Responsible for financial billing, reporting, forecasting and monitoring of the new programs/cores/service center(s), day-to-day administrative operation of the OVD-EB including SAP & Sponsored Research training (both campuses), account reconciliation non-sponsored operating and sponsored accounts, backup reconciliation of JHM-JHACH grants/contracts as needed to ensure that they are expended according to sponsoring organizations stipulations and University guidelines. Make necessary non-payroll cost transfers. Direct report to the Director of Office of the Vice Dean East Baltimore and works closely with the Financial Manager and team for Sponsored Research.
Duties and Responsibilities:
Molecular Determinants and other Core/Shared Service Centers (50%)Responsible for monthly financial billing, reporting, forecasting A/R and monitoring and analysis of the Molecular Determinants Core Service Center billings/AR via the JHU-SOM I-Labs system. Develop and maintain models for both expense and revenue budgeting and monthly reporting for use by Director in meetings with Cost Analysis and the SOM Business Office. Complete monthly expense and revenue reconciliations in accordance with JHU reconciliation guidelines for service centers. Confirm all payroll expenses are accurate with Financial Manager/Director. Meet with the Director monthly to review reconciliations-expense and revenue. Provide monthly expense and revenue reports and open A/R for service center to Core PI, MDC Service Center administrative manager at ACH and JHM-JHACH management and leadership review. Recommends to Director and Core PI alternatives as needed to reduce expenses and or increase revenue to ensure annual goal of a break-even budget. Takes proactive measures in timely follow up of accounts that are delinquent and keeps Core PI and Director aware of delinquent accounts. Responsible for maintaining all expenses and AR records for audit (internal or external) review. Responsible for creating and maintaining and OVD-EB service center administrative and financial operational/workflow manual for business oversight of billing, AR, ordering and expenses.
Using I-Labs and SAP develops simple to moderately complex financial reports for volume forecasting, trending, and results analysis and isolates changes in revenues and expenditures for the service center. Further extract data from I-Labs into spreadsheets, relational databases, statistical packages, and graphics packages for Director as needed for reporting to Associate Dean for Administration, Vice Chair, SOM and or JHM-JHACH leadership. Develop payment schedules and monitor receipt of payments from external and internal entities.
Ensures that the SOM approved annual service center rate schedules are uploaded correctly into I-Labs and used for all billings for the fiscal year. If a mid-year rate adjustment is approved ensures rate change is documented and updated accordingly in i-Labs. In collaboration with Core PI and Director ensures full compliance of center with all Federal cost principles and regulations.
Assists when needed with issues for cross campus ordering (East Baltimore & St. Petersburg). Independently exercises good judgment in determining safety of scientific products ordered and partnering with Core Staff to resolve and procurement questions via Service Now. Confirms and clarifies the delivery of all orders prior to order entry as a supply shipping to the wrong campus could materially impact the delivery of services to a Customer and negatively impact revenue generation. Communicates and or researches JHU procurement policies as needs when a question arises.
As part of the role for billing and fiscal monitoring of the MDC Service center, complete the SOM Business Office and Internal Audit mandatory sponsored research training requirements for staff working directly and or indirectly with federal/sponsored funding. Attend complete all six of the training modules and successfully pass all course assessments. Attend all future in-person and or on-line courses as requested by the SOM. Maintain current with all required training and certification as required by the SOM Business office. Will be actively involved in training of these course to Faculty and staff at JHACH.
OVD-EB Administration/Training (15%)
Backup for the process/booking of all JHM-JHACH travel for all JHM-JHACH Faculty/Staff and guests, procurement for the office, timely preparation of travel/expense reimbursements for all JHM-JHACH Faculty/Staff and all JHM-JHACH travelers (CBTC), ensure all reimbursements are signed/approved by the JHM-ACH Associate Dean for Administration/Designee and follow all JHU SLAs (service level agreements) for on-time processing. Back up trainer and or co-trainer for SAP/Analysis support/training for procurement, processing of travel/expense reimbursements (Concur Expense) , check requisitions, paying invoices and running standard Analysis reports. Provide Director with monthly SAP security/access reports, maintain an updated listing of all JHM-JHACH SAP positions, and prepare/submit ZSRs to add/revoke SAP access as approved by the Director including maintaining audit records/backup for personnel files. JHM-JHACH contact/pointer person for SAP Roles/Security information. Partner with Director and other management team members in supporting the administrative needs for the on-boarding of new hires and departure of any employees. Provide summary updates of any key information from JHU Administrative/SAP etc. bulletins at weekly staff huddle sessions. Complete the creation of/maintain/update OVD-EB procedure manual as needed. Under the direction of the Director assist the Financial Manager to organize/coordinate the strategic initiative to develop a JHM-JHACH Faculty/Staff support headcount and salary tracking database.
Financial-Non-Sponsored and Sponsored (35%) Backup for/Assists with the processing of non-payroll cost transfers to allocate expenses to appropriate accounts. Directs the payment of expenses to the correct IO to ensure expense aligns with budget and collaborates with Director when expense is not budgeted for correct charging IO. Responsible for the timely updating of the non-sponsored expense model used for the generation of the monthly financial reports for the SOM senior management finance meeting. Analyze the KB15N postings to ensure all non-sponsored IOs are zero balanced for each month end close. Identities significant budget variance (>10%) and alerts Director in order to determine cause and explanation. Performs research and or “deeper dive” into SAP to locate appropriate backup and or transactional information for budget variances as needed. Insures that all monthly revenue-expense reports and all source/disposition documentation to support expenditures in maintain in office files for audit purposes per the JHU guidelines. Back up/Participates with the yearly process of sending financial statements and documents older than two fiscal years to off-site storage. Backup for proper tracking and documentation for all off-site files. Key participant in the department-wide (East Baltimore and St. Petersburg) communication plan and execution of all fiscal year end close procedures. In addition manages the communication deadlines for financial information needed from both campuses for the annual and budgeting process. Prepare and maintain historical JHM-JHACH invoicing trends for operating IOs and identify trends for Director to incorporate into monthly financial meetings and for the annual budget/forecast processes.
Under the direction of the Financial Manager for Sponsored Research provide backup grant/contract reconciliation as needed. Prepare internal budget files, compile and store information related to grant and contract submissions. Assist with reconciliation of research accounts as needed, payment of subcontracts, account close-outs, database tracking/input for submissions, preparing submission/closeout workload reports/stats and other backup/cross overage activities as needed.
Interpret policy and procedure for department/unit based on understanding of university policy and/or sponsoring agency guidelines.
Other projects and or 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. Intermediate level or higher working knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing required.
Special Knowledge, Skills, or Abilities / Competencies: Awareness of the JHM organizational structure is preferred. Must demonstrate immediate level or higher competency with spreadsheet, database, presentation and word processing software. Must have sound interpersonal skills and the ability to interact effectively and respectfully with others; Sound written and oral communication skills necessary to interface with various levels of the organization. Ability to organize, create and maintain detailed project plans and documents. -Strong attention to detail required. Willingness to learn Government and private cost principles as well as grants and contracts management. Knowledge of accounting and budgeting theory and practices a plus. Ability to maintain confidentiality. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required. Demonstrated ability to coordinate projects independently and work constructively as part of a team required. Immediate level or higher skills with Microsoft Excel, Word, PowerPoint and Access as well as SAP/Analysis, iLabs, Coeus, Adobe and the internet.
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.
Classified Title: Budget Analyst Working Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: $20.92 - $28.75 Employee group: Full Time Schedule: M-F, 8:30 AM - 5:00 PM Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 60002426-All Childrens Personnel area: School of Medicine
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