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Job Req ID:  59379

Budget Specialist

General Description:

The Budget Specialist provides financial and administrative support for the department of Applied Mathematics & Statistics within the Whiting School of Engineering. The position focuses on account maintenance of all sponsored and non-sponsored funds including account reconciliation, compiles ad hoc financial reports, initiates reimbursements, processes invoices and purchase orders, assist with student payroll, and provides administrative support as detailed in this job description.  


Specific Duties & Responsibilities:


  • On a monthly cycle, perform reconciliations of financial transactions for sponsored (grants and contracts) and non-sponsored funds (i.e., general funds, discretionary and gift) accounts.  
  • Initiate on-line payment requests for invoice payments, travel and other reimbursements, and shopping carts for purchase orders for general supplies.
  • Review expenses on a monthly basis for departmental procurement cards to ensure all charges are allowable and have been allocated appropriately.
  • Generate shopping carts for purchase order requests.
  • Review and process payroll and accounting transactions and verify expenditures against approved budgets to ensure compliance with university guidelines and/or sponsor requirements and restrictions.   
  • Backup for Grants and Contracts Analysts and Administrative Coordinator as needed.



  • Monitor and report the financial status of accounts to Sr. Administrative Manager.
  • Assist Grants and Contracts Analysts and the Sr. Administrative Manager in the development and monitoring of discretionary and sponsored budgets. 
  • Provide financial coordination of a large department endowment that includes reporting and reconciling the activity within the account.  
  • Assist in developing budgets and budget projections, based on a basic knowledge of funding sources, by performing basic calculations and analyses, generating standard reports, and applying approved processes and procedures.   
  • Complete transfers as needed to assure that the correct expenses are charged to the appropriate accounts.
  • Format and prepare quarterly financial reports and ad hoc reports for review by the Sr. Administrative Manager and faculty.
  • Assist with review and processing of sub award invoices and modifications.
  • Manage and maintain electronic filing system and records for reconciliation. Ensures proper recordkeeping to comply with JHU and federal audit policies.
  • Exercise discretion and judgment in the resolution of budget problems.
  • Ensure compliance and university regulations and restrictions.
  • Communicate with appropriate internal and external administrative offices to ensure that established policies and procedures are followed. Offices include Accounts Payable, Supply Chain, Accounts Receivable, Sponsored Projects, Internal Audits, Johns Hopkins University Research Administration, and other JHU departments and service centers.
  • Participate in the development, implementation and completion of departmental policies related to fiscal and operational budget issues.
  • On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area.
  • Assist with special projects and other duties as assigned.

Minimum Qualifications:

  • High School Diploma/GED required.
  • 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.


Preferred Qualifications:

  • Knowledge and skill in Excel, Word, and SAP is preferred. 
  • Experience with sponsored awards and payroll preferred.  
  • Background in customer service, finance and/or communications


Special Knowledge, Skills, and Abilities: 

  • Essential to the position is the ability to verify that transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical skills, attention to detail, ability to exercise discretion and judgment, and identify and solve problems.
  • Experience working with various software applications such as Microsoft Office (Word, Excel, Power Point, and Outlook) is required.
  • Knowledge of University financial policies, practices and procedures.
  • Understanding and demonstrated use of financial reporting, budget preparation and account reconciliation.
  • Strong verbal and written communication skills; with the ability to communicate effectively with a broad cross-section of clients.
  • Must be collaborative with excellent interpersonal and customer service skills.
  • Must be able to set and manage multiple priorities, and respond quickly to changing needs and goals. 
  • Excellent organizational skills, analytical and problem-solving abilities, and attention to detail. 
  • Ability to work for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
  • Ability to exercise administrative judgment and discretion and assume responsibility for consequences and results of actions.
  • Ability to work effectively with faculty, staff, students, and administration within the University as well as external contacts.
  • Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents. 


Classified Title: Budget Specialist 
Working Title: Budget Specialist 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.42 - $23.95 per hour
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001484-Applied Math Admin 
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 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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