BUDGET SPECIALIST JOB DESCRIPTION TEMPLATE

Budget support in academic research institutions looks straightforward until grant reconciliation falls behind and cost centers drift out of balance. That is when the Budget Specialist becomes the operational anchor. The role owns day-to-day financial administration across research grants, institutional cost centers, and sponsored project accounts, working within university finance structures governed by federal compliance requirements. It demands equal fluency in procedural accuracy and cross-departmental communication.

As the Budget Specialist, you monitor grant expenditures, reconcile institutional accounts, and ensure that purchasing and reimbursement activity meets university and federal compliance standards across assigned cost centers. You work within the finance or research administration team, coordinating closely with faculty, principal investigators, and central finance offices to keep accounts balanced and reporting current.

Career Impact: Deep familiarity with sponsored project accounting and federal reimbursement compliance builds a foundation that translates directly into senior roles such as Grants Manager or Research Finance Officer.

Business Impact: Faculty and principal investigators depend on this role to keep protocol budgets accurate and cost centers solvent, enabling uninterrupted research activity across grant cycles.

Growth Opportunity: Exposure to clinical trial budget negotiation, multi-year grant reporting, and institutional general ledger management expands your scope toward financial analyst and budget management roles within higher education.

• Monitor monthly expenditure statements across assigned grants and cost centers to maintain balanced accounts and flag variances early.
• Reconcile institutional accounts within the general ledger against budget models and prepare supporting documentation for period close.
• Prepare travel reimbursements, vendor contracts, and purchasing documentation in accordance with university and federal compliance guidelines.
• Review and process budget transfer requests, ensuring adjustments conform to institutional policies and funding source requirements.
• Coordinate with faculty, principal investigators, and program staff to forecast expenditures and align spending with approved budget timelines.
• Draft and maintain spreadsheets and tracking databases to support grant reconciliation, projection reporting, and ad hoc financial analysis.
• Process purchasing transactions, track order status, and verify receipt of goods to support accurate accounts payable reconciliation.
• Audit reimbursement and vendor payment status and follow up with internal and external partners to ensure timely processing.

• Bachelor's degree in accounting, finance, business administration, or equivalent work experience.
• 3 or more years of administrative and budget experience, with demonstrated work in a research or academic setting.
• Knowledge of general accounting practices and procedures as applied to grants, sponsored projects, and institutional cost centers.
• Ability to interpret and apply university policies and federal compliance requirements around purchasing, reimbursements, and account reconciliation.
• Proficiency in spreadsheet and database management, with the ability to build and maintain reconciliation and projection tools.
• Strong written and verbal communication skills, including the ability to draft professional correspondence and internal reference materials.
• Demonstrated ability to manage multiple concurrent deadlines with a high degree of accuracy and confidentiality.

• Experience with clinical trial or sponsored research budget negotiation in an academic medical campus setting.
• CRA Certification or equivalent credential in research administration.
• Prior exposure to procurement card administration, independent contractor payment processing, and goods receipt documentation.
• Fluency in a second language, particularly Spanish, to support communication with diverse faculty and vendor contacts.

• Budget-to-actual variance rate across assigned cost centers, reflecting reconciliation accuracy each period.
• Reimbursement and vendor payment processing time, measured in days from submission to completion.
• Audit finding rate on grant expenditure documentation reviewed or submitted by this role.
• Percentage of purchasing transactions closed without error or return, tracking compliance with procurement procedures.
• Cost center balance accuracy at period close, reflecting the completeness of monthly reconciliation work.
• Typical tools: Spreadsheet and database software (commonly Excel or Access); institutional finance systems (commonly SAP or PeopleSoft)

• Base Salary Range: $48,000 to $68,000 annually, depending on institution size and location.
• Bonus: Merit-based increases common; formal bonus structures rare in higher education.
• Equity: Not typically offered in academic or nonprofit research settings.
• Health Benefits: Medical, dental, and vision coverage standard at most universities.
• PTO: 15 to 22 days annually, plus institutional holidays and semester breaks.
• Common Perks: Tuition remission, retirement contributions, and access to campus resources.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. In higher education and research settings, employment offers are contingent on successful completion of a background check, which may include degree verification. Candidates must be authorized to work in the United States.

The Budget Specialist delivers specialized financial management support for CS&C Divisions, conducting budget research, formulating future-year requests, and developing cost estimates and models aligned with the DHS Programming, Budgeting and Execution cycle. Working closely with Senior Government Staff and CS&C division leads, the Budget Specialist shapes budget documentation, trend analyses, and performance metrics reporting that inform resource allocation decisions across the organization.

