Hopkins Student Affairs seeks to hire a Budget Specialist who will provides administrative support for staff and activities for the Leadership Engagement & Experiential Development Office and provides administrative support for staff and activities within Student Engagement, including the Student Centers activities and maintenance. Duties include special projects, calendar management, student payroll, budgets, data compilation, and records control. This position may perform duties of a sensitive and confident nature. The Budget Specialist supports programming efforts by assisting with special events throughout the academic year primarily focused on undergraduate students to foster their educational, social, and personal growth.
*Position reports to the LEED Administrative Supervisor position, and will have budget supervision support by the USS Financial Analyst.
Specific Duties & Responsibilities
Key Coordinator for Levering Hall.
Execute Student Employee Payroll for LEED team, approximately 60 students. Responsibilities include the SAP hiring process, entering hours, salary changes, and terminations.
Support office supply inventory and initiate procurement transactions via SAP shopping cart.
Submit and serve as a point of contact for office maintenance and housekeeping requests.
Assist with work orders for Student Engagement managed spaces on campus.
Support student staff with answering the main office line and voicemail retrieval.
Review and approve student organization travel submitted in Hopkins Groups platform; ensure all JHU policies are followed and capture all information required for the annual Clery report.
Participate and attend monthly Student Affairs Admin Meetings.
Provide administrative support for departmental programs and events, programming board events, and student tradition events.
Responsible for LEED office Conference Room scheduling.
Responsible for Levering Vendors Program.
Other duties as assigned.
Reconcile operational and LEED student org gift accounts monthly and initiate non-payroll cost transfers to rectify identified errors.
Process SAP check requests for invoices in SAP and verify payments with vendors, including resolving non-payment issues.
Departmental holder of Central Bill Travel Card; reconcile Central Bill Travel Card monthly.
Departmental holder of Procurement Card and reconcile monthly.
Provide support for Campus traditions events, including procurement card purchases, invoice payments, shopping cart orders, and non-payroll cost transfers.
Process all deposits for student organizations weekly—upload documentation to student engagement platform Hopkins Groups.
Manage the LEED color copier for student organizations, using non-payroll cost transfers to collect monthly charges. Record costs in Campus groups for individual student organizations.
Reconcile revenue and expenses for income collected in Campus Groups. Distribute income collected by student organizations and departments via non-payroll cost transfer. Record in Campus Groups as needed.
Maintain accurate financial records to ensure financial compliance with university policies and procedures.
Process and track procurement documents from creation to close-out; follow up and troubleshoot possible problems. Serve as point of contact for financial and compliance policy and procedures questions.
Assist other LEED Budget Specialist in initiating and executing various transactions (e.g., journal transfers, purchase orders, vendor setup, invoices, online check requests, travel and expense reimbursements, petty cash vouchers, non-payroll cost transfers, cash deposits), ensuring deadlines are met.
Work with internal JHU offices to promptly set up internal order numbers.
Coordinate, monitor, and submit all necessary student organization budget information for progress reports.
Assist other LEED Budget Specialist in supporting and reconciling, on a monthly and yearly basis; student group accounts with over 2,000 individual transactions and approximately $1 million in revenues/expenses.
Coordinate administrative functions such as purchasing, student payroll, and records administration as needed.
Ensure compliance with university regulations and restrictions.
Assist with monthly and annual allocation for all LEED/Student Life managed accounts. Attend monthly SAC and Homewood Administrators meetings.
High School Diploma or graduation equivalent.
Three years of related administrative and/or budget experience.
Related coursework at the college level may substitute for experience to extent permitted by the JHU equivalency formula.
Three to Five years, preferably in higher education and special event planning.
Special Knowledge, Skills, & Abilities
Ability to multitask in a fast-paced, student-oriented environment.
Excellent communication, organizational, interpersonal, and customer service skills are required.
Experience with Microsoft software applications and willingness to learn scheduling software and various JHU software programs, including SAP financial system.
Skilled in managing budgets, spreadsheets, and databases.
Strong analytical, problem-solving and accounting skills.
Excellent verbal and written communication skills are required.
Demonstrated ability to use discretionary judgment and maintain confidentiality in working with financial and budget information.
Experience working with diverse clients and constituents is highly preferred.
Must demonstrate skills in meeting and event planning.
The Johns Hopkins University was America's first research university, founded for the express purpose of expanding knowledge and putting that knowledge to work for the good of humanity. Today, Johns Hopkins has approximately 6,500 faculty, 6,200 undergraduate students, and 17,600 graduate students across 230 degree programs at the baccalaureate, master's, and doctoral levels. JHU has multiple campuses in Baltimore and campuses serving graduate students in DC, Italy, and China. Johns Hopkins stands alone among top research universities in its extraordinary commitment of attention and resources to ensuring student success and particularly those from first-generation or limited income (FLI) backgrounds, making bold, sustained, and dramatic investments in the student experience over the last 15 years.
Student Affairs at JHU
Student Affairs on the Homewood campus is made up of 23 departments ranging from Residential Life, Dining, Athletics and Campus Recreation, to Student Engagement, Student Conduct, Student Transitions and Family Programs, Center for Student Success, Center for Social Concern, and University Student Services administrative units like Human Resources, IT, and Communications.
Student Affairs at Johns Hopkins educates beyond the classrooms, helping students to deepen their self-awareness, develop relationships, nurture inclusion, and find fulfillment in the collegiate experience to ensure lifelong success and meaningful contributions to our global community. Our culture is defined by our commitment to the
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.