The Mission of the G.W.C Whiting School of Engineering is to:
Conduct innovative research and generate technologies that lead to fundamental new approaches in the engineering disciplines, translate them to improved quality of life, and enhance the safety and security of future generations;
Provide an education grounded in fundamental scientific principles that prepares students to solve the complex, technology-based problems of the 21st century; and
Educate the next generation of leaders through creative curricula and programs that instill ethical values and social awareness, an appreciation for the importance of diversity, an entrepreneurial spirit, and a love of learning.
Purpose of Position:
This position will coordinate and oversee budgeting activities and assist with managing financial activities for the Materials Science and Engineering. This includes assisting in financial analysis regarding projected changes in revenues and expenditures. This position provides assistance to the Grants and Contracts Analysts and reports to the Administrative Manager. Please note that duties and responsibilities for this position cover sponsored funds, general funds, gift/discretionary and endowment funds.
Knowledge and Skill:
Essential to the position is the ability to verify transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical skills, attention to detail, ability to exercise discretion and judgment, and identify and solve problems.
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.
Understanding and demonstrated use of financial reporting, budget preparation and account reconciliation.
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. Excellent organizational skills, analytical and problem solving abilities, and attention to detail.
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.
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.
Education, Experience, Licensure, Certification:
High School Diploma/GED required.
Bachelor's degree in finance, accounting, or other related field preferred.
Three years related experience required.
Additional education may substitute for required experience to the extent permitted by the JHU equivalence formula.
Knowledge of SAP and COEUS highly desirable.
Background in accounting or bookkeeping preferred.
Essential Duties & Responsibilities:
On a monthly cycle, perform reconciliations of financial transactions for sponsored (grants and contracts) and non-sponsored funds (i.e., discretionary and gift accounts) for faculty.
Approve on-line payment requests for invoice payments, travel and other reimbursements, and shopping carts for purchase orders for general supplies.
Approve expenses on a monthly basis for departmental procurement card and review all procurement card charges approved by Administrative Coordinator to ensure all charges have been reviewed and approved before monthly deadline.
Generate complex shopping carts for purchase order requests related to subcontract agreements and some equipment purchases.
Provide assistance to Grants and Contracts Analysts and Administrative Manager with payroll distribution transactions that include faculty, postdoctoral fellows and student payments that are hourly and semi-monthly.
Assist in the preparation of management, narrative and/or statistical reports.
Backup for Grants and Contracts Analysts and Administrative Coordinator as needed.
Assist with cleaning up the MSE department share drive.
Assist with transactional activity when needed, ordering equipment, purchase orders, shopping carts, and other duties as assigned.
Assist in department activities and events.
Assists in grant financial planning, cost analysis and assist PIs with budget forecasts and projections.
Assist Grants and Contracts Analysts and the Administrative Manager in the development and monitoring of discretionary and sponsored budgets.
Analyze financial data and utilize moderately complex reports for forecasting and results analysis regarding changes in revenue and expenditures, extract and define relevant information and interpret data for the purpose of determining past financial performance and/or to project a financial forecast.
Complete transfers as needed to assure that the correct expenses are charged to the appropriate accounts.
Format and prepare quarterly financial reports and ad hoc reports for review by the Administrative Manager and faculty.
Assist with review and processing of sub award invoices and modifications.
Review all subcontract invoices and work with departmental faculty on certification and approval for submission for payment.
Manage and maintain electronic filing system and records for reconciliation and purchasing. Ensures proper recordkeeping to comply with JHU and federal audit policies.
Prepare and invoice sponsors and users of departmental services as needed and develop payment schedules to monitor receipts of payments.
Maintains department users in iLabs system, including coordination with faculty to approve users and assign account access.
Advise faculty and staff on changes in sponsored research policies.
Exercise discretion and judgment in the resolution of budget problems.
Ensure compliance and university regulations and restrictions.
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 and completion of departmental policies related to fiscal and operational budget issues.
On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area.
Assist with special projects and other duties as assigned.
Changing closed non- sponsored accounts to INACTIVE.
Run a monthly outstanding PI Commitment Report and have encumbrances removed from faculty sponsored accounts.
Classified Title: Budget Specialist Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 an hour Employee group: Full Time Schedule: M-F 8-5 varies Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001493-Materials Science & Engineering 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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