Key Responsibilities

• Conduct budget research and analyses of past, present and future CS&C Divisions for development and formulation of future year budget requests and submissions for CS&C.
• Consolidate and integrate inputs from CS&C divisions and develop budget documentation, briefings, spreadsheets and reports, and recommendations.
• Develop cost estimates and models, conduct studies and analyses, trend analyses, support performance based metrics reporting and respond to planned and time sensitive taskers from Senior Government Staff.
• Compile and manage Resource Allocation Plans and Resource Allocation Decision Process and provide support in compiling division and program OMB Justifications.
• Create and update budget and program briefs for CSC leadership.
• Review program Life Cycle Cost Estimates.

Required Qualifications

• Bachelor's degree in accounting, finance, business administration, or related field.
• Experience with DHS's Federal Financial Management System, ExecSec tasking system, and DHS Programming, Budgeting and Execution development and invoice processing with the Office of Selective Acquisition Management.
• Background in DHS INVEST and FYHSP.
• Proficient in budgeting, developing budget reports and summaries.
• Proficient in Microsoft Office including Word, Access, Excel, PowerPoint, and SharePoint.
• IT background and ability to develop queries and reports for Access Databases.
• Ability to communicate effectively, both orally and in writing.
• Ability to read and interpret office communications and correspondence, direct and assign taskings to appropriate SMEs and points of contact for response.

Embedded within the fiscal department, the Budget Specialist assists in corporate budget preparation, monitors expenditure and revenue figures against actuals, and manages the full invoicing and reconciliation cycle for assigned contracts. Working closely with program managers, auditors, and funding sources, the Budget Specialist ensures expenditure benchmarks are met and that fiscal and program departments remain aligned throughout the contract lifecycle.

Core Functions

• Assist in corporate budget preparation and modifications as required for assigned contracts and assist with budget development for new proposals.
• Monitor actual versus budgeted expenditure and revenue figures and recommend budget adjustments as necessary.
• Prepare monthly invoices including assembling necessary supporting documentation, generate required reports, troubleshoot and resolve reconciliation problems, and ensure invoices and billings reconcile to the general ledger for assigned contracts.
• Work directly with program managers to assist with forecasting expenditures, managing subcontractors, anticipating budget overruns or shortfalls and prepare budget revision requests as needed.
• Respond to inquiries and requests for information from employees, auditors, funding sources and vendors and conduct research as needed.
• Function as a liaison between the fiscal department, the funding sources and the program managers for each contract assigned.
• Manage contracts, contract amendments, budget, budget revisions, invoicing and collection issues and other account manager duties as deemed necessary and coordinate agency annual audit.
• Manage all audits and monitoring of assigned contracts, providing requested supporting documentation, responding to inquiries, and resolving issues to ensure timely completion.
• Coordinate with program staff to ensure expenditure benchmarks are met and that the fiscal and program departments are aligned.

Qualifications and Experience

• Bachelor's degree in accounting, business administration, or related field, Master's degree preferred.
• Five years of experience in general accounting and fiscal management.
• Three years of experience in government accounting.
• Knowledge of WIOA, TANF, SNAP and other pertinent regulations and procedures.
• Knowledge of GAAP and other applicable accounting procedures.
• Proficiency in MS Office including Word, Excel, and Access.
• Proficiency in accounting software, knowledge of MIP preferred.
• Excellent oral and written communication skills, bilingual English and Spanish preferred.
• Must possess a valid Driver's License, automobile liability insurance, and access to reliable transportation.

Reporting to the Senior Budget Analyst, the Budget Specialist monitors the annual budget and supports the creation of annual and three-year budget models within the University's general ledger and budget software. Partnering with department budget unit managers and the Senior Budget Analyst, this role enables accurate budget-to-actual reporting, variance communication, and the development of the University's multi-year business plan.

Primary Duties

• Provide primary institutional support during budget process deliberations and throughout creation of the annual and three-year budget models, including creating and maintaining the module in the budget software.
• Review and approve departmental budget transfer requests.
• Prepare monthly and annual budget-to-actual analysis for the University.
• Maintain budgetary accounts within the University's general ledger and reconcile budget within the GL to the budget model.
• Communicate budget variances within departmental budgets to budget unit managers and to the Senior Budget Analyst.
• Analyze and summarize current year budget spending and revenues, identify areas of concern, and make recommendations regarding the budget short-term and long-term.
• Collaborate with the Senior Budget Analyst in developing the University's multi-year business plan.
• Assist in implementing strategies for improving the budget process and ensure compliance with University policies and procedures.

Education and Experience

• Bachelor's degree in accounting or equivalent with emphasis in accounting.
• Knowledge of general accounting practices and procedures, especially as related to non-profit organizations.
• Intermediate to expert level of experience in MS Excel.
• Ability to communicate effectively both orally and in writing in a positive and highly collaborative manner.
• Ability to convert and organize data into meaningful information with speed and accuracy.
• Must be extremely detailed and work with a high degree of accuracy, maintaining confidentiality of accounting and personnel data.
• Exhibit exceptional organizational skills and ability to work with minimal supervision and meet deadlines.

