Sr. HR Coordinator

The School of Education is seeking aSenior Human Resources Coordinator for the Office of Human Resources, HR leader and provides a wide-range of HR support with primary focus on recruitment and staffing, administration and employee relations. The incumbent must maintain an awareness of issues impacting the School and its employees and an awareness of University and School policy to serve as a pro-active knowledgeable resource for managers and staff and faculty.

Responsibilities include hands on management of the School's recruitment process; departmental administration; serving as an employee relations contact including providing advice and counsel to staff, faculty and managers on a variety of questions in the HR arena; serving as a daily contact for employees regarding concerns, complaints, career development and other employment issues; compiling data and providing in-put for new hire salary determinations in conjunction with the HR Manager (HRM) and internal equity studies; and working in partnership with the HRM to plan, implement and manage school-wide staff and faculty events.

Specific Duties & Responsibilities:

• Provides moderate to intermediate employee relations advice to staff with regard to performance management, appeals resolution and coaching; consults with and refers more serious issues to the HRM.
• May be involved in resolving issues related to payroll.
• Understands HR policy, and advises management on best approach to move activities forward.
• Interprets HR policy and procedures, and works with managers to establish departmental/divisional practice within JHU guidelines.
• Consults with staff, faculty and managers on Family Medical Leave requests. Prepares FML letters with provisional approvals, tracks leave status and follows up at appropriate intervals. Keeps Payroll timely informed of all FML approvals and return to work dates. Ensures that FML requests are coordinated with JHU 's Office of Occupational Health Services (OHS). Consults with OHS on return to work and special circumstances, as appropriate.
• Tracks key dates such as anniversary and introductory periods. Timely notifies supervisors of dates, issues appropriate documentation to be used for review by the manager. Consults with managers regarding questions about the annual review or introductory period evaluation for a given employee.
• Provides training and orientation information for new employees, to include information on the School; ensure each new employee receives a copy of their job description and other materials and resources.
• Designs and develops content for Inside Education (SOE intranet), with particular focus on the human resources portion of the web site to include information that is relevant to and meets the needs of SOE faculty and staff. This includes information on diversity, programs and events, school changes and updates, relevant human resources and JHU information, and changes and updates to the Personnel Policy, benefits, and resources. Up-dates materials to retain accuracy, identifying new information to include, changes in layout and links, etc.
• Serves as a knowledgeable resource to faculty and staff on human resources programs, policies and procedures.

Employment & Recruitment

• Assist with the full-cycle staff recruitment process with the goal of attracting a highly qualified diverse pool of candidates for all vacancies and to ensure timely and efficient level of service to hiring managers and applicants.
• Ensures effective on-boarding and welcome for newly hired faculty and staff, including notifications to internal departments to prepare for the new hire.
• Works with managers and supervisors to review job descriptions/position documentations for newly created positions, restructured replacements and/or reclassification for support staff positions.
• Consults with HR Manager and School Financial Operations to determine budgetary authorization, funding source and any grants related limitations on positions.
• Works with the Talent Acquisition team to ensure accurate timely posting of all staff positions, including preparing the position requisition and reviewing job posting language.
• Prepares position requisitions and works within SAP to create and maintain positions.
• Vigilantly follows status of each position, regularly consulting with hiring manager on search status, review of candidates, and helps to keep the search process moving forward in a timely fashion.
• May assist hiring managers with interviewing top candidates for support staff positions, as requested. Schedules interviews for search committees, as requested. Coaches managers on effective interviewing and selection techniques.
• Provides input on salary recommendations (based on candidate's experience, discussions with hiring supervisor and internal equity) to HRM.
• Prepares, signs and sends out new hire information for staff positions.
• Serves as a key conduit for faculty advertisement for the School. In conjunction with HRM recommends appropriate outlets for placement of the ad; drafts ad copy and submits for publication; consults with advertisement agency regarding ad cost, size, and billing arrangements.
• Tracks and acknowledges all faculty applications. Makes applicant information available to search committees and works with IT to grant and resolve access.
• Collaborates with the faculty search chair or his/her designee to ensure completion of the search information in the database at the conclusion of the search, which will also again trigger notification to applicants.
• Develops and maintains well-organized search files for each faculty search.
• Works with departmental managers and administrators and external temporary employment vendors to fill temporary employment needs; including identifying experience requirements and scope of responsibilities and communicating same to external vendors and coordinating the temporary employment logistics.

