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Job Req ID:  10886

Budget Specialist

Classified Title: Budget Specialist 
Role/Level/Range: ATO 40/E/02/OE 
Starting Hourly Rate Range: $16.91 - $23.25
Employee group: Full Time 
Schedule:  8:30-5:00 M-F
Employee subgroup: Salaried Non-exmt 
Location: 04-MD:School of Medicine Campus 
Department name: 10003193-SOM Sur Finance East Baltimore 
Personnel area: Johns Hopkins University

General summary/purpose

The Budget Specialist will provide financial support to the faculty and staff in the Department of Surgery. The Specialist will be responsible for performing travel/expense reimbursements and generating SAP/Analysis Financial reports. The Budget Specialist will need strong customer service and communication skills. The position will report to the Assistant Administrator for Surgery Finance.


Specific duties & responsibilities

  • Enter accounts payable transactions in SAP system in a timely and accurate manner. 
  • Ensure completeness and accuracy of documentation according to University policy.
  • Receive, process and code invoices, purchase requests, expense reports
  • Identify over-expenditures and directly communicate to faculty. Advise and assist with resolution. Submit cost transfers to correct any errors in a timely manner and work with department finance group on making any adjusting entries.
  • Process non-purchase order invoices, credit memos, down payments, recurring entries, and wire transfers, travel reimbursements and invoices.
  • 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.
  • Attend finance and research trainings/meetings to stay updated on changes in internal and external policies and procedures.
  • Submit new vendor and vendor change request forms.
  • Process honorarium payments for guest speakers.


Ordering merchandise / Shopping Carts

  • Process shopping carts in SAP and related goods receipt.
  • Process Independent Contractor shopping carts and payments
  • Create new vendors in SAP as needed



  • Manage allocations of all the departments P-Card and travel cards through the online application.
  • Follow established University and Departmental guidelines for using and reporting on the Procurement and Travel Cards.



  • Process deposit transmittals and transport to Finance Office



  • Maintain departmental parking information. This includes reviewing and updating the annual parking list in conjunction with the parking office, initiating and cancelling parking for faculty and staff, and ensuring that monthly charges are posted to the correct account.


Minimum qualifications

  • High School Diploma/GED.
  • Three years of related administrative and/or budget experience.
  • Related coursework at the college level may substitute for some experience to the extent permitted by the JHU equivalency formula.

Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.   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.


Special knowledge, skills, and abilities

 Knowledge of expense reimbursement process


Technical qualifications or specialized certifications

 Experience with SAP





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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