This position is responsible for supporting administrative & financial processes for the Department of Student Life. The Budget Specialist will be part of an administrative team in the Student Leadership and Involvement Office, a unit within the Department of Student Life. The Student Leadership and Involvement Office provides student organizational support, leadership development programs, and services to enhance the campus life experience for students and others in the University community.
The Budget Specialist is primarily responsible for assisting with the budgets & financial transactions for over 250+ student organization accounts within the following categories: Student Government Association (SGA)/Student Activities Commission (SAC), Charter Organizations, Graduate Representative Organization (GRO), Fraternity and Sorority Life (FSL), Lecture Series, and Programming Boards. The position reports to the director of Student Leadership and Involvement and the Finance Manager for the Dean of Student Life.
Essential Job Functions:
Maintain accurate financial records to ensure financial compliance with university policies and procedures.
Process and track procurement documents from creation to close-out; follow-up and troubleshoot problems that may occur. Serve as point of contact for questions regarding financial and compliance policy and procedures.
Initiate and execute various transactions (e.g. journal transfers, purchase orders, vendor setup, invoices, online check requests, travel and expense reimbursements, petty cash vouchers, non-payroll cost transfers, cash deposits ensuring deadlines are met).
Work with internal JHU offices to make sure internal order numbers are set up in a timely manner.
Coordinate, monitor and submit all necessary student organization budget information for progress reports.
Oversee and reconcile, on a monthly and yearly basis, student group accounts with over 2000 individual transactions and approximately $1,000,000 in revenues/expenses.
Assists with the management of the financial module and monthly updates within Campus Labs (Hopkins Groups).
Coordinate administrative functions such as purchasing, student payroll and records administration as needed.
Coordinate and reconcile JHU tickets revenue for student organizations.
Ensure compliance with university regulations and restrictions.
Assist with monthly and annual allocation for all SLI/Student Life managed accounts. Attend monthly SAC and Homewood Administrators meetings.
Student Support & Training
Advise undergraduate and graduate student organization leaders, in making effective budgetary decisions. Consult with student leaders on an ongoing basis to review accounts and answer related questions ensuring that group accounts operate within the allocated budget to ensure deficits are not incurred.
In collaboration with the associate director for Leadership and Development, assist in the selection, training, management, and evaluation of student workers specializing in financial transactions and processes within SLI.
Coordinate and facilitate financial transactions/procedures training sessions for undergraduate and graduate student organization leaders.
Serve as co-advisor to the Executive Treasurer for the Student Government Association, the Finance Committee, and the Student Activities Commission (SAC) along with the Director of Student Leadership and Involvement. Maintain the SAC’s policies and procedures in concert with student leaders.
Other duties as assigned.
Education and Experience:
High School Diploma Required
Bachelor’s Degree Preferred
Three years related experience required, preferably in financial management, accounting procedures, customer service and supervision of staff/student assistants. Experience in a university setting and/or with college-aged students is highly desirable. Experience working with diverse clients and constituents highly preferred.
Related coursework at the college level may substitute for experience 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.
Special Knowledge, Skills or Abilities:
Experience with Johns Hopkins SAP system.
Skilled in managing budgets, spreadsheets and databases.
Strong analytical, problem-solving and accounting skills.
Excellent communication, organizational, and interpersonal skills.
Experience working with an accounting system.
Demonstrated ability to use discretionary judgment and maintain confidentiality in working with financial and budget information.
Classified Title: Budget Specialist Working Title: Budget Specialist Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: Mon-Fri 8:30-5 Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001414-Student Leadership & Involvement Personnel area: Homewood Student Affairs
The successful candidate(s) for this position will be subject to a pre-employment background check.
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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
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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