This position is responsible for supporting IDIES, MARCC and HHPC directors, admin manager, Sr. Grants and Contracts Analyst, financial analyst, faculty members, research and technical staff with budget analysis, pre-award, contractual, compliance, payments, transfers, fixed assets, expense reconciliations, and reporting assistance. This position assists with pre- and post- award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA. These grants, contracts and awards may involve moderate budgets, Foundation grants and Sub-awards from other institutions on their federal pass-through grants.
Specific Duties & Responsibilities:
A: Transaction Processing
- Coordinates with vendors and Institute directors and staff to finalize orders.
- Ensure all expenses are allowable and allocable.
- Initiate SAP transactions within all modules, AP, Supply Chain, HR/Payroll, Finance, Sponsored, and BW.
- Initiates procurement card purchases in accordance with University purchasing policy and any other specific internal requirements.
- Maintains supporting documentation for all transactions.
- Process online forms for independent contractor, add vendor form, and shopping cart.
- Process in SAP vendor invoices, shopping cart, and check requests.
- Process travel reimbursements for faculty, staff, and students.
- Prepare non-payroll cost transfers.
- Initiate eform processing to ensure accurate salary distribution and assist with payroll planning.
- Track documents from creation to payment and trouble shoot any problems that may occur.
- Serve as point of contact for questions regarding transaction policy and procedure.
B: Finance & Grant Administration:
- Complete monthly verification and reconciliation of non-salary expenses. This includes but is not limited to matching receipts/invoices to statement, reconcile service center charges, note any outstanding items, and follow-up to ensure outstanding items are resolved.
- Trend and forecast funding sources to determine availability of funds for support of expenditures and make recommendations for alternative sources of support. Discuss any shortfalls with the Sr GCA and/or FA.
- Assist the Sr GCA and FA in monitoring the expenditure of funds throughout the life of a project following the guidelines of the sponsoring organization and the University.
- Identifies budget issues, provides alternative solution, and resolves problems with Sr. GCA and/or FA.
- Initiate, log, and track spending.
- Conduct annual review of group fixed service center fees (telephone, network, backup, etc.)
- Assist Sr. Admin Mgr. with review and distribution of funds for seed funding and other institute initiatives.
C. Fixed Asset Management
- In coordination with the financial analyst, ensure that assets costing $5,000 or more are appropriately reported, tagged, tracked and that all changes in asset status is reported to JHU fixed assets including disposition of asset.
- Provide customer service to systems engineers, directors and faculty members throughout the capital asset procurement process.
- Oversee capital equipment expenditures: coordinating with systems engineers, vendors and JHU Shared
- Services to ensure correct and timely processing and coordinating with systems engineers and fixed assets to ensure correct deployment of fixed assets for depreciation tracking and reporting.
- Serve as point of contact for questions regarding transaction policy and procedure.
- Performs detailed analysis to ensure compliance with Federal and University policies and procedures.
- Create and maintain workbooks to complete required annual reporting.
D. Event Planning:
- Collaborate with the staff and faculty sponsor in coordinating and executing events. These events may have guest lists that range in number of participants from 10’s or 100’s.
- Design and ensure the dissemination of marketing pieces both paper and electronic.
- In collaboration with the Sr. GCA and/or FA,and faculty sponsor research and contribute to the selection of the venue and catering vendors.
- Ensure that all contracts are reviewed and approved by the appropriate JHU authority.
- Work with group/dept. communications staff to secure all necessary equipment needed for presentations or demonstrations.
- Coordinate the preparation of meeting materials.
- Arrange transportation to venues.
- Arrange accommodation and transportation for speakers/visitors.
- Develop, maintain and reconcile event budgets.
- Ensure costs stay within budget and complete regular reporting to Sr. GCA and/or FA detailing actual and projected expenditures.
- Work a non-traditional schedule, e.g., an evening or weekend, for events as needed or required.
E. Pre-award Proposal Administration:
- Work with the PI, Sr. GCA or Admin Manager and other members of the submission team, including potential subawardees/subcontractors, to prepare new, renewal, continuation, supplemental, revision or pre-application package to be sent to a sponsor for consideration.
- Review sponsored application program announcement to ensure that all deadlines are met, and that all documentation is formatted as required.
- Draft budgets after analysis of costs that will reflect the goals of the project.
- Initiate Coeus proposal application and collect, review and upload information.
- Work with the investigator(s) to prepare a budget justification/narrative that explains why costs are programmatically necessary and how they were calculated.
- Work with investigators to prepare or maintain other applicable documentation (i.e. current and pending support pages, biographical sketches, conflict of interest lists, bills of material etc.).
- Upload documents via sponsor’s electronic proposal submission system (i.e. FastLane, STGMS, Grants.gov etc.)
- Upon Award, assist with expense planning and complete budget line item distribution and file set up.
- At close out, complete final financial transactions and assist with completion of financial reporting.
- Keeps abreast of policy, procedure and governmental regulation that apply to sponsored applications to ensure compliance.
F. Administrative Support:
- Provide assistance for space assignment and room preparation for members of the group and visitors.
- Arrange setup of office equipment for members new to the group such as installation or move of telephones, and procurement of computers as well as securing their requisite network/backup fees.
- Work with Sr. GCA to complete an annual review of space and complete report to Administrative Manager.
- Manage group UPS, USPS and FedEx accounts.
- Prepare mailings as needed for group.
- Make travel arrangements and/or accommodations for group members and visitors.
- Prepare travel advances.
- Prepare cash deposit forms and ensure delivery to KSAS Business Office.
- Create and maintain electronic and paper files.
- Train new personnel on operation of general office equipment.
- Provide backup support as needed for the Institute Admin team during times of excessive workload and/or absence.
- Attend department and University-sponsored training (three full days per University policy) to increase knowledge and improve skills and learn new skills. May substitute University training for supervisor-approved commercial job-related course offerings.
- Carry out other related duties as assigned.
Minimum Qualifications (Mandatory):
- Bachelor’s degree in finance, accounting or related field.
- One year 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.
- High level administrative and budget preparation/reconciliation support in a large dynamic academic department preferred.
- JHU experience desirable.
- Special Knowledge, Skills, and Abilities:
- 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.
- General knowledge of accounting and budgeting theory and practices required. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
- Ability to understand when additional direction/expertise is needed on matters of complexity. Able to make decisions daily, within pre-determined guidelines and parameters.
- Highly motivated self-starter with the ability to apply strong planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
- Excellent customer service skills to interact effectively with faculty, staff, students and external customers.
- Ability to multitask and manage multiple priorities; ability to respond quickly to changing needs and balance competing responsibilities.
- Excellent listening, written and oral communication skills.
- Ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
- Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
- Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research. Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software and university online systems Knowledge of JHU accounting practices and budgeting preferred.
- Knowledge of JHU SAP policy and procedure including capital purchases and fixed assets highly desirable.
- Knowledge of budget preparation and account reconciliation preferred.
Starting Salary Range: $22.10 to $30.36 per hour
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001373-Physics and Astronomy
Personnel area: School of Arts & Sciences
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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