The Budget Specialist for the Center for Communication Programs will coordinate and oversee budgeting activities and assist with managing financial activities for sponsored funds, general funds, and gift/discretionary funds. 40% of this position aids the CCP Administrator and (Sr) Grants and Contracts Analysts.
Specific Duties & Responsibilities
Finance Duties andResponsibilities:
Verify and process in SAP - vendor invoices, online and wire payments, check requisitions, travel advances and reimbursements, and other payment requests for completeness, compliance, and apply charges to appropriate accounts.
Assist Grants & Contracts Analysts with sorting/matching/cataloging original back-up documentation from field offices with P-Card and Travel Card transactions processed in Baltimore Office.
Process non-payroll cost transfers when charged to incorrect budgets.
Follow-up with appropriate internal and external contacts to resolve questions regarding payments, purchase requests, and other routine inquiries.
Develop and maintain electronic and paper record keeping systems through filing, retrieval, retention, storage, compilation, coding, updating, and purging.
Work with Finance and Grants & Contracts Team regarding routine financial activities and to assist in other financial/administrative duties as needed.
Provide back-up support to Front Desk Admin
Mailing Clerk Duties - Administration
Responsible for processing client requests received largely from developed countries via the Internet, email, phone, fax or telephone. Requests are received in English, French, and Spanish.
Reduce the amount of wasted postage and minimize returns by keeping current with conditions that may affect delivery; Regularly monitor the USPS tracked countries along with US government embargoed country information
Maintain working knowledge of transit time and costs and create spreadsheets for orders distributed; price compare shipments and select most effective and reliable option.
Provide meter postage for products to send via mail, and prepare shipments of materials to send via UPS, FedEx or DHL
Create and maintain internal log for all incoming packages received at the office
Supervises summer student volunteers and student employees.
Retrieve mail and shipped packages (FedEx, DHL, and UPS, etc.) and distribute to appropriate personnel
Customer service calls with vendors or clients in regards to quotes, equipment at the office, and requests for products
Assist with shipping needs for staff and other work related tasks
Maintain inventory for products stored in distribution area and at offsite storage area
High School Diploma/GED.
Two (2) years related experience.
Additional education may substitute for required experience, to the extent permitted by the * 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 the 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. *
Bachelor’s degree preferred.
Special Knowledge, Skills, and Abilities
Experience working with various office and financial software applications such as Microsoft Office (Word, Excel, Power Point, and Outlook), and the ability to operate a computer, copier, fax, and calculator is required.
Essential to the position is the ability to verify that transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines.
Understanding and demonstrated use of financial reporting and account reconciliation.
Strong verbal and written communication skills; with the ability to communicate and work effectively with a broad cross-section of clients including: staff, and administration within the JHU as well as external contacts.
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 with minimum direction and prioritize work to meet various concurrent deadlines
Classified Title: Administrative Secretary Working Title: Budget Specialist & Mail Clerk Role/Level/Range: ATO 40/E/02/OD Starting Salary Range: $15.26 - $21.00/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Thursday, 8:30a-5:00p / (80%, 32 hours per week) Exempt Status: Non-Exempt Location: 31-MD:JH at 111 Market Place Department name: 10001159-Ctr for Communication Programs CCP Personnel area: School of Public Health
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 email@example.com. 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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