Responsible for daily issues as they arise within the department, administratively and facilities related. Coordinates the fellowship process with Fellowship Director. Directly manages the non-sponsored funds in the Department of Geriatric and Neuropsychiatry. Tracks and submits payroll changes, as needed. Performs financial activities for the Department of Psychiatry at Bayview within the scope of the position. Serves as backup for Administrative Manager in her absence.
Develops, implements and maintains administrative systems and procedures for effective functioning of the division. Handles daily issues and needs as they occur. Assigns and prepares offices for new employees prior to their arrival. Ensures timely and accurate coding and processing of invoices, check requests, travel expense reimbursements, etc. Takes initiative in contacting counter parts in the correct shared services departments to help in reconciling purchase orders, and accounts payable or travel documents.
Management of the neuropsychiatry, geriatric psychiatry and psychosomatic medicine fellowship program including serving as the program coordinator for the geriatric psychiatry and psychosomatic medicine fellowships as required by the ACGME. Track continuing education and clinic hours for all fellows in program including all duty-hours documentation as required by the Office of Graduate Medical Education. Responsible for updates and maintenance of the EValue system for the neuropsychiatry, geriatric psychiatry, and psychosomatic medicine fellowships.
Initiate SAP transactions within all modules, AP, Supply Chain, HR/Payroll, Finance, Sponsored, and BW. Reconcile and allocate expenses. Manage financial processes to ensure accuracy and completion and maintenance of supporting documentation. Process MTAs and other agreements through COEUS which includes working with outside investigators, vendors, research administration and legal offices. Track documents from creation to close-out; troubleshoot any problems that may occur. Serve as point of contact for questions regarding financial policy and procedure.
Directly manages divisional non-sponsored budgets and reconciles monthly to ensure accurate expenditure of funds. Processes non-payroll cost transfers as needed to assign expenses to appropriate non-sponsored account. Processes check deposits. Assist in preparing and forecasting fiscal budget for Department Behavioral Biology and Department of Behavioral Medicine.
Assist with the development of budgets for grants and contracts including new, renewal and continuation awards. Work closely with senior management to prepare grant proposals and other submissions by gathering supporting documentation, prepare budgets, write justifications, ensure timelines are met and documentation is formatted as required, using knowledge of grant submission process and requirements. Assist in preparing and forecasting fiscal budget for Department Behavioral Biology and Department of Behavioral Medicine sponsored projects. Work closely with faculty and Administrative Manager in this process. Work with internal JHU department, research administration and controller's office staff as well as NIH contracts and budget offices during pre- and post-award as necessary. Submit grant proposals through COEUS. Keep abreast of policies, procedures and governmental regulations that apply to sponsored applications and awards to ensure compliance. Work closely with internal JHU offices to complete these tasks. Ensuring timely submission. Prepares and submits Other Support pages for submission on grants or responding to requests by other departments for our faculty Other Support pages.
Education: Bachelor's degree in finance, accounting, or other related field. 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.
Experience: 3 years progressively responsible related financial/accounting 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.
Special knowledge, skills, and abilities:
Knowledge of University financial policies, practices and procedures. Knowledge of SAP and COEUS highly desirable. Understanding of financial reporting, budget preparation and account reconciliation. Excellent attention to detail and strong analytical skills required. Must be able to multitask, set and manage multiple priorities, and respond quickly to changing needs and goals. Ability to work independently for long periods of time and embrace a team oriented environment. Ability to exercise administrative judgment and assume responsibility for consequences and results of actions. Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents. High level administrative and budget experience preferred.
Excellent computer skills using Microsoft Office (Word, Excel, PowerPoint), Coeus, SAP, email, and Internet. Exceptional interpersonal and problem solving skills. Additional experience may substitute for education. Additional graduate level education may substitute for experience. Experience with government grants and contracts highly desirable.
Starting Salary Range: $49,216-$67,735; commensurate with experience
Employee Group: Full-Time
Schedule: Monday-Friday, 37.5 hrs/wk
Employee Subgroup: Exempt
Department Name: Psychiatry
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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