Oncology General Administration is seeking a Budget Specialist who is responsible for maintaining the School of Medicine's financial transaction approval process for the Research Finance Operations & Compliance Team. The Central School oversight of this process is necessary in order to provide a consistent framework for approvals to ensure that funds provided to the University by taxpayers, students, donors, and other sponsors or supporters are being used in accordance with federal and state requirements, donor intentions, University policy, sponsor directives and are used consistent with the business purpose of the University. This position is intended to mitigate the risk of fraud and/or the misuse of funds to ensure that sponsored and non-sponsored dollars are effectively and compliantly managed. This position reports directly to the Financial Project Manager.
Specific Duties & Responsibilities:
Collect and maintain the Approval Authorization document from all School of Medicine departments/divisions that defines the positions that have the authority to approve specific financial transactions at specific dollar thresholds, and when additional approvals are required.
Ensure the document is reviewed annually by the Divisional Business Office and Dean and adjusted as necessary.
Ensure approval authority has been documented and kept up-to-date for the following items:
Procurement: Shopping Carts, Online Payments, Procurement Card, Service Center Orders, Petty Cash
Travel and Expense Reimbursement: TRIP Reports, Executive Card
Human Resources and Payroll: Internal Service Requests, Timesheets (paper, Kronos, CATS), University Time and Attendance Records (E210), SAP Role Requests (ZSR Transactions)
Monitor transaction approvals to ensure compliance with the financial transaction approval policy and the divisional Approval Authorization document. Monitoring of transaction approval should be done at least quarterly based on data from SAP and must be documented.
Review the SAP recertification report (provided by Enterprise Business Solutions) documenting what positions have the ability to approve specific transactions including the volume of transactions being reviewed.
Provide documentation indicating that the proposed structure complies with University policies and each divisional Approval Authorization document, and that the volume of transactions being approved is reasonable to ensure an effective review process.
Cases where proper approval is not facilitated in the SAP system should be documented clearly to ensure appropriate approval.
Review all individuals in approval roles as noted in SAP against records in the Learning Management System to ensure that all individuals have been appropriately trained. Follow-up with specific individuals as necessary. Remove roles as necessary.
In collaboration with the Financial Project Manager and Director, collaborate with Central School Sr. IT Manager, JHU Internal Audits IT Team and Financial Systems Administration to identify opportunities for automation of notifications for approval authorization documents.
Update and maintain Research Finance Operations & Compliance SharePoint site with reports, due dates and metrics.
Provide excellent customer service, prompt replies and information as requested through the shared email address.
As requested, submit payroll and non-payroll cost transfers.
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.
Special Knowledge, Skills & Abilities:
Must be organized and able to appropriately prioritize responsibilities in a fast-paced environment.
Excellent communication, organizational, and interpersonal skills.
Self-motivated individual with the ability to work independently.
Ability to maintain confidentiality.
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.
Classified Title: Budget Specialist Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30am-5:00pm Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Onc General Administration 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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