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Job Req ID:  9587

Sr. HR Coordinator

Purpose of Position

Provides human resource consultation and support to the Krieger School of Arts and Sciences and Whiting School of Engineering deans, department chairs, administrators, faculty and staff in the areas of faculty recruitment; faculty, research faculty, and postdoctoral student appointments; and Homewood Academic Council activities.  Manages, maintains, and reports electronic faculty data information in a variety of systems.


Essential Duties & Responsibilities

Faculty Recruitment

  • Support departmental efforts to recruit new faculty upon Dean’s approval to recruit
  • Approve departmental requisitions for posting on Interfolio
  • Establish positions within Interfolio and university Faculty Applicant Tracking Systems
  • Create postings on KSAS and WSE websites
  • Manage EEO data reporting for departments
  • As requested, meet with interviewees to discuss benefits, relocation, etc.
  • Assist the Dean with Letters of Intent and coordinate letter acceptance/rejection

Faculty Appointment Process

  • Gather and organize new faculty member dossier for submittal to Academic Council for appointment approval.
  • Process requests for reappointment and promotion of existing faculty ensuring accuracy and completeness of information
  • Determine faculty type and benefits eligibility, and provide proper coding to departments.
  • Acknowledge and distribute results of Academic Council actions to appropriate deans, department chairs, and administrators
  • Generate and distribute accurate appointment letters
  • Provides onboarding services to new faculty, including I-9, background checks, etc

Postdoctoral Student Appointments and Benefits

  • Process Postdoctoral appointments and coordinate benefit enrollment with departments
  • Process and manage enrollments with insurers of dental, healthcare, short- and log-term disability, and life insurance
  • Advise business and graduate affairs office of new and departing postdoctoral students

Human Resource Consultation

  • Provide Human resource consultation to deans, department chairs, administrators, committees and faculty regarding:
    • faculty recruitment, appointments, leave, tenure, employee relations, benefits, policies/procedures, data analysis/reporting, etc.
    • Research faculty and postdoctoral appointment policy and procedures

Visa Processes

  • Coordinates visa process for international faculty, fellows and staff in collaboration with dept staff
  • Initiates and completes all visa requests
  • Coordinates filings for permanent residency for departments as needed
  • On a regular basis partner with OISS to resolve visa issues
  • Liaise with out-sourced Law Firms relating to visa petitions
  • Notify employees and respective supervisors/advisors of impending due dates to extend visa end dates and work authorizations.
  • Ensures I9 re-verification as directed
  • Recommends and analyzes impact of H and Perm Res visas
  • Partners with OISS when dealing with our international visiting students to ensure J is in place.
  • Coordinates early termination and departure in accordance with Homeland Security regulations.
  • Runs Visa expiration report monthly and communicates upcoming expiration dates to employee and administrative support.
  • Instructs employee/student to provide current and appropriate documentation to complete visa package
  • Completes Visa package accurately and contains all appropriate signatures and attachments.

Data Management

  • Establish and maintain individual faculty, research faculty and postdoctoral personnel records within an electronic data management system (such as OnBase).
  • Scan and index documents into the data management system.
  • Input and maintain faculty, research faculty, and postdoctoral information within various faculty databases (such as MSAccess, Digital Measures, SAP)
  • Input, maintain, calculate and report on individual faculty tenure clock, sabbaticals, etc.
  • Liaison with HRIS personnel to ensure efficient management and flow of data, with accurate permissions granted.
  • Provide reports and analysis on faculty, research faculty, and postdoctoral data

Academic Council

  • Provide administrative backup support to Ad-hoc committees
  • Attend Academic Council meetings as backup in order to draft both confidential and edited public minutes of the meetings
  • Work with the designated Council Recorder (faculty member) to present final draft minutes (confidential version and edited public version) for approval at a following Council meeting
  • Provide assistance to the Academic Council Coordinator in preparing for and scheduling complicated meetings including:
    • Preparation of packages with agenda and related materials
    • Coordinate the dissemination of materials to Council members
    • Provide logistical assistance for meetings

Other duties as assigned

  • Administers faculty Family and Medical Leave
  • Performs related duties as requested.



  • Bachelor’s degree in Human Resources, Business Administration, or other related field. Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
  • 3 years related experience.
  • Experience with electronic data management systems, preferred.
  • Prior JHU experience, or experience in higher education is a plus.
  • Experience with SAP or other enterprise resource software is a plus.

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.

Knowledge and Skill:

  • Strong working knowledge of employment laws (including FLSA, FMLA) and human resource practices, including recruitment procedures, compensation practices, personnel reporting and record keeping as well as employee relations.
  • Working knowledge of immigration regulations.
  • Strong oral and written communication skills and ability to interact effectively with diverse clientele at all levels of an organization.
  • Demonstrated excellent customer service skills.
  • Ability to work independently and exercise independent judgment, while interacting collaboratively as part of a team.
  • Ability to develop and maintain databases to organize and store information.
  • Ability to maintain a high level of confidentiality and discretion.
  • Ability to manage multiple projects and to prioritize workload.
  • Demonstrated proficiency in windows-based software applications including Microsoft Office; prefer knowledge of SAP



Role/Level/Range: ATP/3/PB
Starting Salary Range: $42,256 – $58,041
Employee group: Full Time
Schedule: Monday to Friday 8:30 a.m. to 5:00 p.m.
Employee subgroup: Exempt
Location: Baltimore, MD
Department name: Office of the Dean
Personnel area: Krieger School of Arts & Sciences



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 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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