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 Center's 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.