Budget Specialist

Maryland, United States
$17.25 to $23.72 per hour
05 Nov 2018
End of advertisement period
05 Jan 2019
Contract Type
Full Time

Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.25 to $23.72 per hour
Employee group: Full Time 
Schedule: M-F/37.5 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 01-MD:Homewood Campus 
Department name: 60003526-Hopkins Extreme Materials Institute 
Personnel area: Whiting School of Engineering

General Summary/Purpose:

The Hopkins Extreme Materials Institute (HEMI) is one of Johns Hopkins University’s premier research institutes on the Homewood Campus. Established in 2012, HEMI includes faculty members from the Whiting School of Engineering, Krieger School of Arts and Sciences the Applied Physics Laboratory in collaboration with numerous associates from academia, government, and industry. Our team of globally recognized researchers embraces the challenge of solving extremely complex research problems. This allows us not only to develop and provide the tools needed to address today’s problems but also to lay the groundwork needed to build the basic science needed to address future threats and opportunities.

The Budget Specialist will work with others in a collaborative environment to provide overall financial and administrative support for HEMI’s non-sponsored and sponsored projects. The Budget Specialist reports directly to the Grants and Contracts Manager.  

Specific Duties & Responsibilities:

Accounts Payable, Reimbursements, and other SAP Transactions

  • Process transactions in the SAP financial system in a timely and accurate manner.  Transactions include but are not limited to: travel reimbursements, procurement orders, invoices, and check requests.
  • Track documents from creation to payment and trouble shoot any problems that may occur.
  • Serve as point of contact for travel and purchasing policies and procedures.
  • Ensure completeness and accuracy of documentation for compliance with University and/or agency regulations and restrictions.
  • Receive, process and track invoices, purchase requests and expense reports.
  • Submit new vendor and vendor change request forms.
  • Process shopping carts in SAP and related goods receipt.
  • Assist with identifying over-expenditures, advise and assist with resolution. Submit cost transfer information to the Grants and Contracts Analyst to correct any errors in a timely manner.
  • Attend finance and research trainings/meetings to stay updated on changes to internal and external policies and procedures.
  • Process, allocate transactions for procurement card purchases and approve allocations for others. 
  • Process timecards for hourly student employees.
  • Maintain documentation for all transactions consistent with audit requirements.

Budgeting and Reporting

  • Assist in the compilation of information of the institute’s budgets – sponsored and non-sponsored.
  • Develop and generate SAP/BW financial reports. Maintain appropriate financial records and files.
  • Confer with finance team and external administrative offices to ensure that required procedures are followed.
  • Review, reconcile, and monitor specified accounts’ expenditures/revenues, gather and verify backup documentation. 
  • Identify and resolve expenditure transaction issues.
  • Assist in the development of grant proposal budgets and grant applications.
  • Update projection spreadsheets regularly with actual transaction information.
  • Assist finance team members in preparation for quarterly budget review meetings with faculty.
  • Assist in processing and reporting of subaward invoices.
  • Assist with processing of new awards and modifications.

Administrative and Other Duties

  • Serve as back up for administrative coordinator including but not limited to answering institute’s main phone line, ordering supplies, and photocopying.
  • This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
  • On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service.

Minimum Qualifications (Mandatory):

  • High School Diploma/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.

Preferred Qualifications:

  • Bachelor’s Degree. 
  • Knowledge of JHU financial systems and familiarity with SAP.

Special Knowledge, Skills, and Abilities:

  • 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, detailed, and deadline-oriented environment with minimal supervision.
  • Self-initiative, motivation, and proactive perspective on work.
  • Excellent communication and interpersonal skills, including the ability to interact effectively with all levels of staff and faculty.
  • Ability to maintain confidentiality.

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 jhurecruitment@jhu.edu. 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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