Share this Job
Job Req ID:  59877

Payroll Administrator

The Payroll Specialist is responsible for accurate processing of semi-monthly, payment requests (Honorariums, bonus supplements, PhD stipends), and off-cycle requests for Johns Hopkins School of Advanced International Studies (SAIS) through collaboration with HR/Payroll Shared Services, Academic Affairs, Faculty Affairs, and other internal departments according to federal, state and local laws and University policy. The incumbent in this role will also serve as the SAP reporting expert as it relates to payroll actions for the School. In addition, responsible for coordinating the reconciliation and systems control of the school’s annual budget, financial analysis and special projects.


  • Manage and administers all day-to-day payroll processing, payroll accounting, E210 employee time reporting, payroll analysis and payroll reporting in accordance with all federal, state and local tax laws, JHU policies and procedures.

  • Design and implements internal controls to ensure the integrity of payroll administration processes ensure accurate and timely payment and reporting.

  • Responsible for managing payroll annual/merit review process and reporting.    

  • Develop and implement appropriate payroll related procedures (both systematic and user functional) to ensure data integrity, while minimizing the manual effort to ensure compliance.

  • Assess current payroll resources including technology and processes to identify, recommend, and upon approval, implement prioritized solutions to achieve payroll transactional efficiencies. 

  • Work with internal departments to resolve issues and streamline payroll processes.

  • Provides routine reports to ensure payroll information is accurately reflected it the budget.   

  • Produce weekly, monthly, and quarterly reports and ad hoc reporting to ensure data integrity.

  • Responsible for the data integrity with the Human Resources Information System (HRIS) (SAP) ensures data and configuration changes are accurate.   

  • Responsible for maintaining confidential employee data.

  • Responsible for reviewing faculty and staff human resource/payroll documentation (including offer letters, promotional letters, termination letters, salary reduction letters and ensuring the data is recorded accurately in the HRIS system.

  • Addresses all payroll issues for all employees, in a friendly, helpful manner maintains a high level of customer service. 

  • Analyze financial impact to budgets of hiring new faculty and staff, faculty and staff raise, bonuses, etc.

  • Develop reports for forecasting, trending and results analysis.


Financial Analysis

  • Timely and routinely monitors budget line approval and expiration dates and partners with Finance Office (including Sr. Associate Dean) to identify and implement budget line changes or prepares e-forms.

  • Oversees the payroll distribution and monthly financial reconciliation process for all Payroll, including reconciliation against actual contracts.  Identifies any inconsistencies, potential problems, conducts appropriate research and follows-up on any problems, including contacting and working with faculty and staff regarding overpayment issues and ensuring restitution.

  • Develops, manipulates and structures financial reports for financial analysis, forecasting, trending and results analysis, as it relates to payroll expenditures.

  • Determines projections related to personnel expenditures to be used in annual budget planning and development and determines projects and analysis as requested by School leadership to support business planning decisions with a potential payroll cost impact.

  • Assists the Sr. Associate Dean for Finance and Operations and HR Manager in various financial or HR projects that have a payroll component.

  • Takes pro-active steps to minimize overpayments. Following monthly reconciliation identifies any overpayments and reasons for overpayments. Identifies procedure or other changes that could resolve issue causing the overpayment. Works with JHU Departments and impacted staff and faculty to communicate that the overpayment occurred, prepares overpayment letters, works with staff and faculty to develop repayment plans, tracks overpayments, sends out follow up letters as needed and refers unresolved over payments to collections as appropriate.

  • Other Duties as assigned


Minimum Qualifications:


  • High School Diploma required.

  • 3 years’ payroll or related work 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. 


Preferred Qualifications:                  


Bachelor’s Degree preferred


Special Knowledge, Skills, and Abilities:

  • Successful execution will require innovative thinking in a complex environment, in conjunction with using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

  • General understanding of principles and procedures for accounting, compensation and benefits, and personnel information systems.

  • Exceptional communication skills needed, with the ability to effectively convey thoughts and ideas, both written and verbally.   

  • Outstanding customer service skills with the ability to give full attention to customers and clients while understanding the message being communicated, and asking questions as appropriate to ensure the inquiry or request receives a suitable response.

  • Demonstrate initiative through contribution of ideas and, when needed, re-engineering workflow and processes to establish more efficient ways of working.

  • Ability to work effectively as part of a team in a fast-changing environment with limited supervision, while maintaining a supportive work atmosphere.

  • Experience in managing confidential and sensitive materials, with the ability to maintain confidentiality.

  • Possess the ability to multitask and prioritize, while being adaptive and accepting of new ideas and a willingness to approach new challenges and adjusts plans to meet new priorities.

  • Commitment to diversity and to serving the needs of a diverse population.  

  • Strong knowledge of administrative and clerical procedures and systems such as Microsoft Office Suite (Word, Excel, PowerPoint), managing files and records, designing forms, and other office procedures and terminology.

  • Knowledge of federal, state and local employment laws, specifically in relation to pay practices.

  • Strong knowledge of arithmetic with the ability to apply the correct mathematical methods or formulas to solve a problem.

Classified Title: Payroll Specialist 
Working Title: Payroll Administrator 
Role/Level/Range: ATO 37.5/03/OF 
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: 10000886-Finance and Administration 
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:


JH at SAIS - Washington DC