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Job Req ID:  8858

Budget Specialist

General Summary


The Department of Pathology is seeking a full time Budget Specialist that will work with the faculty and administrative staff in the compilation of information related to expenditures and revenue budgets, including grants, contracts, endowments, general funds, revenues, and/or gift accounts. Assists in the development of budgets and budget projections in pre-ward and/or administers grants and contracts post award period. Provides up to date expenditure and balance information. Reviews and processes payroll and accounting transactions, verifies budgets and expenditures to ensure compliance with university and/or agency regulations and restrictions. Assist with department compensation and payroll transactions; and related HR activities.  Uses various software applications, such as SAP, spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.



Duties & Responsibilities


  • Reviews for accuracy and processes payroll transactions (weekly payroll, overtime, ISR submission of salary adjustments) 
  • Utilizes payroll tracking systems (Kronos, E210) and payroll submission (SAP/CATS)
  • Prepares and submits salary distribution updates (E-Forms)
  • Assists Human Resources team with annual review system/tracking completion and in other related HR projects
  • Performs a variety of financial activities related to the payment and receipt of money; computes, classifies, and records transactions into assigned financial systems


  • Prepares or reviews proposed budgets including: creating and managing budget tracking reports (Excel). Developing budget within fund/sponsor and JHU guidelines, identify budget issues, provide alternative solutions, and resolve problems
  • Administer the expenditure of funds, ensuring that funds are expended according to sponsoring organization and university guidelines
  • Prepare and process purchase orders and payments.  Processing department travel requests, expense reports, on-line check requests, routine journal entries and adjustments
  • Provide instruction and answer questions relating to budget procedures and serve as liaison between the business office and unit areas.  Responding to inquiries by verifying accounting transactions and resolving discrepancies


  • Prepare routine, customized and adhoc reports for both internal and external presentation/reporting.  Create and maintain spreadsheets utilizing appropriate software applications. Maintaining accurate and complete records through: electronic filing, retrieval, retention, storage, compilation, coding, updating, and purging
  • Assists Pre-award team with the preparation of complex grant/contracts based on established processes and procedures. Reviews, edits, and provides “double check” of pre-award documentation like biosketches, other support forms, IRB training, compliance forms, etc. Maintains the pre-award email inbox and log to make sure all requests are tracked and assigned to a pre-award team member
  • Assists with written documents (i.e. review for typos, accurate and consistent data, approved formats, IRB requirements.)
  • Confer with appropriate internal and external administrative offices to ensure that required procedures are followed
  • Apply a working knowledge of applicable laws and regulations; verifies documents for completeness and compliance with government, private agency, and university requirements. Provide training to Faculty and Support Staff when needed on assigned financial and HR systems and related policies/guidelines




High School diploma or 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.


JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits 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.)



Equipment, machine, or tool requirements


Computer, Copier, Fax, Telephone.



Special Knowledge, Skills, or Abilities / Competencies


Proficiency in the use of software applications, spreadsheets, and/or word processing required. Must have strong MS Office skills including advanced Word and Excel.



Work Environment


  • While performing the duties of this job, the employee may remain in a stationary position (sitting at computer/desk) up to 85% of the time.   The employee is required to operate computer keyboard for majority of work time and other office equipment like calculator or copier throughout the day and for prolonged periods.
  • Prolonged vision requirements including viewing computer screen, paper reports/documents, and statements.
  • May transport from one area to another (in the administrative office or building) or be required to lift and/or move up to 40 pounds with proper training, or precautions/lifting aides (example: paper supply boxes, document files, large mail bags/boxes for pick up or receipt). In some areas work space is confined.
  • Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.




Classified title: Budget Specialist

Role/Level/Range: ATO/2/OE

Starting Salary Range: $16.91 - $23.25 per hour

Employee group: Full-time

Schedule (hours/days): Monday – Friday, 40 hrs.

Employee subgroup: Non-exempt

Department name: Pathology

Work Location: 600 N Wolfe Street

Personnel area (School): SOM



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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