Starting Salary Range: $22.10 to $30.36 per hour
Employee group: Full Time
Schedule: Monday through Friday
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 60000003-Development & Alumni Relations
Personnel area: School of Education
This position is responsible for supporting the School of Education faculty and staff with budget analysis, contractual, compliance, payments, transfers, expense reconciliations, and reporting assistance. This position will be a part of the School of Education Development and External Relations Office Team, and report directly to the Associate Dean of Development and External Relations.
Specific Duties & Responsibilities:
- Will monitor expenditures, perform budget analysis and reconciliation, and make projections and recommendations based on detailed analysis of fiscal performance and related financial assumptions.
- Performs detailed analysis to ensure compliance with sponsoring organizations’ policies and procedures as well as with relevant University policies and procedures.
- Complete monthly verification and reconciliation of expenses for development, marketing and event accounts.
- Forecast funding sources to determine availability of funds for support of expenditures.
- Discuss any shortfalls or surpluses with the Associate Dean and makes recommendation for resolution or actions.
- Assists with annual budget planning and projections by preparing reports on historical financial data.
- Monitors the expenditure of funds throughout the life of a project following the guidelines of the University.
- Coordinate the submission of procurement, contracts, payments and budgets; identifies any issues with the Associate Dean.
- Work with SOE Finance and Administration Office to set up and maintain gift accounts as needed.
- Monitor and manage payments from external and internal entities.
- Monitors receipts to ensure payments are properly applied to accounts. This requires working with marketing and communications staff, each gift officer, and events staff to understand and track anticipated expenses.
- Prepares financial reports for forecasting and results analysis using various software applications such as spreadsheets; relational databases; and university systems such as SAP, Analysis, and Coeus.
- Ensures all expenses are allowable and allocable.
- Assists with securing travel for gift officers according to University policy.
- Prepare cost transfers to allocate expenses to appropriate accounts.
- Prepares Online Payment Requests as needed.
- Review Pcard transactions and ensure University compliance.
- Prepare Ins (invoices) in SAP as needed and invoicing.
- Track documents from creation to payment and trouble shoot any problems that may occur.
- Work with Finance and Administration Office to ensure that all financial reporting is accurate and submitted to non-sponsored funding agencies in a timely fashion.
- Provide backup support within the department as needed during times of excessive workload and/or absence of others.
- Maintain documentation to support financial transactions.
- Serve as point of contact for questions regarding transaction policy and procedure.
- Serve as assistant for Associate Dean, answering phone, maintaining calendar and setting up internal and external meetings as needed.
- Take meeting minutes and prepare documents for Associate Dean meetings as needed.
- Responsible for filing and tracking of financial and development documents.
- Carry out other related duties as assigned.
Level of Independent Decision Making
- On a regular and continuous basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Internal and External Contacts
- Other JHU Administrative Offices, Education faculty and staff, SOE Business Office, Development and Alumni Relations staff, External Sponsors.
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.
Special Knowledge, Skills, and Abilities:
- Requires a good understanding and knowledge of financial assumptions, university and sponsoring agency policies and guidelines.
- Knowledge of grants administration
- Knowledge of JHU and SOE budgetary policies and procedures.
- Ability to multitask and manage multiple priorities and to respond quickly to changing needs and balance competing priorities.
- Must have excellent interpersonal and customer service skills.
- Excellent written and oral communication skills.
- Must have the ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
- Proficiency in the use of SAP, software applications, including Word and Excel, databases, spreadsheets.
- Requires highly detail-oriented individual capable of working in a very dynamic and fast-paced environment; must have excellent organization skills; must have the ability to work independently and make independent and well thought-out decisions and recommendations quickly and accurately.
- Requires excellent knowledge of accounting principles and record keeping, and strong analytical skills and problem solving abilities.
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 email@example.com. 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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