Office Manager & Finance Assistant

We are seeking an Office Manager & Finance Assistant who will support the day-to-day administrative and finance operations for the Evergreen Museum & Library, the Homewood Museum and the Evergreen House Foundation. This position provides support in the area of accounts payable, procurement, billing/receivables, account reconciliation, policy interpretation, reporting, and other financial and administrative duties.

Specific Duties & Responsibilities

University Museums

• Process all invoice types.
• Establish purchase orders, vendors and independent contractors in the system.
• Processes accounts receivables to include deposits of cash (including making deposits at local bank), credit card receipts, and check processing.
• Verify, document, and allocate all purchasing card transactions serving as P-card delegate for the Museums.
• Maintain and reconcile Evergreen Museum petty cash account.
• Track revenue related to admissions and gift shops and transfer funds between Museums as needed.
• Prepare appropriate paperwork for independent contractors.
• Monthly reconciliation of all Museums cost centers; compilation of monthly budget vs actual reporting.
• Distribute monthly SAP reports.

Evergreen House Foundation

• Maintain Evergreen Foundation checkbook (prepare checks, record keeping of check disbursements and reconcile monthly bank statements)
• Prepare and disburse checks for pension payments of retired employees.
• Communicate monthly with the Evergreen House Foundation’s Finance Committee on the organization’s finances, including sending monthly statements from their checking and investment.
• Prepare IRS Form 1099-MSC for independent contractors engaged by the Foundation.
• Record cash gifts and gifts for the Evergreen Foundation and provide receipts to donors.
• Provide administrative support for the Evergreen Foundation’s annual scholarship funds.
• Maintain and distribute all financial records, reports, and meeting minutes.
• Facilitate the Evergreen Foundation’s annual audit.
• Serve as de-facto Secretary for the Foundation’s three annual board meetings and other meetings as needed; take minutes at meetings and prepare minutes for distribution.

Administrative Support

• Communicate effectively and maintain positive, courteous, supportive, and professional working relationships with all levels of contacts.
  
• Contribute to the customer service-oriented atmosphere within the department to assist other functional areas when needed or requested.
  
• Assume administrative tasks, special projects, ad hoc reports, budgets, billing, research data and other related activities.
  
• Develop and maintain information to generate reports, tables, charts, graphs and PowerPoint presentations as needed.
  
• Take, compile and distribute meeting minutes; generate routine and specialized correspondence as well as reports.
  
• As needed, support day-to-day operational needs at Museums, including meeting with outside visitors, opening and closing Museums, assisting with Museum programs and events
  
• Maintain a professional relationship with a wide range of contacts.
  
• Provide purchasing, payables, basic accounting and financial reporting support to Sheridan libraries as needed.

Special Knowledge, Skills, & Abilities

• Knowledge of SAP, or other accounting software.

Physical Requirements 

• Must be able to climb stairs on a frequent basis.
• Must be able to manually operate swing gate.

• High School Diploma or graduation equivalent.
• Three years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Prior experience with bookkeeping.

Classified Title: Administrative Coordinator 
Job Posting Title (Working Title): Office Manager & Finance Assistant   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($45,135 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30a-5:00p 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Evergreen Museum & Library  
Personnel area: Libraries 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. 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 campus. 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.

Note: Job Postings are updated daily and remain online until filled.