This position is responsible for the entire lifecycle of payroll actions and processes for School of Education's (SOE) casual staff, full-time students and adjunct faculty. Payroll in the School of Education is centrally processed. Duties include hiring, up-dating personal information, processing payroll, record keeping, reporting and management of overpayments.
This is a high volume position and requires strict, absolute adherence to deadlines. The position also serves as back-up to the payroll specialist and is expected to be familiar with payroll requirements/processes for full-time staff and faculty, processing e-forms, and conducting payroll reconciliation and resolving overpayments and discrepancies.
Specific Duties & Responsibilities:
Primarily responsible for payroll for adjunct faculty, casual hourly employees and hourly student workers. Must be cross-trained and able to handle, as needed, all aspects of managing payroll for full-time staff and faculty, understanding paid and unpaid leaves of absence, payroll reconciliation, etc.
Timely and accurately maintains data in payroll information related systems, including SAP, for terminations, personal information, supplemental payments and adjunct faculty payments
Reviews new hire paperwork and prepares new hire Internal Service Requests (ISR) for all SOE adjunct faculty
Meets with adjunct faculty to complete new hire paperwork, as needed
Reviews adjunct faculty contracts and check requests, prior to payment, against SIS to ensure that information is accurate and is appropriate to proceed with payment
Determines distribution cycle for adjunct faculty pay and pay frequency
Must be well versed in I-9 EVerify requirements and procedures
Completes the EVerify for new hires or to up-date current hires, as needed
Provides training and serves as a resource for academic and administrative staff who are also certified as I-9 EVerify users
Responsible for processing payroll with a high degree of accuracy to minimize overpayments. When overpayments occur, the payroll coordinator conducts research; consults with HR, Finance, and academic and administrative departments and divisions; calculates amount of overpayment; follows-up with faculty and casual staff; and tracks status of any overpayment issues. Ensures that overpayments, for which we do not receive restitution, are referred to Shared Services to institute formal collection efforts following appropriate notification and collection efforts by the School.
Runs SIS reports, reviews and analyzes faculty contracts against SIS to ensure that we are working with the most current version of the contract and/or there have been no changes to course status or payment amounts since the contract was generated. Also, ensures that course enrollments warrant full contract payment. If not, follows-up with Finance and the academic units to determine correct payment.
Responsible for reporting, running reports in Analysis on a weekly, monthly or as needed basis, to include, not no limited to hire reports, ISR report, position status, etc.
Provides a high level of immediate customer service to staff and faculty who telephone, email or stop by the office needing forms and/or with payroll related questions- including conducting necessary research and taking action to resolve issues
Travels to Shared Services and JHU Payroll Offices to deliver documents and pick up paychecks
Distributes personally or mails hard copy checks, as needed
Creates and maintains electronic and paper records keeping systems for faculty associates
Manages hiring, payroll, up-dates to personal information and terminations in SAP for all full-time SoE students who are employed anywhere in the University
Consults with managers to ensure understand terms of employment
Meets with new student employees to complete new hire paperwork
Prepares ISRs and hires new student employees through SAP and prepares separation ISRS for student workers, as appropriate
Gathers hours worked and budget information from the employing departments/schools
Provides reminder notices and follows-up with departments to ensure needed information is timely provided
Reviews reported hours worked and enters hours worked for payment
Consults with University Student Employment when clarification is needed regarding student employment policies and procedures
Researches and responds to SOE student payroll inquiries
Creates and maintains paper and electronic record keeping systems and files all relevant student payroll information
Provides assistance as requested to Associate Dean, Finance and Administration on any special projects that require compiling payroll data
Researches and provides information to HR Manager to facilitate response to unemployment claims
Serves as back-up to the Payroll Specialist – important to be cross-trained on reconciliation, full-time payroll and the E210 system
Level of Independent Decision Making:
Works with a high degree of independence to carry out day to day responsibilities. Must be self-starter with initiative who can manage demanding workload to meet deadlines.
Internal and External Contacts:
SOE Staff and Faculty (including faculty associates)
Staff and Faculty from other JHU schools
Shared Services staff
Minimum Qualifications (mandatory):
High School Diploma or GED required
Three or more years related experience required
Some college courses preferred
Some accounting experience is preferred
Special Knowledge, Skills, and Abilities:
Knowledge of general accounting procedures
Knowledge of SAP and SIS or ability to quickly learn
Knowledge of MSOffice Suite, including creating spreadsheets with embedded formulas
High degree of comfort working with large databases
Strong data entry skills – must be highly accurate
Solid analytical skills
Must be detail oriented and have strong organizational skills
Strong oral and written communication skills, with the ability to clearly and concisely payroll issues to staff or faculty and ability to write emails and letters that employ good business form and grammar
Ability to work on deadline
Ability to manage competing priorities and to respond quickly and positively to changing priorities
Strong interpersonal skills, including the ability to work with a diverse population
Strong customer service skills, including the ability to work through challenging payroll issues
Ability to maintain confidentiality
Classified Title: Payroll Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 per hour Employee group: Full Time Schedule: Monday through Friday Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60000009-Payroll 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 at email@example.com. 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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