Job Req ID:  113993

Sr. HR/Administrative Coordinator

The Department of Otolaryngology is seeking a Sr. HR /Administrative Coordinator who provides a wide range of human resources support and consulting services to the department managers, supervisors, staff and administration covering the following: recruitment and employment; salary administration and analysis; training and education; Information/Performance management, personnel records management, Payroll responsibilities, HR policy interpretation, Credentialing, as well as information dissemination.


Specific Duties & Responsibilities


Employment

  • Assist HR Manager and divisional leadership in developing departmental/divisional policies and procedures that comply with those of the SOM.
  • Submits position in the NEXUS system and follows up as needed.
  • Develop requisitions in SuccessFactors. Follows the process through all steps until posted for applicants to apply. Assist in scheduling of interviews.
  • Coordinate with new hires on the on-boarding process; Communicate with new hires to complete HR documents for all new faculty and staff; including completion of payment form, I-9 employment authorization, SIS record, creation and issue of JHED ID/email access and hiring new faculty into payroll.
  • Provide consultation to faculty, staff, students, and management on HR issues including personnel practices and University policy, employee relations, compensation, training, recruitment, and benefits.
  • Establish and maintain information for faculty, staff, and postdocs in electronic personnel files.
  • Assist with staff reclassifications, equity adjustments, and merit increases.
  • Perform JHED administration functions for new hires, contractors and current JHED ID holders
  • Assist with the facilitation of employee engagement for Otolaryngology, through the development of department actions plans based on results from the university wide Engagement Survey.
  • Coordinate with HR Central, Payroll Shared Services, and the Benefits Office, with all new and existing employees
  • Assist with assessing staffing needs.
  • Assist with the responsibility with staff performance through the JHU SuccessFactors system.


Payroll

  • Prepare and initiate all HR/Payroll Internal Service Requests, including, bonus supplements, hiring new employees, salary changes, personal data changes, and position attribute changes.
  • Initiate all ISR payroll and supplemental payments for faculty and staff.
  • Coordinates annual merit review and introductory review process and notifies divisional management. Uses SOM guidelines to determine merit increases; communicates changes to staff.
  • Partners with the business office, faculty office and post doc office to ensure the correct documentation is received.
  • Oversees the payroll process for transactional submissions.
  • Assist with initiating annual merit increases.
  • Process off-cycle payroll requests.
  • Assist in resolving payroll and overpayment discrepancies.
  • Assist is managing the staff and faculty bonus payment schedule.
  • Processes all Sign-on on bonuses for faculty and staff. Tracks employment so second bonus is paid out on time.
  • Assist in SAP needs for the department as needed.
  • Verify necessary paperwork has been received from new faculty, post-docs, and residents and assist with I9 as necessary under the SOM established procedures.
  • Additional duties as needed.


Time Management

  • Work closely with HR Manager to ensure appropriate policies and procedures are followed, including the adherence to state and federal laws regarding FMLA, and other labor laws.
  • Assist with coordinating initial departmental efforts related to staff that require Family Medical Leave (FMLA) and Short-Term Disability (STD Parental leave and Birth Recovery Leave. Will work with divisional administration, supervisors, and SOM HR representatives on submission of paperwork related to this area.
  • Liaison for E210 submissions, overtime/ docking pays, overpayments, and running reports for compliance.
  • Approve KRONOS and Randstad timesheets for the department for temporary staff.
  • Manage casual employee’s timesheets and time entry in CATS.


Credentialing

  • Assist in the faculty/fellow credentialing process for initial and reappointments - JHU and JHH, training will be provided.
  • Work with Immigration Services for visa and work authorizations, training will be provided.
  • Will initiate trainee appointments, including affiliation agreements. 
  • Perform related duties as requested.


HRIS/Financial Systems

  • Review and monitor the access of employee and process ZSR’s as appropriate to ensure employee has network, departmental email and swipe access.
  • Assist with the tracking of and sends reminders for flu and Covid compliance.
  • Assist with Concur Reimbursement Approval process.


Minimum Qualifications
  • Bachelor's Degree in Human Resources, Business Administration, or other related field and 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 the 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.



Preferred Qualifications
  • Five years of progressive experience in human resources.
  • Knowledge of SAP system would be a plus.
  • Knowledge of the faculty credentialing process would be a plus.

 


 

Classified Title: Sr. HR Coordinator 
Job Posting Title (Working Title): Sr. HR/Administrative Coordinator   
Role/Level/Range: ATP/03/PB  
Starting Salary Range: $45,700 - $80,000 Annually ($70,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon-Fri, 8:00-4:30 
Exempt Status: Exempt 
Location: Hybrid: On-site 3-4 days a week 
Department name: 10003026-SOM Oto General Administration 
Personnel area: School of Medicine 

 

 


Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.

Hybrid: On-site 3-4 days a week