This position resides in the Department of Physics and Astronomy and is responsible for supporting IDIES and MARCC directors, admin manager, Sr. Grants and Contracts Analyst, financial analyst, faculty members, research and technical staff with budget analysis, pre-award, contractual, compliance, payments, transfers, fixed assets, expense reconciliations, and reporting assistance. This position occasionally assists with pre- and post- award support responsibilities for simple to moderately complex grants/contracts, including those from NIH, NSF, DOD and NASA. These grants, contracts and awards may involve moderate budgets, Foundation grants and Sub-awards from other institutions on their federal pass-through grants.
Note:This position is not eligible for visa sponsorship.
Specific Duties & Responsibilities:
Coordinates with vendors and Institute directors and staff to finalize orders.
Ensure all expenses are allowable and allocable.
Initiate SAP transactions within all modules, AP, Supply Chain, HR/Payroll, Finance, Sponsored, and BW.
Initiates procurement card purchases in accordance with University purchasing policy and any other specific internal requirements.
Maintains supporting documentation for all transactions.
Process online forms for independent contractor, add vendor form, and shopping cart.
Process in SAP vendor invoices, shopping cart, and check requests.
Process travel reimbursements for faculty, staff, and students.
Prepare non-payroll cost transfers.
Track documents from creation to payment and trouble shoot any problems that may occur.
Serve as point of contact for questions regarding transaction policy and procedure.
Finance & Grant Administration:
Complete monthly verification and reconciliation of non-salary expenses. This includes, but is not limited to, matching receipts/invoices to statement, reconcile service center charges, note any outstanding items, and follow-up to ensure outstanding items are resolved.
Assist in forecasting funding sources to determine availability of funds for support of expenditures. Discuss any shortfalls with the Sr GCA and/or FA.
Assist the Sr GCA and FA in monitoring the expenditure of funds throughout the life of a project following the guidelines of the sponsoring organization and the University.
Identifies budget issues, provides alternative solution, and resolves problems with Sr. GCA and/or FA.
Initiate, log, and track spending.
Conduct annual review of group fixed service center fees (telephone, network, backup, etc.) Assist Sr. Admin Mgr. with review and distribution of funds for seed funding and other institute initiatives.
At close out, complete final financial transactions and assist with completion of financial reporting.
Fixed Asset Management:
In coordination with the financial analyst, ensure that assets costing $5,000 or more are appropriately reported, tagged, tracked and that all changes in asset status are reported to JHU fixed assets including disposition of asset.
Provide customer service to systems engineers, directors and faculty members throughout the capital asset procurement process.
Oversee capital equipment expenditures: coordinating with systems engineers, vendors and JHU Shared Services to ensure correct and timely processing and coordinating with systems engineers and fixed assets to ensure correct deployment of fixed assets for depreciation tracking and reporting.
Serve as point of contact for questions regarding transaction policy and procedure.
Performs detailed analysis to ensure compliance with Federal and University policies and procedures.
Create and maintain workbooks to complete required annual reporting.
Collaborate with the staff and faculty sponsor in coordinating and executing events. These events may have guest lists that range in number of participants from 10’s or 100’s.
May assist in the design and dissemination of marketing pieces both paper and electronic.
In collaboration with the Sr. GCA and/or FA, and faculty sponsor research and contribute to the selection of the venue and catering vendors.
Ensure that all contracts are reviewed and approved by the appropriate JHU authority.
Work with group/dept. communications staff to secure all necessary equipment needed for presentations or demonstrations.
Coordinate the preparation of meeting materials.
Arrange transportation to venues.
Arrange accommodation and transportation for speakers/visitors.
Develop, maintain and reconcile event budgets.
Ensure costs stay within budget and complete regular reporting to Sr. GCA and/or FA detailing actual and projected expenditures.
Work a non-traditional schedule, e.g., an evening or weekend, for events as needed or required.
Pre-award Proposal Administration:
Provide instruction, preparation assistance and support related to grant application procedures, at the direction of the administrative manager, FA, or Sr. GCA.
Review sponsored application program announcement to ensure that all deadlines are met and that all documentation is formatted as required.
Assist submission team in drafting non-complex budgets.
Initiate Coeus proposal application and collect, review and upload information.
Review budgets and budget justification for appropriateness and completeness of content. Ensures that all applicable and indirect costs have been applied. Consults more senior members of the research team for direction, as needed.
Work with investigators to prepare or maintain other applicable documentation (i.e. current and pending support pages, biographical sketches, conflict of interest lists, bills of material etc).
Coordinate related details for all assigned grant submissions to ensure timeliness and accuracy.
Upload documents via sponsor’s electronic proposal submission system (i.e. FastLane, STGMS, Grants.gov etc.)
Upon Award, assist with award set up details, budget line item distribution, and file set up.
Keeps abreast of policy, procedure and governmental regulation that apply to sponsored applications to ensure compliance.
Provide assistance for space assignment and room preparation for members of the group and visitors.
Arrange setup of office equipment for members new to the group such as installation or move of telephones, and procurement of computers as well as securing their requisite network/backup fees.
Work with Sr. GCA to complete an annual review of space and complete report to Administrative Manager.
Manage group UPS, USPS and FedEx accounts.
Prepare mailings as needed for group.
Make travel arrangements and/or accommodations for group members and visitors.
Prepare travel advances.
Prepare cash deposit forms and ensure delivery to KSAS Business Office.
Create and maintain electronic and paper files.
Train new personnel on operation of general office equipment.
Provide backup support as needed for the Institute Admin team during times of excessive workload and/or absence.
Attend department and University-sponsored training (three full days per University policy) to increase knowledge and improve skills and learn new skills. May substitute University training for supervisor-approved commercial job- related course offerings. Carry out other related duties as assigned.
Minimum Qualifications (Mandatory):
Bachelor’s degree in finance, accounting, or other related field.
One year of related progressively responsible experience.
Additional education may substitute for required experience and additional related experience may substitute for required education, 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. Preferred Qualifications:
High level administrative and budget preparation/reconciliation support in a large dynamic academic department preferred.
JHU experience desirable.
Special Knowledge, Skills, and Abilities:
Requires highly detail-oriented individual capable of working in a very dynamic and fast-paced environment; must have excellent organization skills; must have the ability to work independently and make independent and well thought out decisions and recommendations quickly and accurately.
General knowledge of accounting and budgeting theory and practices required. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices preferred.
Ability to understand when additional direction/expertise is needed on matters of complexity. Able to make decisions on a daily basis, within pre-determined guidelines and parameters.
Highly motivated self-starter with the ability to apply strong planning and project management skills to a range of program and administrative work/situations as needed with efficiency
Excellent customer service skills to interact effectively with faculty, staff, students and external customers.
Ability to multitask and manage multiple priorities; ability to respond quickly to changing needs and balance competing responsibilities.
Excellent listening, written and oral communication skills.
Ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research. Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software and university online systems.
Knowledge of JHU SAP policy and procedure including capital purchases and fixed assets management highly desirable.
Knowledge of budget preparation and account reconciliation preferred.
Must have the ability to exhibit a manner of professional behavior that will promote positive interaction between co-workers and customers with the goal of increasing office productivity and improving the public image of the institution.
Classified Title: Budget Analyst Working Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: Up to $30.66 per hour Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001373-Physics and Astronomy Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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