Human Resources Coordinator
Posted: June 23, 2022
Application Deadline: Open Until Filled
Job DescriptionWe are seeking a Human Resources Coordinator (HRC) who provides process coordination, consultation, and administrative support on a wide range of Human Resources (HR) activities for the University Student Services division on the Homewood campus for over 500 full-time and part-time employees. Primary HR duties include assistance in the following areas: recruitment and employment; new employee onboarding; benefits and other employee programs or resources; employee data and personnel records administration; payroll; compensation and other miscellaneous HR-related activities.
Serve as a subject matter expert with various HR systems such as: SuccessFactors Recruitment, SAP, e210, SuccessFactors myPerformance and other University-wide HR systems. Also serve as a subject matter expert on internal training opportunities, Benefits & Worklife programs and other Central HR resources (benefits, compensation, employee discounts, etc.). Embrace and support the university’s HR mission of attracting, developing, retaining, and engaging a high-performing workforce in support of excellence in the university’s mission, while promoting diversity, equity, civility, and respect.
Specific Duties & Responsibilities:
Data Administration (30%)
Leverage various systems (SAP, HRIS/HR Metrics) to maintain confidential HR data; produce a variety of standard and ad-hoc reports (BW Analysis); analyze and compile appropriate data when needed. Ensure integrity of employee data (accurate, complete, and timely).
Organize termination data via monthly term reports and send to the HR Director; prepare and send weekly term reports to USS IT.
Process employee transactions in SAP when needed; enter and maintain data in appropriate HR information systems. ISRs include: New Hire, Termination, Leave of Absence, Reassignment, Position Maintain, Hours Change, Salary Increase, Bonus/Supplement Pay, Org Unit Maintain, etc. Follow-up on processing/approval of ISRs in collaborations with HRSS, Divisional Approvers, Department Initiators or utilizing the ISR Log.
Serve as liaison with HR Shared Services (HRSS) or Payroll Shared Services (PRSS) for various compliance/clean-up projects to include hours & employment status categories, “reports to” corrections, delimiting of positions, org unit changes, below minimum, etc.
Oversee document control and retention systems and processes to maintain data privacy and ensure compliance with internal and external requirements and regulations.
Assign SAP roles and org unit access via initiating and approving ZSRs for the division.
Assist with annual merit increase process for the division (salary administration) on our July 1 common review date.
Process eForms to adjust budget usage within the division.
Other HR Processes (30%)
Provide support for administration of the performance management system. Serve as a subject matter expert in performance evaluation system, myPerformance. Advise both employees and supervisors; help manage process work-flow and related documentation. Pull reports, as needed.
Serve as a knowledgeable resource to employees and supervisors on the basic interpretation and application of HR programs, policies, procedures, practices and resources. May answer inquiries related to holiday, sick and vacation time; payroll, taxes, deductions, employee self-service system; as well as other employee benefits, programs and resources available to them.
Provide assistance for disciplinary actions and assist in researching issues, data collection and gathering sensitive information to be used during investigations.
Prepare Family Medical Leave (FML) paperwork for staff and manage Leave process to ensure compliance.
Manage salary overpayment process for division
Assist employees and supervisors with proper administration of the e210 system; make e210 adjustments as needed. Complete e210s on behalf of employees if necessary due to medical leaves or other circumstances. Assign missing supervisors and assist with training of new staff or supervisors.
Assist departments with student hiring process in coordination with University Experiential Learning as the divisional back-up Approver 1 or Initiator in the absence of a department contact.
May enter weekly hours for students or hourly employees in the absence of a permanent contact in the department.
Draft division-wide communications such as: monthly new staff announcement, divisional or campus events, workshops, training sessions, monthly service anniversaries, HR policy updates, etc.
Assist with scheduling background check (fingerprinting) process for departments/employees who are required under the JHU Child Safety Policy and access results report in CJIS system, and escalate issues.
Train department administrators and other employees on topics such as ISRs, job posting, e210, time entry, etc.
Attend weekly meetings, including HR team meetings and 1:1 meetings with the HR Manager.
Assist with completion of unemployment claims.
Recruitment & Employment (20%)
Create and process requisitions for openings across the division in collaboration with HR Manager and/or hiring manager or hiring departments. Assist with compilation of job descriptions in standard template.
In absence of HR Manager, may communicate with hiring managers regarding the status of openings, applicant flow, interviews, external postings and job offers.
Collaborate with HR Manager, Talent Acquisition Specialist and hiring manager to ensure the successful processing of new employees (pre-employment process, new hire paperwork, etc.)
Conduct onboarding meetings with new hires on a monthly or as-needed basis.
Prepare divisional bi-monthly job openings announcement for distribution.
Create new hire folders for all new employees, as well as updating/maintaining digital resources via SharePoint.
Serve as the departmental contact to Chief in Staff in order to maintain the HR portion of the divisional Sharesite.
Office Administration (20%)
Provide administrative support for the effective operation of the HR office; establish and follow office procedures; develop and implement process improvements.
Answer phones, take messages, greet visitors, calendar responsibilities and assist with inquiries.
Screen and triage incoming communications in an efficient and organized manner; directly handle routine communications and inquiries such as employment and wage verifications or Public Service
Loan forgiveness documents.
Help manage calendar for HR Manager by scheduling meetings, appointments and travel; use judgment to prioritize demands for time.
Assist with divisional or university-wide projects or events such as: Gallup Survey, myPerformance, new program rollouts, benefits changes/updates, etc.
Assist departments with JHED assistance (creating ad-hoc records, adding new users, correcting records in consultation with JHED HELP team, deleting records, etc).
Primary source for creating and maintaining organization charts for the division and individual departments, keeping them up to date and current as staffing or other changes occur.
Participate on divisional committees or groups such as USS Department Administrators group.
Maintain the organization of files for all employees.
Other projects or duties as assigned.
Minimum Qualifications (Mandatory):
High School Diploma required.
Associates or Bachelor’s Degree preferred. Will substitute experience for education as allowed by the JHU Equivalency formula.*
Three years directly related work experience required.
Additional years of experience in human resources preferred.
Prior human resources, payroll and SAP experience preferred.
* 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.
Special Knowledge, Skills & Abilities:
Working knowledge of federal, state and local laws and regulations in human resources; working knowledge of emerging trends and practices in human resources.
Exercise sound and competent administrative judgment and assume responsibility for decisions, consequences and their subsequent results.
Knowledge of recruiting procedures and employment practices preferred.
Ability to respond effectively to all levels of staff and personalities critical.
Ability to work collaboratively with others both within the Division and across the University.
Creativity and resourcefulness are a must as is the ability to maintain confidentiality.
Must be a proactive, self-starter and resolve matters in an independent and timely manner.
The successful applicant will possess the ability to problem solve and resolve conflict; research, analyze and interpret data; communicate well verbally and in writing; anticipate needs and follow through; show good judgment and strong initiative; possess a cooperative attitude.
Must possess excellent organizational skills with close attention to detail and an ability to manage multiple/competing priorities.
The candidate should have intermediate computer skills: IE, Outlook/ email, Word, Excel, PowerPoint and Vizio