience desired.

Classified Title: Budget Specialist

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.00 - $33.50 HRLY ($55,100 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday to Friday: 8:30 am – 5 pm

Exempt Status: Non-Exempt

Location: Hybrid/School of Public Health

Department name: ​​​​​​​Center for a Livable Future

Personnel area: School of Public Health

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.

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