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Job Req ID:  10932

Financial & Administrative Coordinator

Classified Title: Budget Specialist
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $16.91 - $23.25 per hour
Employee group: Full Time 
Schedule: 37.5 per week 
Employee subgroup: Salaried Non-exmt 
Location: 46-MD:JH at Harbor East 
Department name: 60000056-Financial & Administration 
Personnel area: Carey Business School

General summary/purpose:

The Administrative Coordinator will provide direct financial and administrative support to the Office of Finance.

 

Specific duties & responsibilities:

Financial Related (50%)

  • Process travel and other reimbursements in SAP.
  • Process on-line payment requests for invoice payments.
  • Assist in the review/approval of expenses on a monthly basis for approximately 30 Purchasing Card holders to ensure all charges have been reviewed and approved before monthly deadline.
  • Generate complex shopping carts for purchase order requests and assist departments with shopping cart processing as needed.
  • Complete transfers as needed to assure correct expenses are charged to the appropriate accounts.
  • Processes Master data requests to create/update cost centers/internal orders.
  • Prepare and process deposit transmittals for payments received; confirm appearance in SAP.
  • Provide guidance/training of these processes to departments as needed.

Administrative related (40%)

  • Provide assistance and serve as backup to Payroll Specialist with payroll transactions for staff, faculty, and students (ISR processing, student hours entry in SAP, parking).
  • Processes ZSRs for workflow and security access.
  • Administrative support to the Associate Dean of Finance/Finance office as needed.
  • Assist in scheduling annual budget meetings with all departments.
  • Manage and maintain electronic filing system and records for reconciliation. Ensure proper recordkeeping to comply with JHU and federal audit policies.
  • Exercise discretion and judgment in the resolution of budget questions.
  • 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, completion, and update of departmental policies related to fiscal and operational budget issues.
  • Assist with special projects and other duties as assigned.

 

Minimum qualifications (mandatory):

  • High school Degree/GED required. Bachelor’s Degree preferred.
  • Three years of related administrative and finance experience required. Additional education may substitute for required 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. Additional related experience may substitute for required education on the same 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.

  • Related coursework at the college level may substitute for experience.

 

Special knowledge, skills, and abilities:

  • Ability to verify transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical and problem solving skills, attention to detail, and ability to exercise discretion and judgment.
  • Extensive 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, and SAP experience is helpful.
  • 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.
  • Ability to work for long periods of time without direction, prioritize own work and 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.
  • Excellent oral and written communication skill required.
  • Work constructively as part of a team.
  • Must have good customer service skills, be highly organized and proactive.
  • Willing to work with internal and external contacts to coordinate and distribute information necessary to complete tasks involving multiple departments, staff members, and locations.

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. 

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Important legal information
http://hrnt.jhu.edu/legal.cfm

JH at Legg Mason Harbor East - Carey Business School

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