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Job Req ID:  19090

Budget Analyst

General summary/purpose:


Pre Award

  • Partner with departmental faculty, budgetary staff and the Office of Research Administration toward the planning and development of budgets for research grants and contracts application submissions to various federal offices, private agencies, foundations and commercial companies.
  • Enters approved budget into the COEUS system for routing purposes.
  • Serve as liaison between research units, central offices and funding agencies.
  • Prepare related justification for appropriateness and completeness of content.  Ensures that all applicable and indirect costs are applied.  May also provide groundwork for subcontract negotiations.
  • Ensure compliance in all other areas related to grant and contract management, including sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, conflicts of interest, etc.
  • Assists the Grants & Contracts Analyst in the grants submittal process, tracking internal documents to ensure proposals include accurate budgets and protocol information.
  • Understand and utilize institutional policies for pre-award grant process and sponsor guidelines


Post Award

  • Coordinate the process of setting up awards after the grant number is assigned, including reviewing award, verifying award set-up.  Assist with complex award management activities and provide oversight to other employees.
  • Responsible for reconciling budgets with actual invoices and supporting documents, extracting and analyzing financial data from SAP/Analysis financial reports and files verifying budget and expenditures to ensure compliance with university protocols and/or agency policies, regulation and restrictions. 
  • Generates monthly financial reports and monitors revenues and expenditures against budget.   Update position budgeting spreadsheets to assess 12 month funding projections.
  • Maintain ongoing updates and communications related to current grants and contracts, this includes regular auditing and reporting to principal investigators and departmental leadership.  Ensures that required procedures are followed, provides instruction and answers questions relating to budget procedure.  Identifies budget issues, provides alternative solutions and resolves budget variances by recommending appropriate course of action
  • Clear commitments billed to award and clear any orders that will not be fulfilled to maintain accurate spending projections on all projects managed.
  • Monitor project end dates to ensure compliance of expenditures during project period.
  • Provide information and direct assistance required to complete contract and grant closeout and final financial reporting



  • Process accounts payable documents in SAP in a timely and accurate manner. Reviewing and ensuring completeness and accuracy of documentation according to University policy
  • Prepare and process online check requests, online bill payments, travel reimbursements, employee reimbursements, and submit monthly financial transactions such as KB15N’s, journal entries, and non-payroll cost transfers
  • Approve departmental shopping carts ensuring funds are available.
  • Generate complex shopping carts for purchase order requests related to subcontract agreements and some equipment purchases  
  • Review and approve expenses for departmental procurement cards and ensure charges are appropriate before monthly deadline.
  • Maintain and organize contracts and vendor related back-up documentation files.
  • Manage vendors, deposits, fellowship payments, and travel reimbursements for all staff
  • Ensure accurate and timely internal and external billing and receipt of payments
  • Assist with the maintenance of the computer inventory report ensuring updates are reflected and charges are to the appropriate account.
  • Prepare quarterly billing for glass washing.
  • Review monthly Telecom reports to ensure charges are reasonable and recorded to the appropriate account.


Minimum qualifications (mandatory):

Bachelor’s degree in finance, accounting, or other related field. 1 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.


Preferred qualifications:


Special knowledge, skills, and abilities:

  • Thorough knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
  • Ability to interpret policy and procedure for department based on understanding of university policy 
  • Serve as departmental point of contact for questions regarding financial procedures and related university policies.
  • Proactively advise appropriate administrative staff on status and availability of funds
  • Keep abreast of University accounting system policies to ensure up-to-date compliance.
  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people and costs.
  • Knowledge and skill in Excel, Access, and SAP a plus
  • Must be detail-oriented self-starter able to work in a dynamic, fast-paced environment. The individual must be able to work with flexibility on several tasks simultaneously, meet concurrent deadlines and provide support to a wide variety of people and positions. Must have strong organizational skills and be able to appropriately prioritize responsibilities
  • The individual must be customer service focused with excellent oral and written skills. Must possess the ability to effectively interact with all levels of University employees, as well as, outside contacts  This position will require the ability to make independent financial judgements on a daily basis. Excellent communication skills and a customer service minded focus.
  • Works independently and as part of a team, to complete tasks on schedule





Classified Title: Budget Analyst 
Working Title: Budget Analyst  ​​​​​
Role/Level/Range: ATP/03/PB 
Starting Salary Range: $20.93-$28.75 (commensurate with experience)
Employee group: Full Time 
Schedule: M-F 8:30-5:00 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002771-SOM Biophy Biophys and Biophys Chemistry 
Personnel area: School of Medicine


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 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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