Budget Specialist

Job Req ID: 115123

Budget Specialist

We are seeking a Budget Specialist who will support the Office of Medical Student Affairs, Office of Medical Student Research, Office of Medical Student Diversity, Equity, and Inclusion, and the JHMI Housing Office by submitting financial transactions, monitoring the budgets for the offices, and working closely with the Director for Student Services and Housing, the Associate Dean for Medical Student Affairs, and three part-time assistant deans to ensure smooth financial operations. The Budget Specialist reports to the Director for Student Services and Housing within the Office of Medical Student Affairs and works as part of a team supporting the operations of the offices.

Specific Duties & Responsibilities

• The Budget Specialist is responsible for the accounting functions of the office.

Budget/Finance

• Preparing and issuing purchase orders, blanket orders, emergency orders, vendor invoices, and entering goods receipts.

• Reconciling back-up documentation to monthly revenue and expense statements.

• Assisting director with monitoring accounts to ensure that expenses are not in excess of budgets; assisting with problem resolution; and preparing and submitting non-payroll cost transfers as necessary, and monthly reconciliation to resolve discrepancies.

• Using SAP to create shopping carts, process vendor and independent contractor payments, reimbursements, travel reimbursements, etc. - ensuring accuracy in all transactions by independently verifying invoices, GL codes, approval signatures, PO numbers, faculty approval, etc.

• Identifying and resolving vendor, student, staff, and faculty payment issues.

• Working closely with Accounts Payable Shared Services, Supply Chain Shared Services, and Accounts Receivable Shared Services, to ensure adherence to policy and to resolve issues.

• Evaluating and determining best practices for accounting functions.

• Providing a high level of customer service to vendors and internal customers (students, staff, and faculty).

• Understanding, communication, and ensuring compliance with JHU's policies, including travel, purchasing, Procurement Card, etc.

• Maintaining a comprehensive electronic document filing system.

• Processing business and travel expense reimbursements for faculty, staff, and students.

• Assisting director with reviewing and approving procurement card monthly expenditures to ensure accuracy and proper documentation of charges.

• Assisting the director with student payroll matters, such as submitting Employment Actions (EAs) and/or ISRs, ensuring accurate record keeping, and verifying payment amounts.

• Submitting proper documentation and forms to create or maintain vendors and independent contractors.

• Assisting the director with running and analyzing regular and ad hoc financial reports using Analysis, Excel and other software tools as well as ad hoc financial projects as needed.

• Assisting the director with year-end close process; post accruals.

• Assisting the director in preparing and monitoring the budgets for all Office of Medical Student Affairs and JHMI Housing Office budgets, to include identifying and proposing solutions to budget to actual variances.

• Other duties as assigned

Administrative

• Coordinating applications, under strict deadlines, for fourth year medical students applying for residency. Compiling reports related to the residency application process.

• Proofreading and editing Medical Student Performance Evaluations for the residency application process.

• Collection and entering of data, compilation of reports, and maintenance of records related to the residency application process, the Match process, Summer Research, Deans Year of Funding, change in student status, etc.

• Developing and maintaining an in-depth knowledge of systems and regulations, including but not limited to: JHUSOM, JHU, and JHHS policies and procedures, especially those concerning medical students.

• Supporting special projects as required/needed.

• Providing back-up to the Administrative Coordinator for calendar, phones, and other administrative responsibilities.

Miscellaneous

• Maintain confidential digital records and databases.

• Works independently.

• Other duties 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.

Classified Title: Budget Specialist

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

Starting Salary Range: $18.20 - $33.90 HRLY ($52,616 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday

• Friday 8:30 AM - 5:00 PM

Exempt Status: Non-Exempt

Location: School of Medicine Campus

Department name: SOM Admin Student Affairs Student Affair

Personnel area: School of Medicine

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.

School of Medicine

• East Baltimore Campus