Research Management Services (RMS) supports the pre- and post-award administration for sponsored funding across multiple departments within the School of Medicine. RMS strives to provide the highest quality of customer service in sponsored research management to our customers including departments, faculty, key stakeholders and central teams including the Office of Research Administration (ORA), Sponsored Projects Shared Services (SPSS) and the School of Medicine Business Office.
The Budget Specialist will assist with the finance, budgeting and reconciling activities for the post-award team of RMS. This includes assisting the post award Grants & Contracts Manager, or members within the team, on all activities related to sponsored post-award management of grants, contracts, cooperative agreements, subgrants, subcontracts and clinical trials. The Budget Specialist will report directly to the post-award Grants & Contracts Manager of RMS.
Specific Duties & Responsibilities
Develop an understanding of cost principles and apply these learned concepts while reconciling accounts monthly and performing entry level financial transactions and support to RMS post award team:
Working alongside the post award team, this position will reconcile accounts and compile reconciliation information in preparation of faculty finance meetings
Identify and investigate discrepancies for payroll and non-payroll transactions. If an error is discovered, determine the appropriate source and submit corrective journal transfer(s)
Develop an understanding of the university's sponsored dashboard and how different metrics are tracked to ensure transactions are being submitted compliantly and timely
Review and reconcile sponsored funds (and non-sponsored research accounts) monthly utilizing PI Summary and Detail reports alongside monthly RMS automated reports
Verify purchases on awards using cost principles and ensuring funds are expended according to the sponsoring agency stipulations and internal JHU SOM guidelines
Prepare documents and obtain signatures for scanning/record keeping
Review travel (domestic & foreign) expenses for accuracy/compliance
Complete budget distributions, payroll distributions, non-payroll cost transfers and subcontract invoice reviews. Update position budgeting worksheets, as directed.
Process check deposit transmittals
Monitor the university central lockbox/holding account to reconcile and claim invoice payments owed to the departments we serve
Other duties as assigned
High School Diploma/GED.
Three (3) 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: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *
Experience in use of software applications such as databases, spreadsheets (ex. Microsoft products, Word, Excel, Access and PowerPoint).
Special Knowledge, Skills, and Abilities
The candidate for this position must be detail-oriented to work in a dynamic, fast paced environment. The individual must be able to multi-task, meet deadlines and provide support to a wide variety of people and positions. The individual must be customer service focused with excellent oral and written skills. The individual must have demonstrated proficiency in use of software applications such as Word, Excel and PowerPoint as well as proficiency in use of office equipment such as personal computers, printers and projectors. Knowledge of accounting and budgeting theory and practices required. Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
Classified Title: Budget Specialist Working Title: Budget Specialist (Post-Award) Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Range: $17.25 - $23.72 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a-5:00p / 40 Hours per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 60008428-SOM Admin Finance Research Services Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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