General DescriptionDepartment: Office of the Dean
Monday - Friday 9:00 a.m. to 5:00 p.m. 40 hrs
This position will report directly to the Budget Analyst in supporting the daily administrative and basic financial needs the Office of the Vice Dean-East Baltimore and or administrative and basic financial needs for the JHM-ACH Service Center/Cores.
General Administrative Responsibilities include:
Responsible for answering the telephone, screens callers, and greets visitors with the highest level of Customer Service. Responsible for ensuring the OVD-EB has the necessary supplies to conduct operations including functioning office equipment, telephones, PCs etc. Responsible for contacting the appropriate vendors for any needed office repair/maintenance. When JHU is closed for inclement weather and ACH is not impacted by the inclement weather, this position is expected to continue to monitor e-mail & phone messages and respond to the Office of the Vice Dean, administrative/finance team and colleagues in St. Petersburg. If unable to due to inclement weather must notify Budget Analyst and Director in EB and Office of the Vice Dean at ACH. This position is responsible for arranging multiple meetings and conferences. Scope of responsibilities will include arranging meeting location, travel, lodging and food including working through any logistical issues for travelers. Specific activities will include but are not limited to the coordination of visits of Faculty (JHM and ACH), staff (JHM & ACH) and trainees (residents, medical students, other trainees), conference planning, meeting planning, educational programs, etc. Is proficient with the use of SAP systems for ordering, processing travel reimbursements, invoice payments, basic transactional reports for research POs and purchases including status of orders. Responsible for first review of all travel/expense reports submitted to the OVD-EB by JHM-ACH travelers. The review should include but not limited to ensuring receipt of original source & disposition/accuracy of form/original signature, sending to the Office of the Vice Dean-St Petersburg for approval, input into SAP and providing all JHU required back-up to OVD-EB reconciliation staff to support the timely monthly BW statement reconciliation process. All records are to be filed according to OVD-EB procedures and according to JHU records retention policy and as required by Budget Analyst. Over a period of time, this position is expected to eventually work with OVD-EB management team to coordinate and provide oversight to the team tracker, create agendas and prepare meeting materials for team tracker meetings as requested. Will attend some meetings to take minutes and to follow through with any action items that can be done independently, assists others to complete items where possible, and will monitor and follow-up on action items. Will carries out and complete special projects and assignments as needed. Will be cross-trained in the detailed tracking and reconciliation of all non-payroll expenses for all ACH non-sponsored accounts including proper expenditure reconciliation documenting, inputting needed Non-Payroll Cost Transfers (NPCTs) in conjunction with or requested by Budget Analyst or Director, participating in budget/forecast development for non-sponsored operating expenses ensuring source and disposition for all expenses and alerting the Director of any unexplained charges and or discrepancies. All reconciliations are to be according to JHU reconciliation guidelines policies and procedures and as directed by Budget Analyst. OVD-EB General Service Center/Core. Will also be cross-trained in knowing how to provide general expense information as needed as related to non-sponsored Service Center/Core IOs as needed/requested by Budget Analyst (i.e. estimates of travel costs, copying costs, telephone/cell phone costs etc.).