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Job Req ID:  9992

Sr. HR Coordinator & Faculty Payroll Specialist

Summary

Reporting to the HR Manager this position will provide HR support in a wide range of areas to ensure the smooth and effective functioning of HR and Payroll services for the entire Peabody Institute.   The position primarily supports staff and faculty recruitment and payroll functions providing some back up to student employment as needed.  Will assist the HR Manager with a wide variety of reports, recruitment, and special projects requiring a significant degree of initiative, judgment, problem solving and data analysis.

Peabody provides full HR, employment, and payroll services to all faculty, staff and students.   The position will provide these services to the two academic divisions of Peabody, the Conservatory and the Preparatory; each with separate faculty policies, employment procedures and payment structures.  The position also provides these services to staff, representing a third set of policies and pay practices, all of which must be managed with accuracy and excellent service.   

The position requires the ability to manage two significant areas of responsibility, faculty payroll and staff recruitment, and the ability to toggle between these two worlds with their differing needs, timelines and structures.  It requires the ability to maintain confidentiality, possess good judgement, effectively analyze data and resolve problems as well as the ability to multi-process and to manage change. 

Essential Duties:

HR Management: 

  • Will assist the HR Manager to ensure that Peabody HR activities and services are consistent with and in support of JHU and Peabody’s policies and mission.  
  • Will serve as the primary point of contact for faculty, management, and staff with regards to Human Resource policies, procedures, and practices for JHU.
  • Will 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: tax information, 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.
  • Monitor time and attendance forms for staff via e210 system.
    • Oversee the updating/approval of managers on e210 system
    • Correct issues with time/attendance
    • Monitor compliance with overtime reporting and accuracy with employee and management submissions
  • Identify and resolve staff/faculty salary overpayment issues
    • Track overpayments/locate errors and causes
    • Prepare overpayment reconciliation and letters
    • Coordinate collection and repayment plan
  • Reports:
    • Under the direction of, and in partnership with the HR Manager, generates a wide variety of reports from the SAP system, designing criteria and developing fields and parameters as needed in support of the finance and HR functions.
    • Assists with the coordination and implementation of the annual review (July 1) and introductory review process effectively using the SF systems and appropriate reports through BW.
    • Generates reports and analyzes monthly payroll expenditures to ensure payroll and budget have been accurately charged.   Completes transfers as necessary within the SAP system in partnership with the Budget Manager.  Monitors overpayments and works with the HR manager on all follow-up as necessary to ensure appropriate collection.

Recruitment: 

  • Position is the primary point of contact for Peabody recruitment activities managing the function to ensure a smooth process in accordance with university policy. 
  • Coaches’ managers in the creation of job descriptions making recommendations based on understanding the candidate experience and marketing the positions.
  • Prepares personnel requisitions for submission to central Human Resources through the university applicant tracking system. Assists hiring managers in the use of the system.
  • Manages phone screening and conducts interviews on a daily basis to support the talent acquisition needs of the school.   
  • Manage the creation of the position in the recruitment and SAP system (s) to include, position create, copy or maintain.  Collaborates with Central HR as it relates to personnel requisitions for the department. 
  • Advises managers on types of positions/duties etc.  Provides guidance on appropriate starting salaries.
  • Manages the on-boarding process to include I-9 processing and all new hire on-boarding materials and systems. 
  • In collaboration with the HR Manager and the Dean’s Office will develop, create and enhance customized faculty orientation sessions for both the Conservatory and Preparatory.

Faculty Payroll and Workload Sheets:

  • The position is responsible to work in close coordination with the dean’s office to manage the payroll processing and analyses for the conservatory faculty and the preparatory faculty.  This requires the initial processing, two adjustments and summer processing respectively for each school (8 processes). Requires extensive interaction with the dean’s office and the respective Registrars. Requires the ability to analyze, problems solve, compute, and explain complex details to faculty that are of a sensitive nature.   Requires great attention to detail and the ability to work with spreadsheets.   Requires significant ability to multi process and meet deadlines and to stay well organized with several projects and multiple deadlines at one time.
  • Gathers data and compiles information using a relational data base (SIS) to generate reports and to produce the workload sheets. The position interacts extensively with faculty, adjuncts, substitute teachers and accompanists to provide employment and payroll guidance. The employee serves as the first point of contact regarding payroll questions and explaining complex excel workload spreadsheets to these clients.   
  • Initiates excel workload sheets based on initial contracts: adjusts per semester based on analyzing registrations, contracts and previous work:    processes summer pays:  manages the workload sheets and enters the payroll accordingly:  
  • Works in collaboration with the respective registrar’s office to gather information that changes the contract and therefore the original workload (pay).  Processes new workload sheets (excel) and adjusts pay accordingly.
  • Communicates changes to faculty as needed both on an individual basis and in a group presentation as necessary
  • Generates a variety of reports from the SAP system, designing criteria, developing fields and parameters, and customizing reports as needed for budgetary and payroll needs.  These reports are used in support of the Finance and HR functions. 
  • Assists the Director of Finance and the Director of HR in salary administration and payroll budgeting and payroll reconciliations.  Prepares substantive reports in support of the payroll and budgetary process.
  • Enters transitions in (ISR’s) into SAP ensuring accuracy and quality standards.   Has a thorough understanding of SAP functionality and modules.   Is able to independently resolve payroll issues. 

Youth Safety Program/CJIS:  responsible to manage the record keeping surrounding the Youth Safety Program and associated fingerprinting process at Peabody.  Requires careful management of:

  • CJIS log and invoices
  • CJIS paperwork maintenance and updates
  • CJIS training, scheduling and education
  • Vendor relationships

Special Projects

  • Assists the HR Manager with a wide variety of special projects and events which will require project management skills, initiative, and some knowledge of ODD and HR practices involving organization and change management.  This position will take ownership of some smaller projects while assisting with larger, school wide initiatives.    
  • Is able to be pro-active in all areas of responsibility and able to resolve problems and identify solutions and enhancements to systems and processes.
  • Performs all other related duties as required.

Qualifications:

Bachelor's degree in Human Resources, Business Administration, or other related field. Three (3) years related experience. Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

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:

  • Knowledge of payroll and HR practices, systems and regulations
  • Knowledge and procedures for personnel recruitment, selection and training
  • Knowledge of benefits and compensation
  • Knowledge of business and management principles
  • Knowledge of strategic planning, resources and leadership
  • Ability to multi-task effectively and to work in a fast paced environment with deadlines
  • Ability to manage email and other electronic communications effectively
  • Knowledge of laws/governance, legal procedures, regulations, rules etc.
  • 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. 
  • Strong data entry skills with a 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.
  •  Strong verbal and written communication skills with the ability to clearly explain payroll issues to staff, faculty and students.
  • 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
  • Professional and welcoming customer service skills with the ability to tolerate interruptions
  • Able to work overtime during peak periods, typically mid-August to mid-October.

Preferred Qualifications:

  • Knowledge of applicable HR regulations and JHU personnel policies
  • Experience with the JHU SAP system strongly preferred
  • Project management or lean process skills

Classified title: Sr. HR Coordinator

Role/Level/Range:  ATP/3/PB

Starting Salary Range: Commensurate with Experience

Employee group: Full Time

Employee subgroup: Salaried, Exempt

Schedule: M-F, 8:30am – 5pm

Location: Baltimore, MD

Personnel area: Peabody

Department name: Peabody HR

 

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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled. 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

Peabody Institute

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