The Johns Hopkins School of Advanced International Studies Office of Human Resources and Payroll Services provides full HR support in employment related matters, compliance, and student employment services to all SAIS faculty, staff, and student employees. We are seeking a HR Coordinator who serves as the first point of contact by providing courteous customer service. Performs HR support duties of a sensitive nature related to all HR/payroll transactions, faculty contracts, appointment letters, onboarding, and I-9 procedures. This position will serve as a backup for payroll services. Responsible for timely correspondence to all email requests through the SAIS HR and SAIS SEAL inboxes. Ensures HR compliance with all federal, state, and local employment laws and adheres to the retention of all employment records.
Specific Duties & Responsibilities:
SAIS SEAL Student Employment
Serve as the main point of contact for all student employment related matters, SAIS SEAL applicant tracking system, and time keeping system.
Collect and follow up with all new student employees and ensure new hire forms are submitted timely.
Initiates and submits internal service requests (ISRs) in SAP for new student hires, and personal data changes.
Provide all students with access to the Time Keeping System (TKS) upon hire.
Troubleshoot and keep track of student employment system issues on a log. Monitor the TKS app to ensure usability.
Monitor online student time sheets and work with supervisors to ensure timesheets are reviewed and approved on a weekly basis.
Process student payroll in SAP CATS on a semi-monthly basis and adhere to ISR deadlines.
Create and maintain student employment files.
Main point of contact for SAIS SEAL inbox. Monitor daily and respond to all email requests within 24 hours.
Troubleshoot student employee payroll questions that arise.
Back up payroll processor in the absence of both the HR Manager and Sr. HR Coordinator - Payroll.
Faculty Affairs Support
Draft all contracts and appointment letters for faculty, scholars, and postdoctoral fellows for the DBO
Collaborate with DBO and faculty affairs to streamline appointment letter process. Create centralized location for all appointment letters.
Responsible for all adjunct faculty appointment process: Draft all adjunct lecturer appointment letters. Collaborate with Academic Affairs to ensure adjunct spreadsheet and course compensation is provided timely before the beginning of each semester and ensure payroll for all adjunct faculty is processed accurately and timely.
Initiate all H1B and J1 visa processing for all faculty and scholars as needed. Collaborate with the Office of International Services (OIS) for visa status updates.
Process all JHED requests for visiting scholars.
General HR Support
Serve as the primary point of contact for faculty, and staff with regards to Human Resource policies, procedures, and practices for JHU.
Assist the HR Manager in developing and disseminating departmental /divisional policies and procedures that comply with those of the University.
Provides guidance and coordinates initial departmental efforts related to faculty and staff that require a Leave of Absence or Family Medical Leave (FMLA), such as: Family and Medical Leave (FML), STD/LTD, Birth Recovery and other time/attendance questions and/or administration, including sick/vacation etc.
Assist and advise managers and employees on: general tax information, and JHU's policies and practices on sick time, vacation time, holidays, leave of absence, worker's compensation, incidents and incident reporting and follow-up, family medical leave, payroll, tuition reimbursement, flexible fringe benefits, deductions, etc.
Assist with employees relations matters. Coach Managers on the progressive discipline process as a back up to the HR manager. Collaborate with HR manager on employee relation investigations as needed.
Assist with all recruitment needs at SAIS. Work with hiring managers to justify positions using the justification template and submit justification to HR manager for internal approval, collaborate with central talent acquisition recruiter to post all open and approved positions.
Serve as the point of contact when new hires are transitioned over from central talent acquisition to SAIS.
Follow SAIS onboarding protocols/checklist.
Process all unemployment claims and employment verifications.
Coordinate I-9 procedures for all new faculty, staff, and students.
Main point of contact for SAIS HR inbox and office mail. Monitor daily and respond to email requests within 24 hours and ensures all mail is reviewed and delivered timely.
Maintain confidentiality and discretion at all times.
Responsible for new hire orientation in absence of the HR manager.
Assist with myPerformance annual cycle.
Performs all other related duties as required.
Minimum Qualifications (Mandatory):
High school Diploma/GED required. Bachelor's Degree strongly desired.
Three (3) years related experience required.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Knowledge of applicable HR regulations and JHU personnel policies.
Experience with the JHU SAP system strongly preferred.
Project management or lean process skills.
Special Knowledge, Skills & Abilities:
Knowledge of payroll and HR practices, systems and regulations.
Interpersonal skills to collaborate in a team environment.
Ability to multi-task effectively and to work in a fast paced environment with deadlines.
Excellent and effective communication skills.
Knowledge of laws/governance, legal procedures, regulations, rules.
Knowledge of SAP or ability to quickly learn as demonstrated through experience with similar database software.
Strong knowledge of MS Office suite, including solid foundation with Excel and the ability to create and manage spreadsheets.
Must be able to maintain confidentiality.
High degree of accuracy and attention to detail.
Strong organizational, analytical, and problem solving skills.
Demonstrated ability to work independently, exercise appropriate judgment, initiate and manage work schedule, and to multi task.
Ability to work on deadlines and to manage competing priorities in a positive manner.
Strong interpersonal skills with the ability to work well with a diverse population.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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: HR Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F/37.5 Exempt Status: Non-Exempt Location: DC- District of Columbia Department name: Human Resources Personnel area: SAIS
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 campus. Your recruiter will advise accordingly.
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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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.