Job Details
Monday-Friday 8:30 to 5
Hybrid in office Tuesday/Thursday
Pay $24 an hour
Contract to possible hire
The Budget Specialist/Administrative Coordinator (BS/AC) to provide financial and administrative support for both non-sponsored and sponsored projects. The BS/AC will collaborate with team members to ensure efficient operations and compliance with University and agency regulations.
Key Responsibilities:
Accounts Payable:
- Enter transactions in SAP system promptly and accurately.
- Process shopping carts, goods receipts, non-purchase order invoices, credit memos, honorariums, travel reimbursements, and invoices.
- Manage vendor requests and updates via PaymentWorks and Procurement portal.
- Serve as P-Card holder and backup for Sr. Administrative Coordinator.
- Track transactions from creation to payment, resolving issues as needed.
- Ensure documentation accuracy and compliance.
- Identify over-expenditures and assist with resolutions.
- Stay updated on finance and research policies through training and meetings.
Budgeting and Reporting:
- Assist in compiling and managing the Centers budgets.
- Generate and maintain SAP/BW financial reports and records.
- Support internal approval document coordination and budgetary assistance.
- Reconcile accounts, verify backup documentation, and resolve transaction issues.
- Backup Budget Analyst for various reconciliations and verifications.
- Ensure adherence to procedures in collaboration with supervisors and administrative offices.
Financial Maintenance:
- Organize and maintain financial documentation records.
- Develop systems to track reimbursements, online payments, and goods receipts.
- Maintain accurate equipment inventory logs.
- Ensure documentation compliance with regulations.
General Administration:
- Provide administrative support including photocopying, scanning, document creation, and scheduling.
- Backup Sr. Administrative Coordinator for phone lines, supplies, contractor agreements, help tickets, and equipment orders.
- Participate in Focus Areas and Working Group teams.
Business Travel and Events:
- Act as CONCUR delegate and assist with reimbursement submissions.
- Point of contact for travel and purchasing policies.
- Assist with travel arrangements and event coordination.
- Reconcile and process event invoices, and coordinate catering services.
Requirements:
- Minimum of three years of related administrative and/or budget experience.
- Proficiency in Microsoft Word, Excel, and PowerPoint.
- Excellent communication and interpersonal skills.
- High School Diploma/GED required; additional education may substitute for experience.
Preferred Qualifications:
- Two years of college and five years of related experience.
- Highly organized, detail-oriented, and able to prioritize multiple tasks.
- Ability to work independently and as part of a team, manage workload, and meet deadlines.
- Knowledge of JHU financial systems and SAP preferred.