General Description Reporting to the Assistant Director for Facilities Administration, as part of a support team committed to excellence in customer service, ensure efficient human resource functioning and for various departments within the Office of Facilities Management and reliable and accurate payroll and timekeeping operations for 80 bargaining unit employees and 35 staff. Assist the Assistant Director to ensure compliance with university policy and procedures and exercises independent judgment in the resolution of human resource and payroll issues. Responsible for a wide range of human resources and payroll support and consulting services to the department managers, supervisors, staff and administration covering the following areas: recruitment and employment; diversity awareness needs assessment; salary and wages administration and analysis; management systems operations, reporting and training, employee relations (including grievance resolution, disciplinary action, layoffs, termination); training and education for onboarding, compliance and safety, information management; benefits interpretation, personnel records management, policy interpretation (FMLA, Short/Long-term Disability, Workers Comp), as well as information dissemination.
Note: This position does not provide visa sponsorship.
Essential Job Functions / Duties and Responsibilities:
Employee Relations Provide accurate, timely, routine customer focused HR support to Facilities Management business areas. Assist with special projects. Handle all inquiries with a customer friendly attitude. Work with the Assistant Director to develop programs, policies and procedures to improve HR services, including payroll and timekeeping operations for the department/Office.
Administer policies and procedures consistently according to University policies for staff and procedure and as legally required by the Public Service Employees Local Union 572 Laborers International of North America Union Contract Agreement.
Provides guidance to the administrative leadership with the appeal process for Bargaining Unit employees and facilitating the department’s response and communication. Gathers sensitive information for grievances, disciplinary actions and other personnel matters, discusses and clarifies details with Managers and supervisors, advise other units and reports information to HR.
Complete unemployment claims online in the Equifax system including providing detailed information and documentation. Participates in Unemployment Compensation Hearings as needed. Provide additional documentation as needed to the unemployment claim/hearing.
Employment Work with managers to obtain posting documentation for new job requisitions. Coordinate start date check list of resources for new employees – space, computer, and any available policies and procedures. Process new positions and employee information into SAP system and Success Factors. Coordinate temporary labor staffing as needed, including processing requisitions in third party vendor (Randstad) recruiting and timekeeping system (Field Glass). Develop, maintain and manage electronic personnel files for all new hires, current and terminated Bargaining Unit employees and staff.
Leave / Benefits Assist and advise managers and employees on policies and procedures for: sick time, vacation time, holidays, leave of absence with/without pay, family medical leave, Short-term disability, Workers Compensation, payroll administration, tuition reimbursement, flexible spending benefits, overpayments/deductions and repayment requirements.
Collaborate with divisional and central HR with processing of Family and Medical Leave (FML), Work with staff and bargaining unit to verify eligibility, obtain general information about FML related issues to prepare FMLA packets for employees. Compile documentation in specified timeframe and provide to staff and Health Sciences Leave department. Track and update FML determinations and changes. Ensure that all FML related time is tracked in the E210 time and attendance system and the hours in the Kronos weekly payroll system. Track FML hours usage for rolling 12 month period as necessary to ensure hours do not exceed 480 and to verify total hours worked eligibility of 1,250. Draft FML compliance and exhaustion letters and other communications as required. Work with Health Sciences Leave and Records Leave Administrator and Assistant Director on FML policies issues.
Payroll Act as primary point of contact for employees (staff and bargaining unit) for payroll operations. Advise on payroll policies and procedures. Assure that payroll is processed timely and accurately each week for Bargaining Unit employees in Kronos. Coordinate with HR and Business Office SAP data updates for annual wage increases for union employees and for annual staff salary increases.
Evaluate calculations and process complex retroactive payroll historical edits in Kronos for overpayments resulting from retroactive approvals of Short-term disability and Workers Comp benefits. Verify accuracy, monitor and retrieve overpayments including set-up of repayment arrangements between the employees and Payroll Shared Services according to established procedures and tax reporting requirements.
Process promotions, transfers, reclassifications, salary increases, and overtime and step increases, additional wage premiums and update employment status as required. Process and manage tracking for SAP Internal Service Requests (ISR). Assist Supervisors with correct coding of KRONOS and e210 on a regular basis to ensure the accuracy of payroll and the University’s time keeping system. Review documentation to determine if an absence is documented accurately according to policy and continually update and notify Managers and Supervisors.
HRIS, Payroll and Financial Systems Use management information systems required by external vendors such as Randstad Fieldglass to complete requisition for temporary labor, update (extend/end) employment dates and run reporting to track, reconcile and report on costs. Answer questions, enter and submit sensitive information and documents online in the Equifax system to complete time sensitive unemployment claims.