Salary & Contract Administration

• Maintains a large database of salary, position and contract history for all full-time and part-time faculty and Dean's appointments. Ensures that information is timely up-dated throughout the year, as individual 's are hired, separated or terms of contract change.
• Prepares faculty salary/contract/appointment letters for Dean's approval and signature, as requested.
• Initiates and processes salary administration and compensation actions for staff. Signs off on salary increase documentation in HRM 's absence.
• Creates and distributes merit increase letters to supervisors, staff and payroll.
• Reviews submitted JDs for content and clarity; makes recommendations for changes and forwards to HR Manager for signature; tracks status of submitted JD; assists HRM in developing appropriate salary recommendations, through compilation of comparative data and history information.
• Prepares reports for salary equity analysis, at the request of the HR Manager and collaborates with Manager on analysis and developing recommendations to address any internal equity issues.

Administration, Programming & Special Events Coordination

• Responsible for the administrative operations of the Human Resources Office: establishes office procedures and develops and implements new and effective ways of streamlining the process.
• May maintain and update organizational charts for the school and the individual units.
• Responsible for developing and maintaining confidential electronic and paper record keeping systems for staff and faculty records.
• Assists HRM in developing and implementing annual retreat, new employee orientations, workshops and training programs. Includes researching and securing space and catering services, day of event logistics, programming support, etc.
• Orders event or other supplies and materials as requested.
• Processes invoices for payment through SAP, including reviewing and determining invoice accuracy. Researches and works with external vendors and Finance, as needed, to resolve any discrepancies.
• Represents HR office on committees, task forces and at meetings, and acts on the behalf of the HRM in her absence.

Level of Independent Decision Making:

• Works with a high degree of independence to carry out day-to-day responsibilities.
• Consults with HR Manager on intermediate to more complex matters.

Internal & External Contacts:

• Works closely with staff and faculty
• SOE Leadership - including Deans, Directors, Department Chairs, etc
• Works closely with applicants and candidates for faculty and staff positions
• Interacts with external vendors - such as staffing and temporary employment providers; classified advertising and/or venders for events planning

Minimum Qualifications (Mandatory):

• Bachelor's Degree in Human Resources, Business Administration, or other related field.
• Three years related experience.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Three to five years of progressively responsible Human Resources experience, with a focus on recruitment, employee relations and some compensation.

Special Knowledge, Skills & Abilities:

• Solid employee relations skills, with the ability to address moderate to intermediate range issues.
• Knowledge of staffing and recruitment. Expertise to coach and counsel managers on effective interviewing and selection for staff positions.
• Knowledge of human resources policies, procedures and programs to communicate to students, faculty, staff and prospective staff (or ability to quickly learn).
• Knowledge of state and federal laws which impact human resources administration.
• Knowledge of human resources administration, JHU payroll policies and procedures (or ability to quickly learn), office administration, and records management.
• Ability to develop and conduct basic information sharing and educational sessions and meetings.
• Ability to work within SAP to generate reports or if needed to develop, and maintain databases to organize and store human resources and related administrative information regarding School employees, demographics and other statistics.
• Demonstrated proficiency in windows-based software applications: Word, Access, Excel, PowerPoint, and Netscape Calendar. Ability to use the Internet to conduct research and accomplish business needs.
• Strong written communication skills including the ability to develop, write and edit web site content; ability to create internal electronic communication pieces such as basic newsletters and the ability to write, ed it, and proof original correspondence and documents.
• Strong verbal communication skills.
• Ability to exercise independent judgment, interact effectively with diverse clientele and demonstrate excellent customer service.
• Ability to maintain a high level of confidentiality and discretion.
• Ability to represent human resources on school-wide and university-wide committees.
• Highly organized and detail oriented with the ability to manage multiple projects, prioritize workload, and work independently.

Special Notes:

• Works with staff and faculty across multiple campuses and with varied schedules. As a result, the position could require travel to campuses and may require occasional evening or weekend work.

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.

Classified Title: Sr. HR Coordinator
Role/Level/Range: ATP/03/PB
Starting Salary Range: $43,970 - $60,390 annually (commensurate with experience)
Employee group: Full Time
Schedule: 37.5/ Monday - Friday
Exempt Status: Exempt
Location: Hybrid
Department name: School of Education
Personnel area: School of Education

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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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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