As a highly visible team member, we are seeking a Sr. Administrative Coordinator who will provide high-level administrative support to the administrator, chair, and staff in the Biology Department of Johns Hopkins University. This position requires the ability to multi-task, prioritize, and be proactive. The Senior Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. This position coordinates personnel and payroll transactions for a large natural science department in the Krieger School of Arts and Sciences. The position is also responsible for financial coordination of payroll only accounts (non-sponsored). This position reports directly to the Administrator of Biology. The position also maintains contact with the Homewood Student Employment Office and Office of International Services.

Specific Duties & Responsibilities

• The Sr. Administrative Coordinator ensures smooth management of day-to-day personnel and payroll related operations for the Department of Biology (24 Tenure Track Faculty, 9 Teaching Faculty, 22 Research Associates, 50 lab/support/office staff and more than 200 Postdocs, Graduate and Undergraduate Students).

Personnel - (50%)

• Coordinates the faculty / researchers / postdoc / visiting student appointment request process; proactively monitors appointment renewals, ensures researcher performance reviews are scheduled, ensures historical and current appointment data is maintained, develops reports, and follows up with the KSAS HR Team on all outstanding appointment requests.
• Requests ISRs based on new/revised appointments.
• Notifies employees of impending due dates of ending visa and work authorizations.
• In partnership with KSAS HR and OIS, coordinates all visa requests for department personnel. Liaise with HR/OIS on behalf of requester and ensures timely processing.
• Manages job posting requests from Faculty and Administrator. Assists Faculty with the recruiting process via SuccessFactors. Liaise with recruiters, HR and Faculty on all job postings.
• Maintains administrative fields for E210 time records by adjusting time schedules, assigning supervisor, and updating department codes; sends reminders of incomplete time records and ensures all-time records are accurate and approved in a timely manner.
• Assist administrator in meeting and onboarding new faculty and staff; orients new employee to department personnel practices and staff support, communicates departmental/JHU policies, directs new staff to the online website, and assists with E-210 system, parking arrangements, J-card access, initiate department mailbox creation, and set up new university e-mail account.
• Assists with use of Employee Self Service (ESS) for direct deposit, personal data changes and tax changes.
• In collaboration with HR, assists administrator in advising faculty and employees on: sick time, vacation time, holidays, leave of absence, family medical leave, payroll, tuition reimbursement, flexible fringe benefits, deductions, etc.
• Initiates and maintains SAP role mapping, security, and workflow for department and obtains KSAS/WSE HR and/or KSAS Business office approval.
• Completes initial part of new employee I-9(I9 super user), includes I-9 for international faculty, faculty and researchers, direct students, postdocs, visitors, and staff to appropriate office for I-9 completion.
• Reminds employees and supervisors to complete final time records are completed for employee terminations and ensures any payout of vacation and sick time, retrieves IDs, procurement cards, keys, and University property and answers questions relating to final paycheck, etc.
• Responsible for maintaining and revising Biology Department New Faculty and Staff Handbook.
• Ensures safety training and all required training is completed for all new faculty/staff/students and records training in database.
• Maintains departmental data base relating to changes made via ISR, i.e., adding new records, adding data relating to promotions, marking terminations, updating funding, etc.

Payroll Liaison- (30%)

• Requests personnel actions (ISRs), including hiring, salary changes, and personal data changes, leave of absences with and without pay, supplements, and terminations for processing by Divisional HR.
• Requests Eform processing for all salary distribution changes.
• Ensures ISRs are completed, and SAP is updated. Updates electronic payroll files with all requests and changes.
• Maintains payroll spreadsheets to track all graduate student payroll and requests ISR or eform processing from Divisional HR as needed for changes in funding due to Training grant appointments, TA assignments, Fellowship awards, and faculty funding changes.
• Monitors yearly bonus/supplements schedule and request Processing from divisional HR for annual/biannual payments for Graduate student awards.
• Utilizes PA20 to review, monitor and troubleshoot all payroll for members of the department. Consults with Sr. GCAs, Financial Manager and Administrator for changes and/or approval.
• Monitors weekly Bargaining Unit payroll entered into KRONOS by KSAS HR Ensures timesheets are submitted and correct IOs are used for accurate salary distribution. Works with Finance team for necessary changes. Communicates needs for Kronos Historical edits with divisional HR.
• Departmental TimesheetX approver. Assists with hourly payroll set up, timesheet X training and approval monitoring.
• Monitors departmental default account. Communicates with Finance Team for corrections and communicates needed changes with Divisional HR.
• Researches and resolves department payroll problems using the Off Cycle Workbench utility and is responsible for processing Off-Cycle Check Requests for departmental approval.
• Liaise with KSAS business office representative to assist in the collection of overpayments.
• Monitors temp/inactive report. Communicates with SGCAs for needed changes in TI status.
• Monitor visa status report in Analysis for work authorization end dates and coordinates visa renewals with OIS and KSAS/WSE HR.
• Maintain schedule/calendar for Tenure Track Faculty progress. Work with Administrator and department Chair to meet Academic Council deadline for Tenure packages.

Financial Administration - (20%)

• Provides thorough analysis of financial/budgetary data in order to determine/recommend actions.
• Trend and forecast funding sources to determine availability of funds for support of expenditures and make recommendations for alternative sources of support when funds are not available. Discuss any shortfalls with the Administrator; makes recommendation for resolution.
• Independently performs detailed analysis to ensure compliance with relevant University policies and procedures.
• Keeps abreast of JHU policies.
• Develops and prepares financial reports for forecasting and results analysis using various software applications such as spreadsheets; relational databases; and university systems such as SAP, Analysis and Coeus.
• Complete monthly verification and reconciliation of expenses for non-sponsored accounts using paperless system. This includes, but is not limited to running monthly reports, matching receipts/invoices to statement, note any outstanding items, updating shadow systems, and follow-up to ensure outstanding items are resolved.
• Upon Award, shares responsibility for expense planning and complete budget line-item distribution and file set up.
• Create and maintain electronic and paper files.
• Ensure all expenses are allowable and allocable.
• Maintains supporting documentation for all transactions.
• Prepare cost transfers to allocate expenses to appropriate accounts.
• Uses various software applications such as spreadsheets, relational databases, and university systems such as SAP, to assemble, manipulate and format data and/or produce reports. Includes developing and creating spreadsheets and data entry.
• Provide backup support for department BA and Sr. GCAs within the department.as needed during times of excessive workload and/or absence.
• Carry out other related duties as assigned.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Sr Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 - 5:00
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Biology
Personnel area: School of Arts & Sciences

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

Note: Job Postings are updated daily and remain online until filled.