Human Resources Coordinator
Company: University of California
Posted on: April 10, 2021
The Human Resources Coordinator 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:
Recruitment and 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
- 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
- Prepare divisional bi-monthly job openings announcement for
- 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 to maintain
the HR portion of the divisional Sharesite. Data Administration
- 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
- Organize termination data via monthly term reports and send to
the HR Director; prepare and send weekly term reports to USS
- 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
- 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.
- Manage 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 workflow 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
mange 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,
- 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
- 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. Office
- 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
- 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. Education: High School Diploma/GED
required. Associates or Bachelor's Degree preferred. Additional
education may substitute for experience as allowed by the JHU
Equivalency formula. Experience: Three years directly related work
experience required. Additional years of experience in human
resources preferred. Prior human resources, payroll and SAP
experience preferred. Additional Knowledge, Skills and 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
- Knowledge of recruiting procedures and employment practices
- Ability to respond effectively to all levels of staff and
- 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
- 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
- Must possess excellent organizational skills with close
attention to detail and an ability to manage multiple/competing
- The candidate should have intermediate computer skills: IE,
Outlook/ email, Word, Excel, PowerPoint and Vizio. 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 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: HR Coordinator --
Working Title:-- Human Resources Coordinator --
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Commensurate with Experience
Employee group: Full Time
Schedule: M-F, 8:30am - 5:00pm
Exempt Status:-- Non-Exempt --
Location: 01-MD:Homewood Campus
Department name: 10001451-Student Services Human Resources
Personnel area: University Student Services 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. Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until
Keywords: University of California, Baltimore , Human Resources Coordinator, Human Resources , Baltimore, Maryland
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