General Summary/Purpose

This position will function as Administrative and Payroll Coordinator for the Center for Communication Programs.  As Administrative and Payroll Coordinator this position will provide administrative assistance for international contracting and file management.  The position will also serve as the primary contact for all Student, Casual and Limited work-related activity. 

Specific Duties & Responsibilities

Foreign Office Administration

• Draft foreign Office staff contracts from approved templates in conjunction with the Payroll Coordinator; to include updating and proofreading of draft templates.
• Creation and management of new data tracking systems, as needed.
• Responsible for the review, recommendations for improvement/enhancement and modification of Excel record keeping systems to include updating and data entry.
• Confidential personnel file management–maintaining personnel records to include but not limited to scanning, set up, filing, monitoring, archiving and auditing files as needed; for local and foreign staff.
• Ensuring proper documentation received from the foreign office staff to complete personnel files including follow up with field offices for missing or incomplete documentation.
• Ensure proper handling of employment related documents.
• Research and respond to inquiries as appropriate.
• Assist HR Manager with administrative tasks as assigned; may include but not limited to proofreading, web searches, setting up and data entry of Excel tracking sheets, filing, etc.

Payroll Administration

• Student, Casual and Limited requisitions/job postings, payroll positions, when necessary; delimit unnecessary positions, enter timesheet data and other supplemental forms of payment.
• Ensuring Student, Casual and Limited receive DataWatch, ID badges, and basic onboarding information, as needed. 
• Ensuring Student, Casual and Limited are not working before they have completed their I-9 (in Coordination with the Sr. HR Coordinator) and necessary hire paperwork. 
• Hire Casual and Limited staff and Students; both graduate and undergraduate.
• Responsible for SAP ISR entry for student terminations when assignments completed.
• Verify all student employees are registered and eligible to be paid as students. 
• Handle Federal Work Study (FWS) student positions, submissions to FWS and terminations once project is complete. 
• Ensure proper handling of employment related documents
• Process CAT time entry for Student, Casual and Limited positions
• Submit Student needs forms, as needed
• Research and respond to inquiries as appropriate

Other Administrative Support

• Provide back up support for the CCP Sr. HR Coordinator and Payroll Coordinator positions, and HBS HR Coordinator.
• Responsible for creating back up support reference documentation/aid for SHRC and Payroll Coordinator positions; to include but not limited to expatriate allowance and wire transfer pay processing; invoice review and payment submissions, full-time and part-time requisitions processing, ISR processing to be reviewed with SHRC and Payroll Coordinator quarterly for any necessary updates.
• All other duties as assigned.

Minimum Qualifications

High School Diploma/GED.

Three (3) years of related administrative or payroll experience required. 

Additional education may substitute for required experience, to the extent permitted by the 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.  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

Prior human resources related experience is preferred.

Prior experience with SAP preferred

Expertise with MS Office, Excel, and Outlook preferred. 

Strong grammar and proofreading skills preferred.

Special Knowledge, Skills, and Abilities

Experience with MS Office, Excel, and Outlook

Requires exceptional communication skills and the ability to multi-task in a fast-paced environment.

Strong interpersonal and organizational skills, self-motivated, excellent written communications, solid grammar and proofreading skills.  Must be able to work independently, set priorities, maintain deadlines and possess mature judgment to effectively relate to faculty, staff and students at all levels.

Classified Title: Administrative Coordinator 
Working Title: HR Administrative & Payroll Coordinator  ​​​​​
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $17.42 - $23.95/Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30a - 5:00p / 40 hours per week 
Exempt Status: Non-Exempt  
Location: 31-MD:JH at 111 Market Place 
Department name: 10001159-Ctr for Communication Programs CCP 
Personnel area: School of Public Health

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.

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