Classified Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30-5:00 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001443-Career Center Personnel area: Homewood Student Affairs
Position provides high-level project management, budgetary and administrative support in a fast-paced environment at the Homewood Career Center. Provides budgetary and financial information to staff who manage special programs, projects, and the career academies. Assists in various projects developed and coordinated within the Career Center, including on-campus career fairs, programming and logistics. Oversee and verify all departmental revenue and expenditures from origination to posting. Review and coordinate donor gifts used by the academy teams (gifts exceed $1.5M). Ensure compliance with departmental policies and the policies of the University in regards to proper use of funds. Initiate all expenditures/financial transactions and procurement card transactions for the department. Serve as the primary liaison to Homewood Human Resource and support the administrative duties associated with the posting and onboarding of new hires. Acts as the assistant to the Executive Director of the Homewood Career Center, managing her conflict-free calendar of meetings and travel.
Essential Job Functions:
I. Funds Manager / Financial Administration
Administer and allocate department P-Card expenses against budgets, review and research documentation, default transactions and process expense transfers.
Process student payroll in SAP, including but not limited to processing corrections, new hire ISR’s and reviewing payroll with students and answering questions.
Reconcile monthly revenues and expenses and maintain all supporting documentation.
Process accounting transactions to correct revenue and expenses against budgets.
Monitor, identify and communicate important budgetary issues such as over expenditures, revenue reductions, potential cost savings and unplanned costs.
Prepare purchase requests for supplies and equipment and process travel advances and reimbursements, on-line payments and maintain department office equipment in good working order for staff and schedule repairs as needed.
Prepare end of year projections and proposed budgets for HSA Finance Team.
Assist Executive Director, Homewood Career Center in the development of budgets including general funds and gift accounts.
Confirm that anticipated budget increases are calculated in to the budget requests. Ensure compliance with all relevant university and/or departmental regulations and restrictions.
Approve requests for and initiate office purchases and vendor payments through SAP. Process all payments for Vendors in SAP.
Process new Vendor requests in PaymentWorks.
Process and reconcile travel advances for staff.
Process all Cash Journals in SAP for Career Fair registration fees and check deposits.
II. Administrative Assistant
Assist in the coordination of office wide planning and activities as it relates to the responsibilities of the Executive Director.
Assist and provide budgetary and financial management support to the Career Center Leadership team.
Assist with travel arrangements both Domestic and International for the Executive Director.
Manage general office supply and related administrative costs.
III. Financial Advisor to Academies
Manage all academy and gift budgets. Career Center gifts exceed $1.5M.
Set fiscal policy for academies.
Audit all academy and gift budgets each semester.
Perform all necessary financial transactions for academies such as cost transfers, vendor adds, Pcard purchases, and travel reimbursements. Act as financial liaison between academies and outside vendors.
Work closely with academy teams and event planner providing support such as budget projections and planning, and budget reconciliations.
IV. Payroll Supervisor to Student Staff
Maintain student personnel files and student staff rosters for academic year and summer session.
Record time sheets for semi-monthly payroll for each student employee.
Act as liaison/troubleshoot between student employees and Student Employment Office and Financial Aid Office.
Monitor Federal Work Study wages to be sure we are not overcharged. Keep student staff expenditures within annual budget.
Represent the Career Center in the Homewood Student Affairs monthly meetings.
V. Department HR Administrator for Full Time Staff and Student Workers
Create job postings for new department hires.
Prepare all hiring documents.
Initiate onboarding process for all new hires so they have immediate access to JHED, Outlook, and JCard.
Prepare / process annual salary increases and adjustments.
Process any payroll changes, bonus supplements/overtime, terminations and salary changes for student workers and select staff members in SAP.
Prepare documents and monitor any leaves of absence.
Maintain knowledge of University’s HR policies and procedures.
Keep Career Center staff abreast of any important changes or useful information in HR/Payroll.
Bachelor’s degree and one year of related experience required.
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.
One year of related progressively responsible experience required.
Additional experience in financial management of a small business, academic department, or an administrative office is preferred.
Experience working with someone in a leadership role to provide day-to-day operational and administrative support.
The position requires a sophisticated knowledge of all aspects of SAP which include hiring, terminating positions, payroll, accounts payable, purchasing, cash deposits, cost transfers, and business warehouse funds management, and the ability to navigate the system in those cases when difficult financial functions are required.
Skilled in managing financial accounts/budget reconciliation, and payroll issues.
Knowledge of Microsoft Office (Word, Excel, Access, and Power Point), Outlook/calendaring system, and the willingness and ability to learn new computer software programs to support other areas of the office.
Very strong organizational and interpersonal skills, strong customer service orientation, ability to balance multiple priorities simultaneously, and ability to work in a fast paced busy environment.
Ability to produce financial reports under accelerated deadlines, requiring the ability set and re-set priorities accordingly.
Strong teamwork orientation and ability to work with others.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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