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Job Req ID:  17012

Budget Specialist


General Summary/Purpose:

This position completes key business functions such as account reconciliation, vendor payments and reimbursement processing in support of the mission of the Whiting School of Engineering.


Specific Duties & Responsibilities:

  • Ability to interpret and apply University policies and compliance requirements around purchasing, accounts payable, reimbursements and account reconciliation.
  • Utilize and understand the various payment mechanisms used by the University (ex. procurement cards, check requests, purchase orders, corporate travel cards).
  • Prepare travel reimbursements and vendor contracts, receipts, quotes with through documentation for compliance purposes for submission to Central offices for processing. Ensure policies are met, correct cost rates are applied, appropriate forms are completed.
  • Update and create a variety of spreadsheets and databases used to reconcile grants and cost centers.
  • Assist with conversion of paper processes into a comprehensive electronic records system. -Recommend and enhance administrative procedures.
  • Process trip approvals, travel advances, reimbursements prior to and after travel, and local travel reimbursements in accordance with JHU and Federal Guidelines. 
  • Recommend and enhance procedures, and administratively coordinate implementation of new or modified processes and systems.
  • Process Independent Contractor shopping carts and payments.
  • Use, administer and allocate division P-Card expenses against budgets, review and research Pcard documentation, default transactions and process expense transfers.
  • Process shopping carts in SAP, track purchasing orders, create good receipts and ensure that staff and faculty receive goods that they have ordered. Retain packing slips and other required documentation for reconciliation purposes.
  • Monitors monthly expenditure statements for budgets and prepares documents required to maintain balanced accounts for review and approval by supervisor. Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
  • Monitors status of reimbursements and vendor payments to ensure timely processing. Follows up with internal and external partners as need to communicate additional needs and status.
  • Works independently and with various team members to achieve goals.
  • Collaborate within a team dynamic as well as interact skillfully and diplomatically with numerous constituents internally and externally.


Minimum Qualifications (Mandatory):

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


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 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:

  • Associates Degree or Bachelor’s Degree is highly preferred.
  • Prior experience in research or academic setting is preferred.


Special Knowledge, Skills, and Abilities:

  • Excellent verbal and written communication skills; must be able to draft professional emails and internal reference materials.
  • Must be organized, detail-oriented and able to manage time effectively.
  • Proven track record of initiative and follow-through.
  • Proven customer service skills, ability to maintain confidentiality and work on several tasks simultaneously to meet various concurrent deadlines.
  • 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 mastering new software and university online systems.


Classified Title: Budget Specialist ​
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: Commesurate With Experience
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001477-Engineering Business Office 
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 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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