Budget Specialist

Job Req ID: 114503

Budget Specialist

The Johns Hopkins Center for a Livable Future (CLF) is seeking a Budget Specialist (BS) to support its work to protect the public's health and the environment by advancing healthy, equitable and sustainable food system solutions. The BS will work with others in a collaborative environment to provide overall financial and administrative support for CLF's non-sponsored and sponsored projects, supporting activities across all focus areas. The successful candidate will have the ability to exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service, and be skilled at organization, problem solving, interpersonal, oral and written communications. The Budget Specialist reports directly to the Sr. Grants and Contracts Analyst.

Specific Duties & Responsibilities

Accounts Payable

• Enter accounts payable transactions in SAP system in a timely and accurate manner.

• Process shopping carts in SAP and related goods receipt for independent contractor and master service agreements, gift cards, etc.

• Process non-purchase order invoices, credit memos, honorariums, staff and non-employee travel reimbursements and invoices.

• Submit new vendor request via Payment Works, and any vendor changes via a Procurement portal help ticket submission, as necessary.

• Serve as P-Card holder for assigned focus areas and backup for Sr. Administrative Coordinator assigned focus areas.

• Track transactions from creation to payment and troubleshoot any problems that may occur.

• Ensure completeness and accuracy of documentation for compliance with the University and/or agency regulations and restrictions.

• Assist with identifying over-expenditures and advise and assist with resolution. Submit cost transfer information to the Center's budget analyst to correct any errors in a timely manner.

• Attend finance and research training/meetings to stay updated on changes in internal and external policies and procedures.

Budgeting and Reporting

• Assist in the compilation of information of the Center's budgets - sponsored and non-sponsored.

• Develop and generate SAP/BW financial reports. Maintain appropriate financial records and files.

• Provide back-up coordination function for all CLF internal approval documents (ABTAs, RBAs, etc.) including budgetary assistance, routing, tracking, and monitoring.

• Review, reconcile, and monitor specified accounts' expenditures/revenues, gather and verify backup documentation. Identify expenditure transaction issues and share possible resolutions with the supervisor.

• Serve as backup for the Budget Analyst to reconcile and verify telephone charges, email charges, cell phone reimbursements, and student employee hours, as needed.

• Confer with the supervisor, Center's Director of Operations, EHE, and external administrative offices to ensure that required procedures are followed.

Financial Maintenance

• Organize and maintain electronic and hard filing record-keeping system of financial documentation.

• Develop and maintain a monitoring system to track all reimbursements, online payments, and shopping cart goods receipts.

• Maintain accurate and up-to-date equipment inventory log for the Center.

• Track documents from creation to payment and troubleshoot any problems that may occur.

• Ensure completeness and accuracy of documentation for compliance with the University and/or agency regulations and restrictions.

Business Travel and Events

• Serve as CONCUR delegate, when assigned, and assist CLF staff and/or faculty with reimbursement submissions, as needed.

• Serve as a point of contact for travel and purchasing policies and procedures.

• Assist the Sr. Administrator Coordinator or serve as backup, when applicable, arranging hotel and travel accommodations with external parties.

• Collaborate with the Events Team to reconcile and process event invoices.

• Assists in organizing and coordinating catering services for CLF events.

General Administration

• Provide general administrative support to the Center including, but not limited to, photocopying, scanning, preparing external correspondence, creating documents in Microsoft, as requested, transcribing notes and recordings, assisting with scheduling visitors, etc.

• Serve as backup for Sr. Administrative Coordinator including but not limited to answering the Center's main phone line, ordering and distributing supplies, preparing short-term independent contractor agreements ensuring compliance with policy and procedures, submitting help tickets for office needs including IT, telecommunications and facilities maintenance requests, ordering new and recycling old equipment, as needed.

• Serve as a member of assigned Focus Areas and Working Group teams.

Special Skills/Knowledge

• Highly organized with attention to detail and ability to prioritize multiple responsibilities.

• Ability to work independently, as well as part of a team.

• Capable of independently managing workload and anticipating/planning upcoming projects.

• Ability to accept and respond to supervisory feedback, as well as being able to work in a fast-paced, and deadline-oriented environment with minimal supervision.

• The ideal candidate will possess self-initiative, motivation, a proactive perspective on work, and will seek an understanding of work/process; strive for process improvement; hold themselves accountable to their work; and offer solutions and problem solve situations.

Related Work Experience

• Knowledge of JHU financial systems and familiarity with SAP preferred.

Physical Requirements

• Must be able to lift 25 pounds, stoop and bend, sit /stand for various time lengths, walk stairs, and occasional domestic travel may be required.

• This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties or special projects as assigned.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Three years of related administrative and/or budget experience.

• Related coursework at the college level may substitute for experience to extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Two years of college and five years of related experience desired.

Classified Title: Budget Specialist

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.00 - $33.50 HRLY ($55,100 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday to Friday: 8:30 am - 5 pm

Exempt Status: Non-Exempt

Location: Hybrid/School of Public Health

Department name: Center for a Livable Future

Personnel area: School of Public Health

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.

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.

Hybrid: On-site 2-3 days a week