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Job Req ID:  40840


General Summary:

This position will work in conjunction with the finance and administrative teams to provide support for the financial and payroll processes for the Department of Computer Science (CS), Information Security Institute (ISI), Malone Center for Engineering in Healthcare (MCEH), and the Institute for Assured Autonomy (IAA). The position reports directly to one of the Sr. Grants and Contracts Analysts in the department. Responsibilities will encompass a variety of financial, payroll, and administrative activities with duties related to the computing, classification, and recording of transactions; payment of expenses, receipt and deposit of funds; purchasing and distribution of materials; creating, managing, and updating of payroll records. The position will support activities stemming from both non-sponsored and sponsored activities as needed. All of these functions require becoming an expert at utilizing the university's financial accounting systems, policies, procedures and resources.  Provide exceptional and timely customer service and support to faculty, staff, students, and visitors.

Key Responsibilities and Duties:

Student Payroll (65%):

  • Determine type and then process hire, salary change, reassignment, and termination ISRs for students hired as departmental course assistants.
  • Track data and submit forms related to federal work study awards as applicable.
  • Follow up with students if documentation is not submitted within the appropriate timeframe.
  • Enter weekly hours in SAP CATS for 125+ student workers, adhering to posted deadlines to ensure students are paid on time and accurately.
  • Monitor submission and approval of weekly hours by students and faculty. Request updates and send reminders as needed.
  • Monitor central student payroll email account and respond to questions and problems related to student payroll.


Finance (30%):

  • Serve as the primary monitor of departmental HELP email account and respond to requests and inquiries in a timely manner. Emails may include requests to purchase items, checking status on orders, clarification of account numbers for reimbursements, resolving funding discrepancies, or verifying processes or policies.
  • Prepare and submit SAP shopping carts, or use procurement card, to complete purchase requests.
  • Distribute items received and process related goods receipts.
  • Generate and submit on-line check requests to pay vendor invoices for expenses and/or services.
  • Assist vendors or other payees with vendor record set up or updates, working with the Accounts Payable team as needed.
  • Complete monthly report merge and review of select non-sponsored, faculty discretionary, gift, and fellowship accounts. Report to supervisor any accounts that may need to be closed or of transfers or adjustments that may need to be initiated.
  • Assist faculty, students, staff, and non-employees with learning and using Concur for travel and expense reimbursement.
  • Assist the finance team with completing documentation for all financial transactions is uploaded to central server for reconciliation.
  • Respond to requests from the WSE Business Office or other central offices for transaction documentation or information. 
  • Collaborate with the finance and administrative teams to learn, understand, and communicate changes to administrative procedures to internal and external customers and initiate updates to electronic documents and resources.


Other Financial and Administrative Duties (5%):

  • Deposit checks and post to proper accounts.
  • Respond to faculty, staff and/or student group representative inquiries to verify account balances and transactions or identify and resolve discrepancies. 
  • Provide support for other financial/administrative services of the department as needed.
  • Maintain accurate and complete records and documentation in electronic filing system following guidelines for record retention, storage, compilation, coding, updating, and purging.
  • Keep abreast of University policies and procedures and communicate as appropriate via written or oral correspondence to internal and external customers.


Minimum Qualifications:

  • High school diploma or equivalent required
  • Three years experience in administrative or financial role
  • Related coursework at the college level may substitute for experience to the extent permitted by the JHU equivalency formula.


<span style="font-family:"Times New Roman",serif">JHU Equivalency Formula:<span style="font-family:"Times New Roman",serif">  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.


Preferred Qualifications:

  • Bachelor’s degree in accounting or business a plus.
  • SAP- Basic knowledge preferred or demonstrated use of other financial or technical systems.
  • Experience with payroll practices and processes.


Knowledge, Skills, and Abilities

  • Intermediate experience with data input/entry and processing with a high level of accuracy.
  • Basic Proficiency in Microsoft Excel, Word, Office Suite and related software applications.
  • Positive and professional demeanor with the ability to build and sustain productive and collaborative working relationships with a wide range of constituents.
  • Extensive customer service skills with ability to resolve problems and negotiate solutions
  • Detail oriented, organized, strategic thinker and self-starter.
  • Ability to interact in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient.
  • Ability to work as a team member while prioritizing tasks and deadlines.
  • Ability to maintain confidentiality, exercise diplomacy, use independent judgement in resolving financial issues, and interact professionally with internal and external customers.
  • Excellent oral, written and interpersonal communication skills are required.
  • Ability to work alone for extended periods of time as needed to complete assigned tasks.
  • Ability to navigate various internal systems to obtain information and identify, analyze, and resolve issues.

Classified Title: Budget Specialist   ​​​​​
Role/Level/Range: ATO/02/OE 
Starting Salary Range: $17.42 - $23.95/hour
Employee Group: Full Time 
Schedule: Monday - Friday; 8:00 a.m. - 4:30 p.m. 
Exempt Status: Non-Exempt  
Location: Homewood Campus 
Department Name: Computer Science 
Personnel Area: Whiting School of Engineering


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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