The Budget Analyst will serve as the primary point of contact and liaison between the SMILE (Patient Safety Monitoring in International Laboratories) Project Manager, the Pathology Department financial oversight, vendors, Purchasing and Accounts Payable. The Budget Analyst will be responsible for operational business accounting of the finance and budget processing of expenses, financial reports and financial audit documentation for the SMILE contract. This position will also include participation in committee work, project quality management, operational activities, and administrative support to faculty and staff working on SMILE. The Analyst will be required to develop financial Standard Operating Procedures (SOP), participate in Request For Proposals (RFP) response and produce budget and audit reports ready for final edit. This role requires interaction with established international vendors.
Work is US/Baltimore based, but one must be flexible in support of international project with regard to time/schedule, etc.
Specific Duties and Responsibilities:
Operational/Finance & Budget
Monitor and prepare period budget tracking, and forecast to ensure budget accountability and effective management of records as required for audits.
Perform complex reconciliations of monthly expenditure statements and prepare documents required to maintain balanced accounts for review and approval by supervisor. Identify and develop plans to resolve budget issues.
Review and analyze financial reports for submission to NIAID. Work with central Research Accounting Office to finalize reports to provide financial and budgetary oversight.
Provide guidelines and policies pertinent to contract and the University to SMILE staff members for decision making on expenditures, purchasing, travel and other financial activities.
Review, maintain records and interpret bi-annual small business reports with the Small Business Office according to classifications and requirements for Federal contract. Select small business vendors according to contract requirements and cost effectiveness.
Set up and monitor all contracts and purchase orders, manage all financial transactions and analyses of data using SAP. When necessary establish new international vendors, negotiate services and handle billing within JHU systems for translation services, transportation and EQA materials. Manage vendor information in formats ready to perform various analyses to support the needs of the contract including upcoming proposal development.
Create and revise internal standard operating procedures (SOP) for finance and reconciliations in line with requirements.
Provide ongoing support and application training on SAP systems and various administrative functions to entry-level and current SMILE staff members.
Oversee verification of records and reporting from international travel expenses within SAP and prepare COA summaries for our Sponsor's Contract Office.
Perform miscellaneous related duties as assigned.
Participate in committee work and meetings essential to the project. Develop and manage tasks according to project scope, plan and schedule project timelines and deliverables.
Provide status reports and progress updates as needed to the project work groups and SMILE team SOP development, RFP response development.
In collaboration with the administrative coordinator, perform standard office services including record control in paper and electronic formats, accounting operations, departmental meetings and training sessions and assist with special events planning.
Prepare and distribute meeting agendas, meeting minutes and corresponding with various international sites.
Assume administrative coordinator duties in absence of the administrative coordinator.
Minimum Qualifications (Mandatory):
Bachelor's degree in finance, accounting or 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. Additional graduate level education may substitute for experience.
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.
3 years progressive responsibility in financial and administrative field, including one year of financial management experience of Federal contract and project management in an academic medical setting or in a cross-cultural environment.
Some related research laboratory experience strongly preferred.
Special Knowledge, Skills, and Abilities:
Strong organizational skills, writing and editing abilities and high level computer.
Excellent verbal and written communication skills required. Excellent organizational skills, strong attention to detail and the ability to manage multiple tasks simultaneously required.
Excellent interpersonal skills and cultural sensitivity required. Strong computer skills including MS Office.
Proficiency in MS Excel is required.
Experience in project management, and international research or projects preferred.
Formal training in project management and strong knowledge of project management software programs.
Comprehensive knowledge of SAP, accounting system practice and/or implementation.
Knowledge of accounting and budget practices.
Experience working with Federal regulations and sponsored projects for educational institutions preferred.
Experience in international travel and logistics arrangements preferred.
Ability to work independently in a small team environment, but also to collaborate with other office members and outside contacts in the pursuit of team goals.
Work Environment /While performing the duties of this job:
While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 75% of the time when at the office.
The employee is required to operate computer keyboard for a significant portion of the work day.
Prolonged vision requirements including viewing computer screen, paper reports/documents, charts and results.
While this position is primarily in an office setting, there are times where employee may be exposed to a medical or laboratory environment - Exposure to toxins and infectious agents exist, but potential for personal injury or harm is minimized if established safety and health precautions are followed. Must refer to and are expected to comply with procedure manuals, follow proper laboratory protocols and safety policy/procedures, and be familiar with material data safety sheets in assigned work areas.
May transport equipment and supplies usually less than 40 pounds from one area to another including laboratory supplies or luggage.
May be required to lift and/or move up to 50 pounds with proper training, or precautions/lifting aides. In some areas work space is limited.
Staff may be required to complete annual competency review, and must insure compliance with Johns Hopkins Policy, Laboratory Policy & Procedures, Health, Safety & Environment regulations, and all applicable privacy & confidential laws/practices.
Classified Title: Budget Analyst Working Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: $20.03 - $28.75; Commensurate with Experience Employee group: Full Time Schedule: M-F 7:00am - 3:30pm Exempt Status: Non-Exempt Location: 31-MD:JH at 111 Market Place Department name: 10003048-SOM Pat Clinical Chemistry Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
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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