Classified Title: Budget Analyst Working Title: Finance and Operations Coordinator Role/Level/Range: ATP/03/PB Starting Salary Range: $22.10 to $30.36 per hour Employee group: Full Time Schedule: M - F, 8:30 AM - 5:00 PM Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001473-EP Personnel Personnel area: Whiting School of Engineering
The Financial & Administrative Coordinator will provide direct financial and administrative support to the Administrator and Operations Manager of the Engineering for Professionals division.
Specific Duties & Responsibilities:
Financial Related (75%)
Position will be responsible for review and release of semester faculty appointments, review and approval of faculty-related ISRs, annual appointment letters, bi-weekly APL payroll spreadsheet, and three departmental procurement cards.
Prepare and process ISRs and documents related to faculty payroll/salary, expense reimbursements for employees and non-employees, online payment requests, as needed.
Monitors JIRA database of requests submitted to EP Finance, triaging ensuring that all requests are resolved within agreed service levels and that tickets are kept up to date using divisional process manual.
Assist in the review/approval of expenses on a monthly basis for approximately 3 Purchasing Card holders to ensure all charges have been reviewed and approved before monthly deadline.
Complete non-payroll and payroll cost transfers as needed to assure correct expenses are charged to the appropriate accounts.
Responsible for performing monthly reconciliation of approximately 15 – 20 divisional budgets. Develop and generate SAP/BW Analysis financial reports and files, and verify budget and expenditures to ensure compliance with university and/or agency regulations and restrictions. She/he will also assist financial analysts with monitoring project end dates to ensure compliance of expenditures during project period.
Assist with development of annual department budget for submission to Business office recommending budget adjustments and other cost improvement measures to ensure efficient use of resources.
Position will confer with the appropriate internal and external administrative offices to ensure that required procedures are followed; provide instruction, training and guidance to others related to purchases and budget procedures as well as policy and procedures and will serve as the liaison between EP' s faculty: and staff with the University's purchasing, payroll, and accounting departments.
Position will provide information for what if analyses; will identify budget issues, provide alternative solutions, and resolve problems; monitor and approve expenditures through the budgetary period; assist in review, development, and processing of contracts with vendors; prepare statistical data reports on finances and faculty.
Provide guidance/training of these processes to staff as needed.
Operations Related (25%)
Assists with managing and maintaining electronic filing system and records for reconciliation and faculty personnel. Ensure proper recordkeeping to comply with JHU and federal audit policies.
Assists the Operations Manager with research and resolution of operational issues with vendors, faculty, and staff.
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, completion, and update of departmental policies related to fiscal and operational budget issues.
Working with the EP Operations Manager, will execute the following projects: development of EP knowledge base including all processes related to payroll (hiring new instructors and developers, graders, guest lecturers, annual appointments, lab managers, plus payroll cycles for all of the above), setting up of Microsoft Teams site, including moving of all files from other areas into the SharePoint site behind EP Teams, process improvement for various processes in EP Finance, including EP-Finance JIRA ticketing system, hiring an onboarding of all faculty positions including: instructors, course developers, graders, guest lecturers and the appointment letter process for appointments outside of SIS including annual appointments, lab managers, graders, and digitization of all EP Finance processes.
Assist with special projects and other duties as assigned.
Minimum Qualifications (Mandatory):
Bachelor’s degree in finance, accounting, or other related field.
One 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. 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.
Three years of related administrative and finance experience.
Special Knowledge, Skills, and Abilities:
Ability to verify transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical and problem solving skills, attention to detail, and ability to exercise discretion and judgment.
Extensive 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, and SAP experience is helpful.
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.
Ability to work for long periods of time without direction, prioritize own work and 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.
Excellent oral and written communication skill required.
Work constructively as part of a team.
Must have good customer service skills, be highly organized and proactive.
Willing to work with internal and external contacts to coordinate and distribute information necessary to complete tasks involving multiple departments, staff members, and locations.
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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