Under the supervision of the Grants and Contracts Manager and the Sr. Administrative Manager of the Hopkins Extreme Materials Institute (HEMI), the Budget Analyst will coordinate, oversee and perform financial functions related to both sponsored and non-sponsored activities, that are essential to the performance of HEMI. Overall duties include: procurement (processing shopping carts and p-card transactions), processing reimbursements, online payment transactions, assisting with grant proposal development, budget development, budget allocation, analysis of budget execution and forecasting, initiation of journal entries, cost transfers, reconciling reports and financial data, and assisting with the closeout and Financial Status Reporting process. This position will work directly with project PIs, Co-Is, students and post docs and administrative staff to insure effective, accurate and timely performance of required tasks.
Specific Duties & Responsibilities:
Process and track procurement documents from creation to close-out; follow-up and troubleshoot any problems that may occur. Serve as point of contact for questions regarding financial and compliance policy and procedures.
Process and track travel and non-travel reimbursements in a timely and accurate manner for faculty, staff and students.
Process various transactions such as journal transfers, check deposits, purchase orders, special payroll, check requests, vendor setup and invoices.
Supervise hourly student employees assigned to HEMI finance team.
Submit timecards for all HEMI hourly student employees.
Reconcile departmental p-card monthly statements and work with faculty, staff and students to resolve any outstanding issues.
Assist PI and Grants and Contracts Analyst with grant submission budget development using appropriate cost rates for indirect and benefit costs, including all anticipated cost projections.
Review budgets and related justification for appropriateness and completeness of content. Provide groundwork for subcontract negotiations.
Work with internal JHU offices to make sure budget numbers are set up in a timely manner.
Provide spending analysis and budget forecasting to PI’s and Grants and Contracts team for quarterly reconciliation.
When necessary, advise faculty of status and balance availability on accounts and assist with and make recommendations for appropriate course of action to address budget variances relating to potential deficits and/or unspent balances.
Perform grant financial planning, cost analysis, and support Grants and Contracts Manager with budget forecasts and projections. Update projection spreadsheets regularly with actual transaction information.
Coordinate, monitor and submit all necessary budget information for progress reports.
Monitor revenue and expenditures for sponsored & non-sponsored budgets including sub recipient monitoring, submission and tracking of invoices.
Manage the billing process for usage fees on HEMI facilities.
Assist with grant closeout, such as ensuring the timely submission of the financial and other reporting.
Oversee reconciliation of all financial transactions for HEMI sponsored, non-sponsored funds, and discretionary accounts. Verify accuracy, completeness and compliance of charges posted to accounts.
Perform payroll and non-payroll cost transfers when appropriate.
Manage and maintain files and records for HEMI accounts and transactions.
Setup, distribute, and manage funding according to budgets from sponsored award notices. Ensure proper recordkeeping to comply with JHU and federal audit policies.
Communicate with Accounts Payable, Supply Chain, Accounts Receivable, Sponsored Projects, Research Projects Administration, and other JHU departments on a routine basis.
Implement HEMI policies related to fiscal and operational budget issues.
Prepare ad hoc reports as related to budgets.
Exercise discretion and judgment in the resolution of budget problems.
Ensure compliance with university regulations and restrictions.
Confer with appropriate internal and external administrative offices to ensure that required procedures are followed. Provide guidance and answers related to budget procedures.
Identify budget issues, provide alternative solutions, and resolve problems.
Help to train others in budget related procedures, policies.
All other duties as assigned.
Minimum Qualifications (mandatory):
Bachelor’s degree in finance, accounting, or other related field. 1 year of related progressively responsible experience. Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
Special Knowledge, Skills, and Abilities:
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.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required.
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.
Must be able to effectively interact with all levels of JHU/JHMI employees (Faculty, Staff, Students alike).
Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
Ability to maintain confidentiality.
Classified Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F 37.5 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60003526-Hopkins Extreme Materials Institute Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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