This position is responsible for administering the faculty/staff/postdoc/student payroll and human resource activities for the Office of the Vice Dean JHM-JHACH in East Baltimore. This position reports to the Director-Academic Systems Planning and Development.
Essential Duties & Responsibilities
Payroll Administration 70%:
Administers the full-time, part-time, limited and casual faculty/staff/postdoc/student payrolls, including all documentation, processing, maintaining, and reporting.
Serves as payroll transaction initiator or approver, as appropriate.
Serves as payroll consultant to dept administrators and managers
Supports the CATS payroll of casual staff/student workers by ensuring hours are appropriately tracked and reported, and all federal/state regulations followed.
Provides payroll support to all JHM-JHACH employees.
Anticipates potential payroll issues and questions and takes pro-active action to prevent development of problems or resolve problems. Engages Director when necessary or when guidance is needed.
Maintains payroll data information systems and related documentation.
Audits and reconciles all payroll actions.
Administers the Family Medical Leave Act, JHU Leave of Absence policies, and Short/Long Term disability as it relates to the payroll.
Collaborates with JHM-JHACH/JHACH/SOM financial offices regarding employee overpayment issues as it relates to payroll.
Administers the e210 timekeeping system as appropriate, pro-actively ensuring information is up-dated to permit appropriate manager access and records approval as it relates to payroll.
Determines appropriate leave usage and codes and up-dates staff time keeping system to reflect correct use of accrued sick or vacation, short term disability and/or leave without pay for all staff on family medical or other leaves of absence as it relates to payroll.
Maintains confidentiality of payroll related personnel information.
With Director reviews JHU SOM guidelines to determine eligibility and timeliness annual increases.
Communicates Faculty/managers the status of ISRS changes submitted for annual increases.
Assists with the coordination of the annual and 120- day performance review process. Insures documents are maintained in manger working files and copies to Central HR.
Monitors payroll overpayments, identifies the source of the overpayment and promptly reports findings to Director as it relates to payroll. Engages Director when necessary or when guidance is needed.
Prepares overpayment reconciliation and letters to faculty/staff/postdocs/students to request repayment as it relates to payroll.
Coordinates and tracks overpayment collections and repayment plan.
Analyzes actual payroll expenditures against current budget.
Oversees the payroll distribution and financial reconciliation process for all Payrolls, including reconciliation with actual non-sponsored and sponsored sources of payroll support. Promptly reports any discrepancies to director and Financial Manager for Sponsored Research for direction/guidance on resolution.
Identifies any inconsistencies, potential problems, conducts appropriate research and follows-up on any problems, including notification of Director and or contacting and working with faculty and staff regarding overpayment issues. Director will determine how to handle and or resolve.
Develops, manipulates and structures financial reports for financial analysis, forecasting, trending and results analysis, as it relates to payroll expenditures.
Assists the Director in various projects that have a payroll component.
Payroll Systems Development and Management:
Develops and documents standard operating procedures for the payroll department.
Analyzes payroll processes to identify areas for process improvements and streamlining.
Develops efficient electronic and paper record keeping systems to track a significantly high volume of electronic and paper payroll transactions ensuring security of information.
Works with Director to identify and develop procedures to allow seamless new hire/termination processing, staff/faculty/postdoc/student changes, and on any special projects impacting payroll such as organizational restructure, large scale special hiring projects, etc.
HR Administration - Recruitment and Selection 30%:
Responsible for coordinating the employment process in accordance with all applicable university policies and procedures.
Advise managers on types of positions/duties etc.
When needed submits job descriptions on behalf of other supervisors and or faculty to Central HR for compensation and classification review.
Creates system of tracking and monitoring job descriptions submitted directly by faculty/manager to Central HR for compensation and classification review.
Serves as a liaison for Central HR as needed to bridge communication with faculty/managers on follow ups/issues/questions related to HR Administration. Engages Director when necessary or when guidance is needed.
Under supervision of Director creates job descriptions for new positions and prepares personnel requisitions for submission to Human Resources as needed.
If necessary works with Director on requests for SOM approvals to hire of new and or replacement positions
Manages the creation of the position in the recruitment and SAP system (s) to include SF position create and oversight as position move through workflow.
Manages the creation of position creates for all new and or replacement faculty/postdoc/student/temp positions.
Acts as the liaison for JHM-JHACH collaborating with Central HR as it relates to personnel requisitions for the department. Engages Director when necessary or when guidance is needed.
Works with Director on salary equity/recommendations from Central HR for staff positions and inputs needed ISRs.
Under the direction of the Director and or Central HR assists in the providing to employees JHU documents as needed for the processing of Family and Medical Leave (FML), STD and or LTD situations.
As needed works with a high level of confidentiality with employees to obtain general information about FML related issue.
Compiles documentation in specified timeframe and provide to staff and records department.
Tracks and updates FML determinations and changes.
Insures that all FML related time is tracked in the E210 system.
Works with Director on FML problems.
Assists the Director in various projects that have a HR component.
Primary point of contact for faculty/managers/staff/students for time and attendance.
Insures all non-exempt weekly time input is completed within federal regulations.
Insures all non-exempt overtime payments are processed timely and within federal regulations.
Insures all faculty/manager approve E210s by the designated monthly deadlines for accruals of vacation and sick leave by the SOM Business office.
Assists with the coordination of the annual and 120- day performance review process.
Prepares overpayment reconciliation and letters to faculty/staff/postdocs/students to request repayments.
Administers the e210 timekeeping system as appropriate, pro-actively ensuring information is up-dated to permit appropriate manager access and records approval.
Determines appropriate leave usage and codes and up-dates staff time keeping system to reflect correct use of accrued sick or vacation, short term disability and/or leave without pay for all staff on family medical or other leaves of absence.
Coordinates and tracks overpayment collections and repayment plans.
Assists with monthly financial reports and or reconciliation as needed
Other duties as assigned
Minimum Qualifications (mandatory):
High School Diploma/GED required. Three years of related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Must have the ability to coordinate multi-faceted types of work. This is a highly visible position in the Office of the Vice Dean-JHM/JHACH office suite. We desire a mature, professional individual with good judgement who will maintain confidentiality with sensitive information and has the ability to remain calm in stressful situations
Bachelor’s degree in human resources, business management or other related field preferred. SAP experience preferred
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 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.
Special Knowledge, Skills, and Abilities:
Ability to work collaboratively with others both within and outside human resources.
Ability to work in complex, fast paced environment.
Strong communication, presentation, and written skills.
Problem solving and decision making skills.
Ability to work independently and effectively with all levels of employees.
Ability to maintain a high level of confidentiality and discretion.
Experience providing excellent customer service.
Working knowledge of emerging trends and practices in human resources.
Significant knowledge of and experience administering payrolls.
Knowledge of paper and electronic records administration, systems development and security, including file content management and records retention.
Strong working knowledge of federal/state regulations regarding I-9, taxes, disability, student employment, FLSA, FMLA, and independent contractors.
Strong analytical skills, including intermediate/advanced experience with MS Excel and MS Access.
Ability to research, organize, analyze and summarize payroll data for analytical projects.
Ability to identify and implement systems and process changes and enhancements.
Any Specific Physical Requirements for the Job:
Able to lift 10 lbs.
Classified Title: HR Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42 - $23.95/hr. (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 60002426-All Childrens Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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