I-9 Compliance Coordinator

3 weeks ago

Baltimore, Maryland, United States Johns Hopkins University Full time

Job Req ID: 114057
I-9 Compliance Coordinator
General summary/purpose

Meets with employees to complete I-9s for newly hired faculty, staff, and students of the Johns Hopkins University. Processes new I-9s and reverification of employment eligibility for nonimmigrant visa holders in accordance with federal regulations. Monitors data within the Electronic I-9/E-Verify system. Resolves E-Verify cases to ensure compliance. Notifies employees and departments of E-Verify tentative non-confirmation results. Assists employees to resolve non-confirmation results. The I-9 Compliance Coordinator also tracks the timely completion of new hire I-9s and work authorization extensions and follows up with the employee and department to ensure compliance. Follows up with employees by email which results in additional I-9 processing or the employee being removed from Payroll for non-compliance.

Because of the complexity of this position and the level of interaction with internal and external contacts and business partners, it is imperative that the candidate projects professionalism, sensitivity and generates credibility. The candidate must embrace the principles of DEI and have a genuine desire to serve and work with a diverse population of different academic preparation, cultures/racial/ethnic/socioeconomic, gender identification and must demonstrate patience and dedication to meet their needs.

The decisions and actions of this position will have a direct effect on the validity and veracity of data reported to the Department of State and USCIS. Processing I-9s and employment related information affects every part of our organization. Therefore, a clear and significant understanding of the I-9 process in general, with emphasis on how to process I-9s and reverifications of employment for international employees and students is imperative.

This incumbent will work onsite and will be responsible for providing I-9 services to multiple sites within Baltimore throughout the workweek.

Specific duties & responsibilities
Functions as primary I-9 preparer for newly hired students, faculty, and staff of Johns Hopkins University. Candidate will be responsible for monitoring and managing transactions in E-Verify and serve as primary point of contact for resolving I-9 and E-verify issues.
Verifies accuracy of payroll demographic data (name, SSN, DOB, citizenship status, visa info) and that the individual presenting has been offered employment at Johns Hopkins University.
Processes all reverifications of employment for employees whose expired work authorization has been extended.
Tracks the timely completion of new hire I-9s and work authorizations and follows up to resolve non-compliant I-9s by reviewing reports, SAP and Equifax data to determine the appropriate course of action: I-9 completion or termination of employment relationship.
Provides assistance to resolve E-verification issues.
Applies expertise to perform follow-up and resolution for E-Verifications that return with Tentative Non-Confirmation (TNC) status, by assisting the faculty, staff or student in communicating with the DHS and/or SSA.
Assists faculty, staff, students and parents of minor students by clarifying, explaining and/or interpreting University policies and government regulations related to employment eligibility.
Evaluates and escalates irregular I-9 Compliance issues to I-9 Compliance Specialist as needed.
Works closely with the Payroll and Tax offices to facilitate the timely removal of I-9 holds for citizens, non-residents, and LPRs.
Processes manual I-9s for remote hires who are not in proximity to an I-9 Anywhere Partner location.
Responds to telephone calls regarding I-9 related questions, as necessary.
Interprets and enforces internal policies and federal regulations to ensure I-9 compliance.
Monitors and runs reports as needed to monitor I-9 compliance.
Must be able to work overtime during peak seasons.
Serves as I-9 floater to other locations during peak hire seasons as needed.
Serves as web managers for the State Compliance Solution which was created to deliver required state notices to new and existing employees per the requirements of the individual states. Web managers reset passwords, field questions related to incorrect data and assure employees that the request is legitimate and a legitimate part of the onboarding process.
Assists with other duties as assigned.

Minimum Qualifications
High School Diploma or graduation equivalent.
Three years administrative/academic related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications
Bachelor's degree; SAP/ERP experience, I-9 processing knowledge and immigration experience

Special knowledge, skills, and abilities

Must possess exceptional attention to detail and deadlines.
Must problem solve independently on a daily basis. Sound and consistent judgment is essential to comply with I-9 regulations and resolve E-verify cases. Ability to use problem solving skills effectively when faced with technical problems and systems issues and/or evaluating visa documents for authenticity and validity.
Must possess excellent and mature interpersonal skills to deal with a group of diverse clients from different countries, backgrounds, socioeconomic status, educational background, etc.
Must be an outstanding team player, as the pressure of the peak season is extreme.
Must remain calm and focused under stressful situations.
Must be able to adapt to an extremely dynamic work environment as priorities change throughout the academic year.
Must be able to anticipate change as well as adapt professionally.
Must continually develop interpersonal skills and professional development.
Must possess exceptional interpersonal and customer service skills.
Must be able to represent the organization positively at all times.

Classified Title: I-9 Compliance Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $ $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/8:30-5:00
Exempt Status: Non-Exempt
Location: Eastern High Campus
Department name: ​​​​​​​HR Compliance Services
Personnel area: University Administration

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