This position will coordinate and oversee budgeting activities and assist with managing financial activities for the Materials Science and Engineering. This includes assisting in financial analysis regarding projected changes in revenues and expenditures. This position provides assistance to the Grants and Contracts Analysts and reports to the Administrative Manager. Please note that duties and responsibilities for this position cover sponsored funds, general funds, gift/discretionary and endowment funds.
Essential Duties and Responsibilities:
On a monthly cycle, perform reconciliations of financial transactions for sponsored (grants and contracts) and non-sponsored funds (i.e., discretionary and gift accounts) for faculty.
Approve on-line payment requests for invoice payments, travel and other reimbursements, and shopping carts for purchase orders for general supplies.
Approve expenses on a monthly basis for departmental procurement card and review all procurement card charges approved by Administrative Coordinator to ensure all charges have been reviewed and approved before monthly deadline.
Generate complex shopping carts for purchase order requests related to subcontract agreements and some equipment purchases.
Provide assistance to Grants and Contracts Analysts and Administrative Manager with payroll distribution transactions that include faculty, postdoctoral fellows and student payments that are hourly and semi-monthly.
Assist in the preparation of management, narrative and/or statistical reports.
Backup for Grants and Contracts Analysts and Administrative Coordinator as needed.
Assists in grant financial planning, cost analysis and assist PIs with budget forecasts and projections.
Assist Grants and Contracts Analysts and the Administrative Manager in the development and monitoring of discretionary and sponsored budgets.
Analyze financial data and utilize moderately complex reports for forecasting and results analysis regarding changes in revenue and expenditures, extract and define relevant information and interpret data for the purpose of determining past financial performance and/or to project a financial forecast.
Complete transfers as needed to assure that the correct expenses are charged to the appropriate accounts.
Format and prepare quarterly financial reports and ad hoc reports for review by the Administrative Manager and faculty.
Assist with review and processing of sub award invoices and modifications.
Review all subcontract invoices and work with departmental faculty on certification and approval for submission for payment.
Manage and maintain electronic filing system and records for reconciliation and purchasing. Ensures proper recordkeeping to comply with JHU and federal audit policies.
Prepare and invoice sponsors and users of departmental services as needed and develop payment schedules to monitor receipts of payments.
Maintains department users in iLabs system, including coordination with faculty to approve users and assign account access.
Advise faculty and staff on changes in sponsored research policies.
Exercise discretion and judgment in the resolution of budget problems.
Ensure compliance and university regulations and restrictions.
Communicate with appropriate internal and external administrative offices to ensure that established policies and procedures are followed. Offices include Accounts Payable, Supply Chain, Accounts Receivable, Sponsored Projects, Internal Audits, Johns Hopkins University Research Administration, and other JHU departments and service centers.
Participate in the development, implementation and completion of departmental policies related to fiscal and operational budget issues.
On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area.
Assist with special projects and other duties as assigned.
High School Diploma/GED. Three years of related administrative and/or budget experience. Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.
Knowledge and Skill:
Essential to the position is the ability to verify transactions are allowable, allocable, and compliant with University, Federal, and Private sponsoring agency guidelines. This requires strong analytical skills, attention to detail, ability to exercise discretion and judgment, and identify and solve problems.
Experience working with various software applications such as Microsoft Office (Word, Excel, Power Point, and Outlook) is required.
Knowledge of University financial policies, practices and procedures.
Understanding and demonstrated use of financial reporting, budget preparation and account reconciliation.
Strong verbal and written communication skills; with the ability to communicate effectively with a broad cross-section of clients.
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 for long periods of time without direction, prioritize own work and to work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines.
Ability to exercise administrative judgment and discretion and assume responsibility for consequences and results of actions.
Ability to work effectively with faculty, staff, students, and administration within the University as well as external contacts.
Exercise mature judgment, sensitivity, and diplomacy when dealing with all internal and external constituents.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.