The Institute of NanoBioTechnology is seeking a Budget Analyst to work as part of the INBT finance team within the Whiting School of Engineering. This will be a fast-paced, multi-tasking and visible position that is part of a dynamic team of administrative, financial, academic, communications, and programmatic staff that work together in teams and working groups to provide support to the faculty, students, and programs of the institute.
This position will include extensive internal and external interaction with faculty, staff, students, and other collaborators of INBT through phone, e-mail, other written correspondence and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion. This role will reside in INBT and report directly to INBT's Grants and Contracts Manager.
Specific Duties & Responsibilities:
Responsible for monthly account reconciliation of sponsored and non-sponsored accounts in Institute. This involves coordinating with PI and labs to collect backup documentation, uploading into central sharepoint site, and working with Whiting Works reconciliation team to ensure all documentation is uploaded and appropriate to accounts charged to ensure compliance with university and/or agency regulations and restrictions. The Analyst will also assist financial analysts with monitoring project end dates to ensure compliance of expenditures during project period.
Interprets policy and procedures for institute based on understanding of university policy. Ensures compliance in all other areas related to grant and contract management including but not limited to sponsoring organization guidelines, internal protocols, accurate protocol information within grant documents, etc.
Responsible for identifying over-expenditures and other areas of concern.
Advises and assists with resolving budget variances by recommending appropriate course of action.
Serve as point of contact for Institute faculty, staff and students on questions regarding transaction logistics as well as transaction policies and procedures for federal and non-federal regulations that apply to sponsored activity to ensure compliance.
Processes a variety of SAP transactions within all modules: AP, Supply Chain, Concur, HR/Payroll, Finance and Analysis.
Maintains Procurement Card for INBT and is responsible for review of all INBT procurement cards (2 staff, 2 faculty). Ensures all purchases are in accordance with University Purchasing Policy, Procurement Card training and training materials, the Cardholder Agreement, and other specific internal requirements and in accordance with agency/grant specific requirements.
Develops payment schedules to monitor payments to vendors and from external / internal clients. Responsible for accurate and timely internal and external billing and receipt of payments. Manages related financial processes to ensure accuracy, completion and maintenance of supporting documentation. Proactively advises appropriate administrative staff on status and availability of funds.
Keeps abreast of University accounting system and policy to ensure up-to-date compliance.
Reviews, processes and tracks all subcontract invoicing: coordinates with Subcontractors, PIs and GCAs to provide detail of work done; submits to Accounts Payable for processing; ensures payments are made in timely manner.
Generates complex shopping carts for purchase order requests related to subcontract agreements and some equipment purchases.
In conjunction with the Lab Coordinator, maintains list of fixed assets for Institute and coordinates with Fixed Assets office on requests for identification and location.
Processes hourly payroll in CATS and serves as a back-up to processing payroll and hire entries (ISRs) in SAP.
Serves as Effort Reporting System (ERS) coordinator for Institute, ensuring that ERS forms are reviewed and certified within required timeframe.
Assists with budget development (non-sponsored and sponsored funds, revenue and expenditures) using appropriate cost rates for indirect and benefit costs. Anticipates cost projections and ensuring consistency with budget dollars. Reviews and analyzes proposed budget plans to confirm thorough and appropriate content and consistency with fiscal requirements. Provides detailed analysis of fiscal performance and related financial assumptions. Recommends alternatives as needed.
Works with administrative/financial staff and faculty to ensure effective, accurate, and timely budget allocation, project initiation, and maintenance and reporting of all financial activity.
Prepares financial reports for annual reporting requirements and final closeouts.
Assists with compliance issues for sponsored research (i.e, cost transfers and effort reporting). Prepares and reviews various forms such as journal vouchers, check deposits, and purchase orders.
On a monthly basis, prepares and maintains high-level reporting for Sr. Administrative Manager and finance team to provide updates on financial status of Institute (Deficits, Surpluses, AR Aging Reports, Control Salary, etc.).
In conjunction with Grants and Contracts Manager, develops and prepares financial projection reports for finance team and Institute leadership to assist with planning and decision making.
Maintains and broadcasts financial and travel policy updates and reminders to Institute faculty, staff and students on quarterly basis.
Serves as backup for Administrative Coordinator.
Other financial duties as assigned.
Minimum Qualifcations (Mandatory):
Bachelor's Degree in Finance, Accounting, or other 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.
Knowledge of the SAP accounting system practice and implementation. within the Hopkins environment desirable.
Special Knowledge, Skills & Abilities:
Independent worker, who is flexible, motivated and able to handle multiple tasks and deadlines in a fast paced environment with professionalism and accuracy.
Proficient with Microsoft applications, especially Excel, SAP and other commonly used JHU software systems.
Must be extremely detail oriented.
Candidate must have strong organizational skills and the ability to work independently.
Should be familiar with accounting and budgeting theory and practices.
Must be collaborative with excellent interpersonal and customer service skills.
Must be able to communicate clearly, appropriately and effectively both orally and in writing, with all levels of faculty, staff, students, and leadership both inside and outside the institution.
Must have the ability to exhibit diplomacy and a manner of professional behavior that will promote positive interaction between co-workers and customers with the goal of increasing office productivity and improving the public image of the institution.
Must be able to work independently and prioritize workload skillfully and with minimal supervision.
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 the 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.
Classified Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: $$22.32-$30.66 per hour (commensurate with experience) Employee group: Full Time Schedule: M-F/8:30-5:00 Exempt Status: Non-Exempt Location: Homewood Campus Department name: Institute for NanoBioTechnology Personnel area: Whiting School of Engineering
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