Facilitate the department Recruitment and Performance Process using Success Factors including, completing job posting information, coordinate and communicate timelines for the completion of midyear and annual performance evaluations for staff. Resolve issues with electronic performance forms such as moving processes backwards for revisions or forward to finalize/remove forms from the workflow process or re-route electronic forms.
Use the Kronos system to manage the weekly payroll operations ensuring the accurate coding of various working and nonworking hours for routine and complex payroll calculations for vacation and sick leave, Holiday and floating holiday pay, Worker Comp, Short Term disability, partial leave pay, to document LWP for lateness and when no paid time is available, pay additional premiums and other special pay situations as required by HR and/or law, and to verify FMLA total hours worked eligibility of 1,250 hours when rolling back 12 months.
Forecast calculations and process complex, retroactive Kronos historical payroll edits through the my-JHHS-Finance-Support system based on the requirements and limitation of payroll coding after Kronos transactions load into SAP to calculate payroll. Run various types of reports in Kronos to audit payroll hours, time clock activities, verify and resolve compliance requirements. Format and cross reference Kronos data with data in e210 and SAP for ad hoc reporting for department, division and Central HR needs.
Primary point of contact for bargaining unit managers and supervisors for time and attendance. Maintain and update E210 time tracking system. Mange department e210 operations including auditing, updating and correcting employee records for weekly union employees ensuring that coding corresponds with Kronos Payroll records. Set-up work schedules and supervisor information for new e210 records. Run various report to verify monthly completion and submission requirements and to evaluate how different kinds of time is used/available based on coding. Cross reference data with payroll data and HR documents (FMLA, STD, Workers Comp).
Use SAP ECC systems to process ISR types for recruitment, to change and create new positions, revise position attributes, update seniority and pay levels, process overtime and update pay status for approved leave and to verify data loaded from Kronos. Run reports in SAP Analysis and format and interface data with other management systems to verify payroll transactions, process increases for union employees, to create salary planning scenarios and to provide budget projections for salaries, wages and benefits.
Training and Communications Assist with HR and Payroll Management/Compliance/Training. Develop, prepare and present materials at department staff meeting to communicate new and revised policies, procedures, and University initiatives, and/or to train managers and supervisor using payroll and HR management systems.
Coordinate the training of new hires and continued training of existing employees such as staff and supervisors in processing weekly payroll, overtime, new hires, terminations procedures, reclassifications documentation, vacation/sick leave and issues related to the Family Medical Leave Act (FMLA) Workers Comp, Short Term Disability etc. Also responsible for providing training on all corresponding information management systems, including provided updated training as needed.
Coordinating and verifying required and safety related training. Coordinate scheduling for onsite and virtual training, provide one-on-one assistance for using a PC for myLearning training for union employees and track attendance. Work with the Facilities Services Manager and HR to expand the use myLearning for the Safety Training Program to expand online course offerings. Implement the use of Active Tracker software for electronically tracking and managing attendance.
Develop and continually update on/off boarding procedures for staff including coordinating employee recognition program for retirements, length of services, notable achievements and/or distinguished performance.
Qualifications Bachelor's degree in Human Resources, Business Administration, or other related field. Three years of related experience in human resources administration and payroll operations, preferably in an academic or medical institution setting. Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, and personnel and payroll information and reporting systems. Knowledge of human resource laws, employment laws, payroll tax and deductions issues and compensation. Knowledge of business and management principles involved in tactical planning, resource allocation and coordination of people and resources. Knowledge of accounting and budgeting theory and practices required, including experience with payroll, time and attendance and financial information and reporting systems and ability to apply administrative HR and payroll policies, procedures and practice.
Ability to make independent judgments, problem solve, and decision making skills on a daily basis. Ability to work independently and effectively with all levels of employees internally in the department and externally with Central HR leadership. Ability to work in complex, fast paced environment with multiple tasks, short deadlines, and pressure. Ability to prioritize own work and staff's work as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines. Very strong organizational skills, analytical and problem solving abilities and attention to detail. Ability to maintain a high level of confidentiality and discretion. Experience providing excellent customer service. Strong interpersonal, presentation, and communication skills, both oral and written. Ability to effectively interact with all levels of University employees, as well as, outside contractors.
Working knowledge of federal, state and local laws and regulations in human resources; working knowledge of emerging trends and practices in human resources. Ability to work collaboratively with others both within and outside human resources. Organized and results oriented.
**JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.**
SAP experience of ISR documents processing and Analysis reporting.
KRONOS payroll operations experience.
Bargaining Unit experience providing or coordinating HR and payroll services.
Classified Title: Sr. HR Coordinator Working Title: Sr. HR / Payroll Coordinator Role/Level/Range: ATP/03/PB Starting Salary Range: $43,530 - $59,795; Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30 - 5:00 pm Exempt Status: Exempt Location: 05-MD:School of Public Health Department name: 10001050-Facilities Management Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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