DeKalb, Illinois
Washington, D.C.
knoxville, Tennessee
Pasadena, California
Posted: 10-Nov-22
Location: Baltimore, Maryland
Salary: Open
Internal Number: 104658-en_US
We are seeking a Sr. HR Coordinator. Under general direction of the Divisional HR Services Supervisor, the Sr. HR Coordinator supports the Krieger School of Arts & Sciences (KSAS) by managing a variety of complex human resources responsibilities in support of the school's faculty, staff, post-docs, fellows, and student employees. The Sr. HR Coordinator serves as a subject matter expert providing guidance to departments in the area of HR operations to include HR compliance, processes, and procedures. Ensures accurate and timely processing of HR transactions that require advanced or specialized knowledge and skills.
The Sr. HR Coordinator provides customer focused support for faculty, staff, and students regarding human resources matters and policy interpretation. Maintains a high-level of confidentiality. Ensures accuracy in the processing of various HR transactions to include, but not limited to payroll processing, faculty appointments, part-time hiring, annual merit processing, child safety, background checks, HR reporting, personnel records management, unemployment, leave administration, and position management. Promotes actions that maintain an environment that integrates diversity, differences, and fairness
Specific Duties & Responsibilities
Payroll
- 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, approver, and consultant as appropriate.
- Supports the hourly payroll of casual staff/student workers by ensuring hours are appropriately tracked and reported, and all federal/state regulations followed.
- Collaborates with financial offices regarding employee overpayments.
Faculty Appointments
- Assist with the completion of HR paperwork for new faculty; including completion of faculty payment form, I-9 employment authorization, SIS record, creation and issue of JHED ID/email access.
- Finalize all contracts and compensation for faculty each semester and/or fiscal year.
- Process payments for teaching faculty as requested.
- Coordinate with department administrators, department chairs, finance team, and Deans on drafting, finalizing, and distributing all faculty appointment and reappointment letters.
- Track faculty contract periods and maintain files and database with appointment start and end dates.
- Assist the Deans with Letters of Intent and coordinate letter acceptance/rejection.
- Gather and organize new faculty member dossier for submittal to Academic Council for appointment approval.
Leave Administration
- Coordinates with KSAS Client Services team to process leave actions in compliance with University, Federal, and State policies and guidelines.
- Maintain communication with supervisors, HR Generalist, and.HR Shared Services on the status of an employee's leave.
- Verifies proper leave documentation is submitted and employee's record is accurate.
Time & Attendance
- Serve as the primary point of contact for questions related to time and attendance for staff and students.
- Generate routine time and attendance reports for KSAS staff to include vacation/sick time, family medical leave, short-term disability, long-term disability.
- Administers the e210 timekeeping system ensuring appropriate access, leave codes are used, and correct use of accrued sick or vacation, short/long term disability, leave without pay or other leaves of absence.
- Approve time submissions for student employees. Verify accuracy of hours, and work with the supervisor and employee to correct discrepancies.
Records Management
- Maintains integrity of all electronic employee files. Ensures all faculty, staff and student files are current and in compliance; (i.e., employee files, medical/leave files, payroll/time record, etc.).
- Facilitates the confidential background clearance process for assigned departments.
- Review, and approve all HR transactions in coordination with the KSAS HR Client Services team and in accordance with university policy and procedures. Provide status updates and notify them of changes to employee records.
- Process and initiate all HR/Payroll Internal Service Requests, including, bonus supplements, hiring new employees, salary changes, personal data changes, and position attribute changes.
- Manages, maintains, and reports electronic faculty data information in a variety of systems.
- Process annual merit increases for designated areas.
- Process new positions and employee information into SAP system.
- Maintain employee vaccination records and ensure compliance with university vaccination policies.
- Maintain, calculate, and report on individual faculty tenure, sabbaticals, etc. as requested.
General
- Maintains a high-level of customer service by providing timely responses to faculty, staff, and students.
- Serve as the point of contact for general HR records/payroll questions for assigned departments.
- Ensures the timely completion of all online onboarding paperwork for new hires.
- Work in conjunction with Central HR, Shared Services, and the Benefits Office, to act as liaison with all new and existing employees.
- Oversee the recruitment and hiring process for non-benefitted employees
- Serve as backup to Sr. HR Coordinator within KSAS HR Operations team.
- Perform JHED administration functions as needed for new hires, contractors and current JHED ID holders
- Research, analyze and evaluate data from a variety of systems to prepare complex HR reports as requested.
- Identifies process improvements and escalates issues to supervisor.
- Performs miscellaneous job-related duties as assigned
Special Knowledge, Skills & Abilities
- Knowledge of employment laws (including FLSA, FMLA), recruiting procedures, compensation practices, personnel reporting and record keeping as well as employee relations required.
- Must have proficiency working with the internet, databases and spreadsheets, as well as word processing and electronic mail.
- Strong consulting and mediation skills needed to be able to provide appropriate counsel and advice.
- Must have the ability to communicate well verbally and in writing and to work collaboratively with others both within KSAS/WSE and externally.
- Creativity and resourcefulness needed to be able to handle various HR issues and concerns effectively while maintaining confidentiality.
- Ability to problem solve and resolve conflict.
- Ability to research, analyze and interpret data.
- Ability to anticipate needs and follow through.
- Must demonstrate good judgment, strong initiative and energy as well as a cooperative spirit.
Minimum Qualifications
- Bachelor's Degree in Human Resources, Business Administration, or other related field
- Three years related experience.
- Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Prior JHU experience, or experience in higher education is a plus.
- Knowledge of benefits administration and immigration regulations strongly desired.
- Experience with SAP or other enterprise resource planning software is a plus.
- Familiarity with Interfolio or other applicant tracking software is helpful.
Classified Title: Sr. HR Coordinator
Role/Level/Range: ATP/03/PB
Starting Salary Range: (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: Dean Office of
Personnel area: School of Arts & Sciences
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
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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