Share this Job
Job Req ID:  41498

Budget Specialist


<span style="font-family:"Times New Roman",serif">General Summary/Purpose:

<span style="font-family:"Times New Roman",serif">This position will provide financial, procurement, and accounts payable support for the KSAS Department of Biology coordinating departmental procurement activities for administrative offices, instructional courses, and 25 active research labs.


<span style="font-family:"Times New Roman",serif">Specific Duties/Responsibilities:

  • <span style="font-family:"Times New Roman",serif">Purchasing goods, services, and equipment that are needed by the department graduate students, staff, and faculty through both SAP SRM Shopping Cart and a Procurement card
  • <span style="font-family:"Times New Roman",serif">Classifying orders and applying appropriate procurement methods such as ECPO, LVPO, RADP, or CAPP
  • <span style="font-family:"Times New Roman",serif">Completing new vendor requests in Payment Works to add new vendors to SAP System
  • <span style="font-family:"Times New Roman",serif">Tracking shipments of unreceived goods by contacting the vendor or shipping agency to determine the status of shipment and resolving any issue causing a delay in delivery
  • <span style="font-family:"Times New Roman",serif">Contacting vendors to investigate and resolve any delays in payment
  • <span style="font-family:"Times New Roman",serif">Creating and maintaining spreadsheets that allow for accurate tracking, payment, and allocation of orders placed using a Procurement Card
  • <span style="font-family:"Times New Roman",serif">Maintaining equipment inventory and monitor and monitor service contracts on all office, computer, and lab equipment
  • <span style="font-family:"Times New Roman",serif">Ensuring compliance with JHU and federal purchasing policies, determine allowability and allocability of expenses to sponsored or non-sponsored budgets, determine allocations based on effort when applicable

<span style="font-family:"Times New Roman",serif">Procurement Card (Pcard) Account Management:

  • <span style="font-family:"Times New Roman",serif">Allocating expenses to both Sponsored and Non-Sponsored accounts in JP Morgan for all Pcard Accounts
  • <span style="font-family:"Times New Roman",serif">Acknowledging and advising faculty members on allowable versus non- allowable costs on their Federal and non- Federal sponsored accounts based on Uniform Guidance
  • <span style="font-family:"Times New Roman",serif">Advising students, staff, and faculty on procurement card policies and procedures
  • <span style="font-family:"Times New Roman",serif">Identifying any sales tax erroneously charged on Pcard purchases and ensuring a credit is received
  • <span style="font-family:"Times New Roman",serif">Monitoring the department Pcard that is in Finance Manager's name and reconciling and allocating transactions to various Sponsored and Non-Sponsored accounts in the department
  • <span style="font-family:"Times New Roman",serif">Maintaining a database of order files to be used in the reconciliation process
  • <span style="font-family:"Times New Roman",serif">Maintaining appropriate budget records and files

<span style="font-family:"Times New Roman",serif">Account Management:

  • <span style="font-family:"Times New Roman",serif">Ensuring expenses are allocated to the correct accounts and those expenses should be deemed allowable
  • <span style="font-family:"Times New Roman",serif">Ensuring faculty, staff and students are comfortable to contact and raise questions regarding their accounts
  • <span style="font-family:"Times New Roman",serif">Ensuring Pcard receipts collected for all Pcard holders in the Biology Department and allocated to an allowable budget in JP Morgan before each month’s sweep date
  • <span style="font-family:"Times New Roman",serif">Ensuring timely follow up with Pcard holders for missing receipts needed for each sweep date
  • <span style="font-family:"Times New Roman",serif">Tracking sales tax charges and ensuring a credit is received in a reasonable amount of time

<span style="font-family:"Times New Roman",serif">Accounts Payable:

  • <span style="font-family:"Times New Roman",serif">Processing reimbursement requests for faculty, staff, students and visitors that have personally incurred allowable expenses
  • <span style="font-family:"Times New Roman",serif">Processing on-line check requests to ensure open invoices are paid
  • <span style="font-family:"Times New Roman",serif">Confirming that we have received and provided payment for goods ordered through SAP
  • <span style="font-family:"Times New Roman",serif">Advising the Accounts Payable department to initiate vendor payments in order to avoid delaying transactions and to maintain good relationships with
  • <span style="font-family:"Times New Roman",serif">Processing notifications in R/3 on transactions that have quantity or price discrepancies as communicated by the Accounts Payable system within
  • <span style="font-family:"Times New Roman",serif">Communication with Supply Chain and Purchase Order Maintenance, when necessary, to amend purchase orders in order to facilitate vendor payments and properly allocate costs


<span style="font-family:"Times New Roman",serif">Minimum Qualifications:

  • <span style="font-family:"Times New Roman",serif">High School Diploma/GED required
  • <span style="font-family:"Times New Roman",serif">Three (3) years of related administrative and/or budget experience required
  • <span style="font-family:"Times New Roman",serif">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) 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.


<span style="font-family:"Times New Roman",serif">Preferred Qualifications:

  • <span style="font-family:"Times New Roman",serif">Bachelor’s degree


<span style="font-family:"Times New Roman",serif">Special Knowledge, Skills, and Abilities:

  • <span style="font-family:"Times New Roman",serif">Ability to prioritize multiple projects
  • <span style="font-family:"Times New Roman",serif">Exceptional organizational skills
  • <span style="font-family:"Times New Roman",serif">Ability to exercise a high level of independent judgment, initiative and creativity without input of supervisor
  • <span style="font-family:"Times New Roman",serif">Excellent communication skills, both verbal and written
  • <span style="font-family:"Times New Roman",serif">Ability to exchange routine and non-routine information using tact and persuasion as appropriate


<span style="font-family:"Times New Roman",serif">Classified title: Budget Specialist

<span style="font-family:"Times New Roman",serif">Working title: Budget Specialist

<span style="font-family:"Times New Roman",serif">Role/Level/Range: ATO 37.5/E/02/OE

<span style="font-family:"Times New Roman",serif">Starting Salary Range:  Up to $23.95 (Commensurate with Experience)

<span style="font-family:"Times New Roman",serif">Employee group: Full time

<span style="font-family:"Times New Roman",serif">Employee Status: Non-Exempt

<span style="font-family:"Times New Roman",serif">Schedule: Monday-Friday - 8:30am-5:00pm 37.5hrs/Wk – due to Covid-19, work will be performed remotely

<span style="font-family:"Times New Roman",serif">Location: 128 Levi - 3400 N. Charles Street, Baltimore, MD – East Baltimore

<span style="font-family:"Times New Roman",serif">Department name: <span style="font-family:"Times New Roman",serif">10001352-Biology

<span style="font-family:"Times New Roman",serif">Personnel area (School): Krieger School of Arts and Sciences (KSAS)



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.


Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 


EEO is the Law
Learn more:

Homewood Campus