International HR Payroll & Administrative Coordinator
Johns Hopkins University
Location: Baltimore, Maryland
Internal Number: 89031-en_US
The HR Payroll & Administrative Coordinator for the Center for Communication Programs (CCP) will act as the primary contact and provide payroll and HR administrative support and services for approximately 30 different countries and 500-600 employees internationally. The position responsibilities include but are not limited to employment contract administration, payroll related processing operations, HR database first level administration/support, employee and payroll recordkeeping and file management, and vendor invoice review and approval. The position will communicate regularly and provide coordination, inquiry response and problem resolution as related to contracting, payroll, vendor payment and other HR related services for foreign offices.
Responsible for the administration of foreign office staff employment contracts and other employment related documents; utilizing HR database (OnBase), Excel, Word (with mail merge) as required for the drafting, reviewing, proofreading and updating to ensure consistency with legally approved templates and guidance. Other documents to include but not limited to, notice letters for annual increases, contract extensions and terminations, spreadsheets and reports.
Personnel and Payroll Recordkeeping/File Management utilizing HR database (OnBase), SAP and OneDrive; data entry, document upload, review and update. Ensure proper handling of confidential employment related documents and information. Maintenance of confidential physical/paper (US and/or Foreign Office Staff) personnel files; file setup, scanning, filing, auditing, transitioning to electronic files and/or archiving, etc.
System auditing and quality control for OnBase; in coordination with foreign offices, audit/review and ensure employee records are accurate up to date and complete in both OnBase and OneDrive.
HR database first level administration support; assisting with OnBase support as first point of contact for technical concerns, assisting and supporting country teams with access and use of OnBase as well as escalation to JHU help desk ticketing system, when needed.
Research and utilize OnBase, SAP, HR website and other JHU systems and tools to provide employee related information in response to HR administrative and payroll related inquiries from expatriate and foreign office staff
First point of contact for promotion and compensation adjustment request emails to ensure all required documentation is included for HR Manager review
Responsible for US and third country national expatriate statements of benefits and allowances (SOBA); inclusive of drafting, ensuring consistency with established limitations, utilizing approved template and the U.S. Government website for reference, as relevant
Work with finance team as needed to gather budget information for payroll and proposal documents
Payroll & Other Administrative Support
Manage US and TCN expatriate allowance payments
Review of related documentation, websites, and related reference resources to determine eligibility verify rates, confirm within allowance parameters ensuring accurate payment of TCN salary and US and TCN expatriate allowance and benefits
Prepare/Update monthly expatriate salary and allowance tracking spreadsheets and documentation in OneDrive, ensure complete filing related supporting documentation, submit TCN salary and allowance documents to foreign office for payment and process SAP Internal Service Requests (ISRs) for US expatriate allowance payment
Review housing rental leases and relocation, utilities and any other expatriate allowance and benefit related invoices, ensure within allowable limits, approve for payment processing and submit documentation to finance for payment processing or to foreign office for payment
Process for payment ISRs related to US expatriate allowance and benefit reimbursement payments and one-time or reoccurring non-cash payments to update income paid by the university on the expatriates' behalf
Prepare monthly payroll wire transfers spreadsheets and any other related documentation for submission to finance for processing, track and verify payment through SAP.
Research and respond to payroll and HR related questions, referencing policies and HR Shared Services (HRSS) resources.
Process Baltimore staff danger pay payment; reviewing travel documents for eligibility, rate confirmation, approval and payment processing through SAP
Responsible for developing, assisting and maintaining reference documentation/job aids for designated CCP HR positions; to be reviewed quarterly for any necessary updates
In Office Liaison as required to complete assigned projects and duties
Alternate HR Support
Alternate support during absences of designated CCP HR position duties
Assist and back-up for timesheet entry processing
All other duties as assigned
Minimum Qualifications (Mandatory):
High School Diploma/GED
Four (4) years of related payroll and administrative experience required.
A degree or a payroll certification from the American Payroll Association may substitute for 1 year of experience.
* 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.
High level of proficiency in Microsoft Office 365, (Word, Excel, Outlook), and performing mail merge from set up to execution; with strong technical acumen and ability to quickly and independently gain proficiency on systems, programs and other technological concepts
Must be self-motivated, able to work independently and multi-task in a fast-paced environment, set priorities, maintain deadlines, and possess organizational and attention to detail skills,
Requires strong interpersonal, customer service and exceptional communication skills with the judgment required to effectively communicate with all levels of faculty, staff and students; excellent written communications, solid grammar and proofreading skills
Requires ability to review documentation, determine appropriate required action, independent problem resolution skills with ability to access and perform required basic math calculations
Ability to sit and type for extended periods of time using a computer.
Ability to conduct filing, carrying files and documents, use equipment such as copiers and shredders, push carts.
Classified Title: Payroll Specialist Working Title: International HR Payroll & Administrative Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $20.02 - $27.51/ Commensurate with Experience Employee group: Full Time Schedule: Monday-Friday, 8:30a-5:00p Exempt Status: Non-Exempt Location: 31-MD:JH at 111 Market Place Department name: 10001159-Ctr for Communication Programs CCP Personnel area: School of Public Health
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 Talent Acquisition Office at email@example.com. 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.