Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.25- $23.72 per hour
Employee group: Full Time
Schedule: M-F, 8:30 am. - 5:00 p.m.
Exempt Status: Non-Exempt
Location: 01-DC:District of Columbia
Department name: 10001347-Advanced Academic Programs
Personnel area: School of Arts & Sciences
Reporting to the Financial Manager, this position will work with various members of the senior and administrative staff and faculty in the compilation of information related to expenditures and revenue budgets.
Specific duties & responsibilities:
- Review and analyze budget patterns, proposed budgets; Identify budget issues, provide alternative solutions and resolve problems; analyze prior fiscal year expenses and revenues and project financial trends for current and future fiscal years (upon request); Project expenditure and prepare up-to-date expenditure and balance information
- Communicate encumbered/actual line item over-expenditure and other fiscal concerns to Program Directors and administrative managers
- Submit financial updates, review/reconcile variances and resolve issues, and meet with program chairs/directors and administrative managers regarding budget expenditure on a monthly basis
- Extract and analyze financial data and develop moderately complex Finance Summary, HR Finance, and Trustee reports for program directors and administrative managers, for planning, forecasting and analysis of sponsored and non-sponsored funds
- Verify budgets and expenditures and oversee all procurement purchases to ensure compliance with university and/or agency regulations and restrictions; monitor and approve expenditures throughout the budgetary period
- Audit and reconcile all charges on a monthly basis
Financial Administration and Processing
- Develop and implement financial management and administrative processes and procedures for AAP to maintain efficient and effective workflow as well as compliance with the University’s financial policies and procedure
- Initiate SAP transactions
- Process all checks, refunds, and cash deposits for AAP. Including but not limited to non-credit workshop fees and student application fees
- Assist in review, development and processing contracts with vendors
- Develop and create financial and statistical data reports for the Financial Manager and/or Assistant Dean (may utilize Excel, SAP, and other internal databases)
- Review, and assist Assistant Dean with approvals of Off-Site Course budget requests’ Create new Internal Orders within department in relation to off-sire courses, ensure that all costs are allowable, allocable, reasonable, and justifiable
- Approve, allocate and reconcile procurement card transactions for cardholders
- Process payroll cost-transfers (eforms) to reduce control salary, distribute payroll costs from Pre-Reviewing ERS and to maintain accurate salaries when faculty are paid from accounts
- Use knowledge of JHU internal controls to verify and initiate invoices, travel expense reimbursements, non-payroll journal transfers and verify compliance with University guidelines
- Interpret policies and procedures, provide instruction to faculty, staff, students and answer questions as they arise
- Act as substitute/back up to Budget Specialist and as needed for Financial Manager when needed to review, process and approve SAP transactions
- Collaborate with different offices to generate distinct type of contracts using varying technical platforms; review compensation schedule and collaborate with HR on timely payments
- Prepare course development and adjunct faculty contracts; Review and verify accuracy of contract terms and ensure appropriate IO allocation prior to distribution
- Maintain secure, accurate and up-to-date adjunct faculty records
Training and Instruction
- Provide instruction, training and guidance to staff and faculty in budget, accounting, administrative procedures and develop and distribute technical training
Other Duties as Assigned
Minimum qualifications (mandatory):
- High School Diploma or GED required.
- Three years of related administrative and/or budget experience required.
- Related coursework at the college level may substitute for 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.
Special knowledge, skills, and abilities:
- Strong organizational skills, multitasking abilities, and attention to detail required.
- Must have strong interpersonal and communication skills, both oral and written and be able to maintain confidentiality.
- Use of various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
- Operate office equipment such as computer, photocopier, fax machine and calculator
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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