The Financial & Administrative Coordinator will provide direct financial and administrative support to the Sr. Financial Analyst and Operations Manager of the Engineering for Professionals division.
Specific Duties & Responsibilities:
Financial Related (75%)
Prepare and process daily transactions related to the Engineering for Professionals division including online check requests, purchase order requests and payments, expense reimbursements for employees and non-employees, and submit monthly financial transactions such as non-payroll cost transfers.
Researches and resolves routine financial issues with payroll, shopping carts and check requests.
Coordinate EP part-time faculty payroll including semester teaching appointments, ISRs for JHU faculty, bi-weekly payroll for APL faculty, grader appointments, annual appointments and lab appointments for review and approval.
Assist the Sr. Finanicial Analyst in the review/approval of expenses on a monthly basis for approximately 2-3 Purchasing Card holders to ensure all charges have been reviewed and approved before monthly deadline.
Complete non-payroll cost transfers as needed to assure correct expenses are charged to the appropriate accounts.
Responsible for performing monthly reconciliation of approximately 15 – 20 divisional budgets. Develop and generate SAP/BW Analysis financial reports and files, and verify budget and expenditures to ensure compliance with university and/or agency regulations and restrictions.
Triages incoming requests submitted to EP Finance, assigning requests to EP finance staff as appropriate.
Position will provide information for what if analyses; will identify budget issues, provide alternative solutions, and resolve problems; monitor and approve expenditures through the budgetary period; assist in review, development, and processing of contracts with vendors; prepare statistical data reports on finances and faculty.
Operations Related (25%)
Assists with managing and maintaining electronic filing system and records for reconciliation and faculty personnel. Ensure proper recordkeeping to comply with JHU and federal audit policies.
Assists the Operations Manager with research and resolution of operational issues with vendors, faculty, and staff.
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.
Participate in the development, implementation, completion, and update of departmental policies related to fiscal and operational budget issues.
Working with the EP Operations Manager, will execute the following projects: development of EP knowledge base including all processes related to payroll (hiring new instructors and developers, graders, guest lecturers, annual appointments, lab managers, plus payroll cycles for all of the above), setting up of Microsoft Teams site, including moving of all files from other areas into the SharePoint site behind EP Teams, process improvement for various processes in EP Finance, including EP-Finance JIRA ticketing system, hiring an onboarding of all faculty positions including: instructors, course developers, graders, guest lecturers and the appointment letter process for appointments outside of SIS including annual appointments, lab managers, graders, and digitization of all EP Finance processes.
Will provide training and guidance on new technologies as needed to the Finance Team.
Assist with special projects and other duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Three years of related administrative and/or budget experience.
Related coursework at the college level may substitute for experience to the extent permitted by the JHU equivalency formula. Related coursework at the college level may substitute for experience.
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 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.
Bachelor’s degree in finance, accounting, or other related field.
Special Knowledge, Skills, and Abilities:
Ability to verify transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical and problem solving skills, attention to detail, and ability to exercise discretion and judgment.
Extensive experience working with various software applications such as Microsoft Office (Word, Excel, Power Point, and Outlook) is required.
Knowledge of University financial policies, practices and procedures, and SAP experience is helpful.
Strong verbal and written communication skills; with the ability to communicate effectively with a broad cross-section of clients.
Must be collaborative with excellent interpersonal and customer service skills.
Must be able to set and manage multiple priorities, and respond quickly to changing needs and goals.
Ability to work for long periods of time without direction, prioritize own work and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
Ability to exercise administrative judgment and discretion and assume responsibility for consequences and results of actions.
Ability to work effectively with faculty, staff, students, and administration within the University as well as external contacts.
Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
Excellent oral and written communication skill required.
Work constructively as part of a team.
Must have good customer service skills, be highly organized and proactive.
Willing to work with internal and external contacts to coordinate and distribute information necessary to complete tasks involving multiple departments, staff members, and locations.
Classified Title: Budget Specialist Working Title: Finance & Operations Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 per hour Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001473-EP Personnel 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 at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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