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Job Req ID:  64738

Budget Assistant

The Pathology Department is seeking a Budget Assistant  who will provide support to department leadership by monitoring expenses, performing basic monthly reconciliation of accounts, processing routine financial transactions, running reports, and entering basic financial data into university systems to ensure completeness and accuracy.


This role reviews and processes payroll and accounting transactions, verifies budgets and expenditures to ensure compliance with university and/or agency regulations and restrictions. Updates databases, mailing lists, and assists with file management. Supports philanthropy and donor activities including check processing, interaction with central teams, and acknowledgement communication. Uses various software applications, such as SAP, spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.


Specific Duties & Responsibilities:

  • Review monthly expense statements, monitor monthly expenditures, and gather supporting documentation for leader review and approval. Retrieves and prints monthly sponsored & non-sponsored budget reports, distributes to appropriate PI’s and tracks sign off process; and reconciles when assigned. 
  • Perform basic arithmetic operations to calculate and/or verify expense totals and account balances.
  • Process and code invoices, purchase requests, expense reports and/or payroll forms.
  • Complete necessary documents and forms; apply appropriate codes and follow established processing procedures.
  • Locate and compile information for standard reports, simple graphs, basic tables, and presentation of other routine information.
  • Follow-up with appropriate internal and external contacts to resolve questions regarding payments, purchase requests, and other routine issues.
  • Liaison on department end for philanthropy/donor activity; coordinates activity with assigned JH Fund officers.  May include, but not limited to: locating donor in systems, depositing checks, submitting check, gift information, and documentation to assigned systems, and helping maintain the alumni database. Prepares and monitors donation tracking reports.
  • Prepares acknowledgement/thank you letters on behalf of the department to donors/families.
  • Provides ongoing data entry and data management support for Faculty Profile and Faculty Alumni database. 
  • Provides support in scanning and organizing files in cabinets and online/servers.  (i.e. faculty, student, resident files)
  • Support Pathology Faculty with student course information, Pathology Student Elective book & Pathology Medical Catalogue; updating changes with Registrar’s office. May assist in annual Faculty article search/tracking.
  • Provides other administrative support, front desk coverage, and other duties in the Pathology Administration suite.
  • Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate, and format data and/or reports
  • Point person for entry of departmental space changes into Archibus, the JHU space inventory system.
  • Primary person for deposit of miscellaneous checks and submission of paperwork to Cash Accounting


Minimum Qualifications (Mandatory):

  • High School Diploma or GED
  • 2 years related office/clerical work experience.
  • Related coursework at the college level may substitute for experience to the extent permitted by the JHU equivalency formula.


Preferred Qualifications:

  • Two years college with courses in Accounting, Business, or equivalent.


Special Knowledge, Skills & Abilities:

  • Proficiency in the use of software applications, spreadsheets, and/or word processing, SAP.


Physical Requirements:

  • While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 85% of the time and standing/walking at 85%.
  • The employee is required to use hands/fingers to touch, type and/or feel. Will operate computer keyboard throughout entire work day.
  • Prolonged vision requirements including viewing computer screen, paper reports/documents charts and results.
  • May transport equipment and supplies usually less than 40 pounds from one area to another (i.e. office supplies, paper, and files).  In some areas work space is limited.
  • While most of our positions require on-site presence; where positions are approved for alternate work locations (remote work) – specific expectations will be outlined and documented; and the safety of work environment, security of work information, and productivity measures are regularly reviewed with employees and subject to on-going approval by management. Staff should be aware of and report other remote work implications and requirements that may impact them or the organization.
  • Staff may be required to complete annual competency review, and must insure compliance with Johns Hopkins Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices. Annual training and testing requirements.


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 the 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. 


Classified Title: Budget Assistant
Role/Level/Range: ATO 40/E/02/OD 
Starting Salary Range: $15.41 - $21.20/hr (commensurate with experience)
Employee group: Full Time 
Schedule: M-F 8:00am-4:30pm 
Exempt Status: Non-Exempt  
Location: School of Medicine Campus 

Department name: ​​​​​​​SOM Pat General Administration 
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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


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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