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Job Req ID:  64510

Budget Specialist

The Department of Modern Languages and Literatures is seeking a Budget Specialist  who will be responsible for the day-to-day accounting, budgeting and purchasing operations of the department. This position also manages the department’s lecture series.


Specific Duties & Responsibilities:

  • Process reimbursements for faculty, staff, students and non-employees
  • Initiate expense reports for faculty, staff, students and non-employees
  • Complete wire request forms to initiate payments to oversees non-employees
  • Process vendor invoices
  • Initiate online payment requests for approval by Department Administrator
  • Follow transaction from initiation to reconciliation to ensure accuracy
  • Investigate missing checks for vendors and process stop payment or reissue requests when needed
  • Complete wire request forms to initiate payments to oversees vendors when requested
  • Develop and analyze departmental budgets. Track budgets, including operating, carry-forward, faculty research, graduate funding, gift accounts, and sponsored funds (70 total budget accounts)
  • Provide financial reports to Chair, Administrator or Faculty as needed
  • Report discrepancies to Administrator and assist in resolution
  • Maintain separate spreadsheets to track internal allocations within departmental budgets
  • Transfer funds between accounts to ensure proper accounts are charged and process non-payroll cost transfers to the appropriate departmental accounts
  • Assist Administrator with financial analysis regarding projected changes in revenue and expenses
  • Interprets data to determine past, present and future financial performance
  • Collaborate with the Deans Business Office to resolve financial discrepancies or issues.
  • Maintain accurate accounting records for auditing purposes
  • Create and maintain up-to-date transaction files for each account
  • Initiate payroll documents
  • Initiate payroll ISRs and HR actions (e.g. salary changes, bonus/ supplements, position changes, LOA) for faculty, staff and students; and route to Administrator for approval
  • Keep track of payroll deadlines and initiate ISR changes, updates and deletions
  • Work with Sr. Program Coordinator to get the names of students who will graduate, apply for nonresident or LOA; or withdraw from the program to process ISRs accordingly
  • Entire student worker timesheets into SAP as needed
  • Update HR files with copies of all payroll transactions
  • Work with Administrator or Payroll share services to investigate payroll discrepancies
  • Departmental Lecture/conference series
  • Contact appropriate faculty member(s) to gather information about speakers/lecturers
  • Contact lecturer for details on event, travel arrangements and info on getting them set up as a Hopkins vendor.
  • Create lecture/conference flier when needed to be posted
  • Create semiannual departmental lecture advertisement with PCA
  • Arrange conference rooms, AV needs, food, etc.
  • Secure travel arrangements, transportation and hotel accommodations for lecturer/speaker
  • Arrange for funds transfers with other sponsoring departments when needed
  • Maintain department web calendar for Lecture series
  • Process payments and track expenses for lectures
  • Process honorarium payment for lecturer/speaker in timely manner
  • Create events report detailing all expenses associated with each event
  • Maintain adequate office supplies and materials
  • Take inventory of supplies and materials; replenish as needed
  • Process FedEx shipments for Faculty and monitor FedEx accounts
  • Initiate shopping carts and purchase orders (PO) in SAP as needed
  • Prepare and make check deposits for processing
  • Initiate work orders to facilities (lock shop, electrical, etc.)
  • Maintain inventory as well as initiate service calls for departmental copiers and printers
  • Holder and initiator of the departmental Pcard
  • Other duties as assigned


Minimum Qualifications (Mandatory):

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


Preferred Qualifications:

  • Bachelor’s Degree in Accounting or business a plus
  • Previous experience with JHU systems (SAP) preferred


Special Knowledge, Skills & Abilities:

  • Excellent oral, written and interpersonal communication skills are required
  • Proficiency in Microsoft Office Suite and other software applications
  • Ability to work as a team member and independently while prioritizing tasks and deadlines
  • Ability to maintain strict confidentiality, exercise diplomacy, use independent judgement in resolving financial issues, and interact professionally with internal and external customers
  • Requires a highly organized person who is able to multitask and pay close attention to detail


JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits maysubstitute for one year of experience. Additional related experience may substitute for required education on thesame 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.


Classified Title: Budget Specialist
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Non-Exempt  
Location: Homewood Campus 

Department name: ​​​​​​​Modern Languages and Literatures 
Personnel area: School of Arts & Sciences


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.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


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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