Sitting at the intersection of financial analysis and operational oversight, the Budget Specialist analyzes monthly budgeting and accounting reports, interprets budget directives, and advises managers on cost analysis, fiscal allocation, and budget preparation. Operating across departmental and program levels, the Budget Specialist compiles accounting records to determine financial resources required for program implementation and monitors organizational spending to keep it within budget.

Duties

• Analyze monthly department budgeting and accounting reports to maintain expenditure controls.
• Direct the preparation of regular and special budget reports.
• Consult with managers to ensure that budget adjustments are made in accordance with program changes.
• Match appropriations for specific programs with appropriations for broader programs, including items for emergency funds.
• Provide advice and technical assistance with cost analysis, fiscal allocation, and budget preparation.
• Summarize budgets and submit recommendations for the approval or disapproval of funds requests.
• Review operating budgets to analyze trends affecting budget needs and seek new ways to improve efficiency and increase profits.
• Interpret budget directives and establish policies for carrying out directives.
• Compile and analyze accounting records and other data to determine the financial resources required to implement a program.
• Monitor organizational spending to ensure that it is within budget and inform managers of the status and availability of funds.

Skills and Qualifications

• Bachelor's degree in accountancy or related field.
• Certified Public Accountant.
• At least one to three years of work experience specializing in accounting and finance functions including financial analysis, modeling, sensitivity analysis, and cost benefit analysis.
• Strong analytical skills and understanding of day to day operations.
• Well-versed in financial reporting.
• Knowledge of accounting systems including SAP, Peachtree, and Quickbooks.
• Proficient in MS Office.
• Strong communication and interpersonal skills.

Accurate multi-year financial planning for grants and contracts depends on the Senior Budget Specialist, who oversees annual budget development, billing rate establishment, and revenue recognition in partnership with project managers, department heads, and external auditors. Based within the finance function and serving as a key contributor to the annual budget process, the Senior Budget Specialist advances organizational financial sustainability by managing Adaptive budget software, Deltek project administration, and multi-year grant reporting for Accion.

Leadership Responsibilities

• Provide guidance and support for the development of departmental and project annual budgets including revenues, carry-forward analysis and expenses.
• Schedule monthly budget reporting meetings with budget owners, prepare relevant reports, lead discussions providing analysis and propose revisions on budgets to date.
• Review, analyze, and report budgets performance making recommendations to maximize the use of funds and implement changes and revisions for budgets.
• Serve as key contributor to the annual budget process including the preparation of the budget guidelines and timeline.
• Develop and institute the Accion annual billing rates to be used on Accion contracts and grants, and analyze and provide rates for the annual fringe and overhead pools.
• Work with external auditors on grant and contracts revenue recognition per GAAP.
• Coordinate billing and invoicing with accounting, project managers and Accion TA recipients.
• Manage preparation and review of new proposal budgets for major grants and contracts by working closely with project managers, department heads and resource development.
• Manage the planning process and financial reporting for multi-year grants including renewals or extensions and prepare and complete revenue recognition for major grants.
• Oversee the management of Adaptive budget software and project administration in Deltek, including system interfaces, information uploads, upgrades, and coordination with finance and departments.

Professional Experience

• Bachelor's degree with emphasis on Finance, Public Finance, Public Administration, or related field, advanced degree preferred.
• Minimum of six years of experience in Finance with extensive focus in budgeting, financial projection management, project management, and grant and accounting reporting.
• Experience working with nonprofit budgeting and accounting.
• Strong multi-company budget planning and analysis.
• Technical budget expertise and strong knowledge of Adaptive budget system and Deltek accounting system.
• Advanced level in Excel and other MS Office applications.
• Ability to communicate effectively orally and in writing with all levels of the organization.
• Spanish language skills a plus.
• Ability to effectively manage workload independently including planning, organizing, prioritizing, and paying close attention to details.

A key member of the budget analysis team, the Budget Specialist performs a variety of budget analysis functions, prepares budget estimates and justifications, and evaluates historical and current data to assist operating officials in making sound funding decisions. Collaborating across subunit managers and unit staff, this role ensures budget submissions meet established guidelines and that reprogramming recommendations are grounded in consistent, well-analyzed financial data.

