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Senior Human Resources and Administrative Specialist

2 months ago

Baltimore, Maryland, United States Johns Hopkins University Full time

The Department of Otolaryngology at Johns Hopkins University is in search of a Senior Human Resources and Administrative Specialist who will deliver comprehensive human resources assistance and advisory services to departmental leaders, staff, and administration. This role encompasses various responsibilities including recruitment and hiring, compensation management, training and development, performance management, personnel records oversight, payroll duties, HR policy guidance, credentialing, and information dissemination.

Key Responsibilities

Recruitment and Employment

  • Collaborate with the HR Manager and departmental leadership to formulate policies and procedures that align with the School of Medicine's standards.
  • Manage job postings in the NEXUS system and ensure timely follow-up.
  • Create job requisitions in SuccessFactors and oversee the posting process until applicants can apply. Assist in interview scheduling.
  • Facilitate the onboarding process for new hires, ensuring completion of all necessary HR documentation, including payment forms, I-9 employment verification, and JHED ID/email access setup.
  • Provide expert consultation to faculty, staff, students, and management on HR matters, including personnel practices, university policies, employee relations, compensation, training, recruitment, and benefits.
  • Maintain accurate electronic personnel files for faculty, staff, and postdoctoral fellows.
  • Support staff reclassifications, equity adjustments, and merit increase processes.
  • Perform JHED administration tasks for new hires and current employees.
  • Assist in enhancing employee engagement through the development of departmental action plans based on engagement survey results.
  • Coordinate with HR Central, Payroll Shared Services, and the Benefits Office for all employee-related matters.
  • Aid in assessing staffing requirements.
  • Contribute to staff performance management through the JHU SuccessFactors system.

Payroll Management

  • Prepare and initiate all HR/Payroll Internal Service Requests, including bonuses, new hires, salary adjustments, and personal data changes.
  • Oversee the initiation of payroll and supplemental payments for faculty and staff.
  • Manage the annual merit review process and notify divisional management, applying SOM guidelines for merit increases.
  • Collaborate with the business office and faculty office to ensure proper documentation is received.
  • Supervise the payroll process for transactional submissions.
  • Assist in processing off-cycle payroll requests and resolving payroll discrepancies.
  • Manage the staff and faculty bonus payment schedule and ensure timely processing of sign-on bonuses.
  • Support SAP needs for the department as required.
  • Verify that all necessary paperwork from new faculty, postdoctoral fellows, and residents is complete and assist with I-9 verification as needed.
  • Perform additional duties as assigned.

Time Management

  • Work closely with the HR Manager to ensure compliance with policies and procedures, including adherence to state and federal laws regarding FMLA and other labor regulations.
  • Assist in coordinating departmental efforts for staff requiring Family Medical Leave (FMLA) and Short-Term Disability.
  • Act as a liaison for E210 submissions, overtime/docking pays, overpayments, and compliance reporting.
  • Approve KRONOS and Randstad timesheets for temporary staff within the department.
  • Manage timesheets and time entry for casual employees in CATS.

Credentialing

  • Support the credentialing process for faculty and fellows during initial appointments and reappointments, with training provided.
  • Collaborate with Immigration Services for visa and work authorization processes, with training provided.
  • Initiate trainee appointments, including necessary affiliation agreements.
  • Perform related duties as requested.

HRIS/Financial Systems

  • Review and monitor employee access and process ZSRs as appropriate to ensure network, departmental email, and swipe access.
  • Assist in tracking and sending reminders for flu and Covid compliance.
  • Aid in the Concur Reimbursement Approval process.
Minimum Qualifications
  • Bachelor's Degree in Human Resources, Business Administration, or a related field with three (3) years of relevant experience.
  • Additional relevant experience may substitute for required education, in accordance with 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.

** Candidates 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.
  • Familiarity with the SAP system is advantageous.
  • Knowledge of the faculty credentialing process is beneficial.

Classified Title: Senior HR Coordinator
Job Posting Title (Working Title): Senior 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: SOM Oto General Administration
Personnel area: School of Medicine