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Job Req ID:  58776

Budget Specialist

Budget Specialist


General summary/purpose: The budget specialist will provide essential administrative and financial support to the Administrative Manager and in the Krieger School of Arts and Sciences Office of External Affairs. This position will also provide limited administrative support to the stewardship team.


Specific duties & responsibilities:


Gift Processing

  • Deposit checks and process credit card payments via the University’s remote deposit system, Paywire, and ensure all gifts are posted to the correct cost centers.
  • Process gifts, pledges, and pledge payments using the Contribution Processing Automation system (CPA) in order for gifts to be uploaded to the Development database, ALADIN.
  • Review and validate in CPA all online gifts received through the Krieger School of Arts & Sciences website.
  • Maintain an electronic filing system for all gift documentation uploaded to CPA on the office’s shared drive.
  • Prepare and distribute quarterly department gift reports to chairs and administrators.
  • Submit tickets to Office of Advancement Services (OAS) to correct entry errors in ALADIN related to donor’s biographical and giving information.
  • Respond to gift account designation requests from OAS and the Office of Gift Planning in the absence of the Administrative Manager.


Budget Management

  • Reconcile budgets for two accounts on a monthly basis and initiate any non-payroll cost transfers to rectify errors identified.
  • Serve as the office’s financial approver in Concur for ten Executive card holders as well as approving personal reimbursements for Development and Communications in Concur.
  • Verify, reconcile, and approve purchases for 2 departmental purchasing cards using the corporate card website.
  • Process online check requests for invoices in SAP and verify payments with vendors, including the resolution of vendor non-payment issues.
  • Provide up-to-date financial information to the Administrative Manager regarding operating budgets for development and communications & marketing.
  • Process all payroll transactions in SAP using the various ISR forms.
  • Reconcile cell phone charges for users and ensure an updated cell phone justification is on file for each JHU cell phone holder.



  • Maintain office supply inventory and initiate procurement transactions via SAP which includes creating shopping cart orders, verifying shipments and following up on order statuses as needed.
  • Place orders for new/upgrade cellular telephones and accessories for corporate users as required.  Maintain schedule of upgrade anniversary dates.
  • Submit and serve as point of contact for office maintenance and housekeeping requests.
  • Serve as point of contact for all office equipment service requests.
  • Hire and manage the work of 2 to 3 student workers.
  • Assist Administrative staff members with answering the main phone line and retrieve voice mails left on the main line.
  • Other duties as assigned.


Stewardship Administrative Support:

  • Produce weekly gift log using data pulled from OAS’s Business Intelligence platform.
  • Create and send template e-acknowledgement letters using Thankview.


Minimum qualifications (mandatory):  High School Diploma/GED required. Three years of related administrative and/or budget experience required.  Additional education may be substituted for years of experience.


Preferred qualifications:  Bachelor’s degree preferred. Experience with the University’s financial system (SAP) and the development database (ALADIN).


Special knowledge, skills, and abilities:


  • Candidate must be proactive and effective when working independently and as part of a team.
  • Must be capable of maintaining a high degree of professionalism and confidentiality at all times.
  • Must adapt and be able to work in a complex, multi-divisional organization and a dynamic, fast-paced environment.
  • Must possess strong organizational skills, be detail-oriented, and be able to take part in more than one project simultaneously.
  • Strong interpersonal and written communication skills required.  Candidate must be able to create original correspondence, such as letters, memos, reports, and briefings.
  • Must be able to communicate effectively at all levels of the organization and with external contacts such as donors and alumni.
  • Strong problem-solving and multi-tasking skills are required
  • Must be service-oriented, discrete and behave ethically at all times.


Technical qualifications or specialized certifications: Microsoft Office and Moderate to Strong Word and Excel proficiency.


Classified Title: Budget Specialist 
Working Title: Budget Specialist 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: Monday - Friday 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001349-Development 
Personnel area: University Administration


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.


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