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Job Req ID:  58779

HR Coordinator

The Johns Hopkins School of Advanced International Studies Office of Human Resources and Payroll Services provides full HR support in employment related matters, compliance, and student employment services to all SAIS faculty, staff, and student employees. This role serves as the first point of contact by providing courteous customer service. Performs HR support duties of a sensitive nature related to all HR/payroll transactions, faculty contracts, appointment letters, onboarding, and I-9 procedures. This position will serve as a backup for payroll services. Responsible for timely correspondence to all email requests through the SAIS HR and SAIS SEAL inboxes. Ensures HR compliance with all federal, state, and local employment laws and adheres to the retention of all employment records.

 

Essential Duties

SAIS SEAL Student Employment

  • Serve as the main point of contact for all student employment related matters, SAIS SEAL applicant tracking system, and time keeping system.

  • Collect and follow up with all new student employees and ensure new hire forms are submitted timely.

  • Initiates and submits internal service requests (ISRs) in SAP for new student hires, and personal data changes.

  • Provide all students with access to the Time Keeping System (TKS) upon hire.

  • Troubleshoot and keep track of student employment system issues on a log. Monitor the TKS app to ensure usability.

  • Monitor online student time sheets and work with supervisors to ensure timesheets are reviewed and approved on a weekly basis.

  • Process student payroll in SAP CATS on a semi-monthly basis and adhere to ISR deadlines. 

  • Create and maintain student employment files.

  • Main point of contact for SAIS SEAL inbox. Monitor daily and respond to all email requests within 24 hours.

  • Troubleshoot student employee payroll questions that arise.

  • Back up payroll processor in the absence of both the HR Manager and Sr. HR Coordinator - Payroll.

 

 

Faculty Affairs Support

  • Draft all contracts and appointment letters for faculty, scholars, and postdoctoral fellows for the DBO

  • Collaborate with DBO and faculty affairs to streamline appointment letter process. Create centralized location for all appointment letters.

  • Responsible for all adjunct faculty appointment process: Draft all adjunct lecturer appointment letters. Collaborate with Academic Affairs to ensure adjunct spreadsheet and course compensation is provided timely before the beginning of each semester and ensure payroll for all adjunct faculty is processed accurately and timely.

  • Initiate all H1B and J1 visa processing for all faculty and scholars as needed. Collaborate with the Office of International Services (OIS) for visa status updates.

  • Process all JHED requests for visiting scholars.

 

General HR Support: 

  • Serve as the primary point of contact for faculty, and staff with regards to Human Resource policies, procedures, and practices for JHU.

  • 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: general tax information, and JHU’s policies and practices on 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.

  • Assist with employees relations matters. Coach Managers on the progressive discipline process as a back up to the HR manager. Collaborate with HR manager on employee relation investigations as needed.

  • Assist with all recruitment needs at SAIS. Work with hiring managers to justify positions using the justification template and submit justification to HR manager for internal approval, collaborate with central talent acquisition recruiter to post all open and approved positions.

  • Serve as the point of contact when new hires are transitioned over from central talent acquisition to SAIS.

  • Follow SAIS onboarding protocols/checklist.

  • Process all unemployment claims and employment verifications.

  • Coordinate I-9 procedures for all new faculty, staff, and students. 

  • Main point of contact for SAIS HR inbox and office mail. Monitor daily and respond to email requests within 24 hours and ensures all mail is reviewed and delivered timely.

  • Maintain confidentiality and discretion at all times.

  • Responsible for new hire orientation in absence of the HR manager. 

  • Assist with myPerformance annual cycle.

  • Performs all other related duties as required.

 

Qualifications:

  • High school diploma/GED required.

  • Three (3) years related experience required.  

  • Additional education may substitute for required experience, 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.  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.

 

  Preferred Qualifications:

  • Bachelor’s degree strongly desired.

  • Knowledge of applicable HR regulations and JHU personnel policies

  • Experience with the JHU SAP system strongly preferred

  • Project management or lean process skills

 

Special knowledge, skills, and abilities:

  • Knowledge of payroll and HR practices, systems and regulations

  • Interpersonal skills to collaborate in a team environment

  • Ability to multi-task effectively and to work in a fast paced environment with deadlines

  • Excellent and effective communication skills

  • Knowledge of laws/governance, legal procedures, regulations, rules

  • 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. 

  • 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.

  • 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.

 

 

Classified Title: HR Coordinator 
Working Title: HR Coordinator 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: Commensurate with experience
Employee group: Full Time 
Schedule: M-F/8:30am-5:00pm 
Exempt Status: Non-Exempt  
Location: 01-DC:District of Columbia 
Department name: 10000892-Human Resources 
Personnel area: SAIS

 

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://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

JH at SAIS - Washington DC