Sr. Administrative Coordinator

The Henry A Miller III, Department of Physics & Astronomy at the Krieger School of Arts and Sciences, seeks a Sr. Administrative Coordinator who provides high-level administrative support to the Department Administrator in coordinating, facilitating, and managing processes related to personnel and payroll. This position requires the ability to initiate, multi-task, prioritize, and utilize discretion when dealing with sensitive and confidential information. The Sr. Administrative Coordinator will have signatory authority for the Chairman for formal appointment requests to the KSAS Dean and for visa documentation required by the division or the central Office of Immigration Services (OIS). Additionally, this role has signature authority for the Departmental Administrator for all personnel and payroll documentation and visa documentation required by the division or central OIS. This position works Independently, reporting directly to the Department Administrator.

The incumbent will serve as the initial point of departmental contact for faculty, researchers, staff, and students regarding Federal, State, University, Divisional, and Departmental personnel/payroll policies, procedures, practices, and compliance. They will need to build positive working relationships with Internal and external stakeholders/contacts. The Sr. Administrative Coordinator will need strong organizational skills and possess the ability to thrive in a fast-paced, high-volume environment with competing priorities, timelines, and deadlines.

Under the general guidance of the Administrator, this position will provide a wide range of personnel and payroll support to the department in matters relating to recruitment and employment (staff, undergrad/visiting students, and faculty appointees), visa processing, compensation administration and analysis, appointment processes, mid-year/annual staff performance review process, research staff annual performance review process, training and education events including mandatory course completion, personnel records management, E210 activity completion oversight and approval, JHED/JCard activity, personnel/payroll policy interpretation and information dissemination.

Specific Duties & Responsibilities

• The Sr. Administrative Coordinator ensures smooth management of the day-to-day personnel and payroll related operations for the department.

Managing Hiring & Onboarding (45%)

• Coordinates the staff/faculty/researchers/postdoc/JHU undergraduate hiring and onboarding.
  
• Appointment Activity
• Proactively monitors appointment hires and 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.
• Creates letters of request from the Chairman/CAS Director to the KSAS respective Dean.
• Acts as signature authority for the Chairman/CAS Director and submits request.
• Manages visiting student appointment/hires/renewals request process.
• Collaborates closely with JHU Visiting Student Office and Seam representatives.
• Creates a letter of Invitation to students.
• Secures required student documentation for registration, international offices, and research groups.
• May act as signature authority for the Chairman/CAS Director and or advising faculty and submits request.
• Understands JHU policies and procedures for those working with minors.
• High school Internships require additional approval from parents and background checks completed by Divisional HR. Extensive outreach by faculty and students may also require background checks as well as respective high school or parental documentation.
• Initiate international employee/appointee documentation.
• Coordinate hire/onboarding activity.
• Collaborates closely with KSAS HR/OIS international for initial visa requirements and documentation including IHopkins monitoring.
• Notifies existing international employees of impending due dates of ending visa and work authorizations.
• Liaise with HR/OIS on behalf of requester and ensure timely processing.
• In partnership with KSAS HR and OIS, coordinates all visa requests that are outsourced to Fragomen LLC.
  
• Manages job posting requests from Faculty and supervisors.

Staff Hires

• Assists faculty and supervisors with the recruiting process via SuccessFactors. Liaise with HR, and faculty on all job postings.
• Collaborates with KSAS HR Generalist/Manager ensure starting salary is competitive and equitable.
• Working with supervisor, monitors employee introductory period evaluations and finalizes documentation for KSAS HR using Success Factors