The Budget Specialist provides administrative support to the International Centers & Programs (ICP) office, which includes the following units: Center for Africana Studies (CAS), East Asian Studies Program (EAS), International Studies Program (ISP), Islamic Studies Program (ISLAMIC), Program in Latin American Studies (PLAS), and the Program in Racism, Immigration, and Citizenship (RIC). The position performs a variety of financial activities and oversight related to the payment and receipt of money for ICP; provides accounting services to ICP faculty, staff, and students; and computes, classifies, and records transactions into the university's financial accounting systems. The position reports to the Administrative Director of the International Centers & Programs office.
Specific Duties & Responsibilities:
40% - Budget Administration and Support
Reconcile all ICP accounts on monthly basis & upload to SharePoint
Process honoraria and reimbursement payments
Serve as primary contact for all visitors who will be receiving fees or reimbursement
Manage Payment Works vendor system/process
Process co-sponsorship transfers; develop system to document and track cosponsor requests
Purchase office supplies (including printer & copier cartridges) & maintain rough inventory of supplies and organize supply closet
Process invoices for payment
Prepare routine and ad-hoc reports based on knowledge of existing data
Be able to project and analyze spending patterns in order to make recommendations for future budgeting
Assist with Reporting to Development on gift accounts
Manage Faculty Research Budgets
Develop additional data analysis as requested
30% - Award and Grant Administration
Process student awards, sub-awards, and budget reallocations for grants managed by ICP
Assist with student award competitions
Serve as Title VI FLAS Grant Coordinator
Prepare and submit required award and grant reports for ICP programs and sponsoring units
20% - Payroll Coordination
Collect and record student employee timesheets
Manage the processing of student hours, including overtime
Manage the creation of ISR's as needed to support visiting scholars and lecturers
Monitor pay supplements for faculty directors to ensure timely payment
Initiate requests to OIS for J-1 visa sponsorship for postdoctoral research fellows, research trainees, non-tenure track faculty members and visiting scholars
Monitor exchange visitors' adherence to J-1 visa regulations
10% - Office Administration
Serve as front office receptionist
Maintain financial records, budgets, and documentation
Assist with the execution of award competitions
Submit facilities services forms
Assist with annual program budget meetings
Serve as backup technology assistant for ICP
Provide administrative support for visiting speakers and other official guests as requested
Maintain inventory of office supplies
Provide technical backup assistance for conference rooms
Assist with production of promotional materials
Other duties as assigned
Minimum Qualifications (Mandatory):
High School Diploma/GED
Three years of related administrative and/or budget experience
Related coursework at the college level may substitute for experience to the extent permitted by the JHU equivalency formula
Bachelor's degree and one year of experience preferred. Budget management experience in an academic setting preferred.
Special Knowledge, Skills, and Abilities:
Project management training
Proficient in university financial systems, including Analysis, SAP, Amazon shopping, JP Morgan PaymentNet, Payment Works vendor system, etc.
Proficient in software applications (MS Office programs, Outlook, etc.)
Excellent organizational skills
Excellent oral, written, and interpersonal communication skills
Ability to multi-task, work independently, and maintain professionalism
Classified Title: Budget Specialist
Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 per hour Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60006656-KSAS - International Programs Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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