Accountabilities

• Perform a variety of budget analysis functions in assigned areas.
• Prepare or assist in the preparation of budget estimates and justifications.
• Interpret budgetary guidance and prepare guidance to subunit managers and unit staff on budget and program areas.
• Review unit and office budget submissions for reasonableness, accuracy, and conformance with procedures and guidelines.
• Monitor budget and recommend reprogramming of funds as needed.
• Evaluate data submitted for consistency with historical data, current levels of operations, and anticipated changes in staffing and funding levels.
• Perform complex analysis of budget requests, current year activity, and historical data to assist operating officials in making funding decisions.

Background and Experience

• Bachelor's degree in accounting and finance.
• Understanding of Microsoft Office software with an emphasis on Excel.
• Fluency in English and knowledge of other languages.
• Interest in natural resources, public service, and connecting people to their public lands.
• Willingness to relocate to locations in the Southeast and work in an inclusive work environment.
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As the Budget Specialist, this role oversees protocol budget review and approval for the Protocol Review and Monitoring Committee, drafts and negotiates industry-sponsored protocol budgets, and ensures all clinical research costs are accurately captured and entered into financial databases on a timely basis. The clinical research finance team relies on this work to maintain quality study flow, regulatory compliance, and accurate prospective reimbursement analysis across investigator-initiated and industry-sponsored protocols.

Role Responsibilities

• Provide budgetary protocol review and approval for Protocol Review and Monitoring Committee to ensure clinical research costs are covered.
• Draft, negotiate and finalize all industry sponsored protocol budgets.
• Track by sponsor all sponsor communication for reference for future budget design and negotiation.
• Work with principal investigators in the development and implementation of research protocol regarding the budgeting process for investigator-initiated protocols.
• Interact with principal investigators, hospital and clinic staff to ensure accurate and timely budget quotes.
• Work closely with Regulatory Affairs Coordinator regarding protocols including addition of investigators, amendments, serious adverse events, consent form changes, monitoring visits, correspondence, continuing review, and study termination reports.
• Collaborate with Hospital Research Review Committee chair and hospital staff to ensure tests and procedures required by clinical protocols are budgeted accurately.
• Work closely with Clinical Research Database and QA manager to ensure finalized budgets and budget amendments are entered into financial database on a timely basis.
• Review and process all study amendments that affect study budgets and orient new hires to the budgeting process and CRC role.

Technical Qualifications

• Bachelor's degree in business, finance, or accounting, or equivalent combination of education and related experience.
• CRA Certification.
• Two to three years of experience working with grants, contracts, sponsored projects and clinical trials in an academic or research medical campus.
• Three years of experience with clinical trial budget negotiation process.
• Strong accounting and fiscal management skills including grants and contracts, gift accounts, and purchasing and management of lab equipment contracts.
• Three years of experience with PeopleSoft, Cognos, and OnCore.
• Advanced Excel skills to develop custom user-friendly reports for faculty for monthly fiscal reviews.
• Excellent oral and written communication skills with strong interpersonal and human relations skills.
• Ability to work independently, identify and set priorities, and meet deadlines in a fast-paced work environment.

Budget Specialist provides unit finance support for weekly AP and AR reports, monthly SVC dollar reconciliation, period close, and ad hoc reporting in support of the Mathematical Institute for Data Science. The work directly supports accurate grant and cost center reconciliation by processing SAP shopping carts, administering P-Card allocations, preparing travel reimbursements, and ensuring compliance with University and federal payment policies.

Day-to-Day Responsibilities

• Interpret and apply University policies and compliance requirements around purchasing, accounts payable, reimbursements, and account reconciliation.
• Utilize and understand the various payment mechanisms used by the University including procurement cards, check requests, purchase orders, and corporate travel cards.
• Prepare travel reimbursements and vendor contracts, receipts, and quotes with thorough documentation for compliance purposes.
• Update and create spreadsheets and databases used to reconcile grants and cost centers.
• Process Independent Contractor shopping carts and payments and administer and allocate Institute P-Card expenses against budgets.
• Process shopping carts in SAP, track purchase orders, create goods receipts, and ensure that staff and faculty receive goods ordered.
• Monitor monthly expenditure statements for budgets and prepare documents required to maintain balanced accounts, track funding balances, and create projections.
• Monitor status of reimbursements and vendor payments to ensure timely processing and follow up with internal and external partners as needed.

Minimum Qualifications

• High School Diploma or GED, Associate's or Bachelor's degree highly preferred.
• Three years of related administrative and budget experience, prior experience in research or academic setting preferred.
• Fluency with Microsoft Office including Word, Excel, PowerPoint, and Outlook.
• Previous experience with SAP preferred.
• Excellent verbal and written communication skills and ability to draft professional emails and internal reference materials.
• Must be organized, detail-oriented, and able to manage time effectively with proven track record of initiative and follow-through.
• Proven customer service skills and ability to maintain confidentiality and manage several tasks simultaneously to meet concurrent deadlines.