How to hire a budget coordinator

How to hire a budget coordinator, step by step

Here's a step-by-step budget coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a budget coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new budget coordinator
• Step 8: Go through the hiring process checklist

What does a budget coordinator do?

Post a budget coordinator job for free, promote it for a fee

Post free

1. Identify your hiring needs

   Before you post your budget coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a budget coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A budget coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, budget coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of budget coordinators.

   Type of Budget Coordinator	Description	Hourly rate
   Budget Coordinator	Budget analysts help public and private institutions organize their finances. They prepare budget reports and monitor institutional spending.	$18-35
   Cost Analyst	Cost Analysts are employees with a strong background in finance or accounting. They are in charge of collecting financial data and analyzing the entries... Show more	$18-35
   Budget/Finance Analyst	Budget/finance analysts are financial professionals who are responsible for allocating the financial resources of private companies, nonprofit organizations, and government agencies. These analysts are required to perform financial analysis and reporting to monitor the finances that are associated with business operations... Show more	$20-38

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Purchase Orders
   • Payroll
   • Invoice Processing
   • Financial Analysis
   • Journal Entries
   • Budget Process
   • Financial Management
   • Budget Preparation
   • POS
   • Budget Development
   • Financial Data
   • Budget Analysis
   • PeopleSoft
   • Expense Reports

   Check all skills

   Responsibilities:

   • Manage credit card revenue reporting and reconciliations for multiple credit card merchant accounts which include recommending and implementing process improvements.
   • Compile and reconcile monthly payroll expenses.
   • Create departmentalized payroll spreadsheets and monitor them biweekly.
   • Participate in PeopleSoft financial system upgrade testing to eliminate implementation challenges.
   • Prepare required reports relate to the grant project utilizing various software programs, including preparing computerize reports using PeopleSoft system.
   • Help Medicaid eligible members to secure both physical and behavioral services in the community by reviewing and preparing prior authorization requests.

   More budget coordinator duties

3. Make a budget

   Including a salary range in your budget coordinator job description helps attract top candidates to the position. A budget coordinator salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a budget coordinator in Montana may be lower than in California, and an entry-level budget coordinator usually earns less than a senior-level budget coordinator. Additionally, a budget coordinator with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average budget coordinator salary

   $53,878yearly

   $25.90 hourly rate

   ---

   Entry-level budget coordinator salary

   $38,000 yearly salary

   Updated December 20, 2025

   Average budget coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$71,917	$35
   2	California	$69,975	$34
   3	Massachusetts	$63,843	$31
   4	New Jersey	$63,511	$31
   5	Connecticut	$63,265	$30
   6	Virginia	$61,066	$29
   7	Colorado	$58,302	$28
   8	New York	$57,891	$28
   9	Pennsylvania	$57,246	$28
   10	Missouri	$56,375	$27
   11	Utah	$54,464	$26
   12	Nevada	$53,503	$26
   13	Indiana	$53,316	$26
   14	Minnesota	$52,731	$25
   15	Florida	$51,785	$25
   16	Texas	$51,698	$25
   17	Wisconsin	$50,663	$24
   18	Louisiana	$49,873	$24
   19	Arizona	$49,860	$24
   20	Kansas	$49,800	$24

   Average budget coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Central State University	$67,650	$32.52
   2	Stoneridge	$65,519	$31.50
   3	Boston Public Schools	$64,191	$30.86
   4	Harmonia Inc	$60,647	$29.16
   5	D.R. Horton	$60,595	$29.13	7
   6	University of California-Berkeley	$59,752	$28.73
   7	CentraState Healthcare System	$58,821	$28.28
   8	HPI Energy Services	$58,183	$27.97
   9	IMG Academy	$57,887	$27.83	1
   10	Minnesota State Fair	$56,937	$27.37
   11	Illinois Institute of Technology	$56,789	$27.30
   12	MGP	$55,811	$26.83
   13	Colorado State Express	$55,115	$26.50
   14	Mondelēz International	$55,054	$26.47
   15	Heluna Health	$54,916	$26.40
   16	University of Maryland, Baltimore	$54,287	$26.10	8
   17	Univ Of Colorado-Colorado Spgs	$53,959	$25.94
   18	Drexel University	$53,241	$25.60	2
   19	New England School Development Council Inc	$53,239	$25.60
   20	WKYU	$53,114	$25.54	2

4. Writing a budget coordinator job description

   A budget coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a budget coordinator job description:

   Budget coordinator job description example

   Job Description:-
   
   Job Title: Analytics and Reporting - US Medical Budget Coordinator
   Duration: 6 Months
   Location: Lawrence Township, NJ (Hybrid)
   
   Roles and Responsibilities:

   • Use of Ariba to route statements of work (SOWs) and Amendments
   • Understand process flow for all documents entered into system
   • Shepherd documents through the system, with diligent follow-up
   • Research and resolve invoicing discrepancies
   • Ability to comfortably navigate through ambiguous situations and work on a resolution
   • Ability to learn quickly and work independently in a fast paced environment
   • Serve as a trusted advisor and backup to the Business Operations Specialist II
   • Identify and share best practices on process improvements
   • Interface with Global Procurement as needed
   • Use of RPM to create product plans and WBS elements, enter April/Sept projections, and Fund transfers
   • Maintain/track monthly budgets for each asset using a Planned Spend excel spreadsheet
   • Understand budget/projections per brand and how the book of work will be delivered on budget
   • Meet with stakeholders individually and in teams to set budget priorities and ensure budget execution.
     

   
   Skills:

   • Proactive in identifying and collecting required information to drive the routing process forward in a timely manner
   • Understanding Client compliance guidelines, SOPs regarding Ariba and SAP processes
   • Excellent organizational and time management skills
   • Ability to work in a fast-paced environment
   • Outstanding interpersonal and communications skills
   • Must be able to prioritize multiple tasks in a deadline-driven environment

   
   Experience Required:
   
   

   • Experience with SAP is required.
   • Excellent Excel experience is required (must know formulas, pivot tables, etc.)
   • Finance background preferred
   • RPM experience is a plus
   • Extremely detailed-oriented
   • Analytical or financial background preferred
   • One to three years in a global pharmaceutical organization a plus
   • Three to five years professional work experience; college degree preferred
   • Additional MS office skills are a plus

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right budget coordinator for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your budget coordinator job on Zippia to find and recruit budget coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit budget coordinators, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new budget coordinator

   Once you have selected a candidate for the budget coordinator position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new budget coordinator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

   Sign up to download full list

   Sign up

How much does it cost to hire a budget coordinator?