HR Generalist

The Johns Hopkins University Department of Otolaryngology is seeking a HR Generalist who will administer the human resources activities for the departments of Otolaryngology Head and Neck Surgery, and the Oral Maxillofacial Surgery and Dentistry.

This position reports to the department Administrator to ensure smooth and efficient functioning for the departments as a unit. The position encompasses the HR Management of faculty/staff/student human resource functions and payroll, including the medical staff and academic JHU appointments.

Specific Duties & Responsibilities

Human Resources

• Responsible for a wide range of human resources support and consulting services to the Oto and Dentistry faculty, staff, students supervisors and administration covering the following, recruitment and employment, risk management, diversity awareness needs assessment, identification of professional development opportunities for staff, compensation administration and analysis, benefits administration, employee relations (including grievance resolution, disciplinary action, reductions in force, termination), training and education, information management, benefits interpretation, education, and application; personnel records management, HR policy interpretation as well as information dissemination.
• Is the first and primary point of contact for faculty, management, and staff concerning human resources policies, procedures, and practices for JHU. Handles the majority of such issues and concerns by providing information, advice or guidance.

Employment

• Responsible for coordinating the employment process by working with faculty, staff, administration and appropriate University offices to ensure efficient and smooth process in accordance with all applicable university policies and procedures.
• Provide guidance and make recommendations to the division and hiring manager on appropriate starting salaries and promotional salaries for faculty and staff to ensure maintaining balance of equity.
• Advise division administration on matters concerning penetration of salary ranges and equity of employee groups. Apprise HR Manager, Oto and seek advice when necessary.
• Make internal job comparisons for equity purposes.
• Serve as the liaison to Central HR's employment recruiters and compensation analysts as it related to personnel requisitions for the division.
• Coordinate visa process for international faculty, staff and postdoc fellows.
• Develop job description for new positions.
• Interview applicants and conduct reference checks, as needed.
  
• Monitor time and attendance forms for staff via e210 system.
• Serve on various committees and task forces. Actively participates in discussion, brings in both personal and organizational unit-specific perspectives on issues. Recommends new policies and modifications to current human resources policies, procedures and programs.
  

HR Management

• Responsible for answering and counseling faculty and staff on interpretation of HR policy and procedures related to recruiting, employment positions, FMLA, STD, timekeeping (e210), SAP, and Analysis reporting.
• Responsible for coordinating initial divisional efforts related to staff that require Family Medical Leave (FMLA). Will work with divisional administration, supervisors, and SOM HR representatives on submission of paperwork related to this area.
• Participate with Administrators and divisional leadership in developing divisional policies and procedures that comply with those of JHU and OTO.
• Ensures that human resources activities and services are carried consistent with and supportive of established university-wide and divisional human resources vision, mission, and plans.
• Assist University HR and HR Manager in collecting and evaluating information and making recommendations in support of current efforts to comply with new JHU policies and/or federal laws and regulations.

Employee Relations

• Manage workplace complaints by investigating and gathering information.
• Advise management on terminations and disciplinary decisions with guidance from Central HR.
• Gather sensitive information for the Administrator, OTO for appeals, disciplinary actions and other personnel matters.
• Assist with compiling vital information and composing disciplinary letters to include consultation with Central HR as needed.
• Responsible for exit interviews for those employees terminating or transferring; signing of original time record, retrieval of badges, answering questions relating to final paycheck, etc.

Payroll/Compensation

• Responsible for reviewing divisionally generated faculty human resource/payroll documentation (including offer letters, promotional letters, termination letters, salary reduction letters, Part B salary discussions and payroll forms) for compliance as related to Division's approved fiscal year budget.
• Prepare and process payroll transactions for staff members needed to implement payroll/personnel transactions for the Division.
• Responsible for the weekly and semi-monthly payroll timeliness and accuracy for all personnel.
• Responsible for coordinating the merit review process. Use SOM guidelines to determine merit increases; communicate changes to staff. Also responsible for the distribution of 120-day introductory period reviews from HR to supervisor.
• Maintain existing records and create new records of personnel for departmental senior and support staff of the University. Includes the issuance of payroll forms in both paper and electronic systems; special, reductions, and overtime forms using electronic systems; Personnel information changes forms for faculty, fellows, senior staff, and support staff using electronic systems.
• Initiate payroll forms for new hires, annual increases, transfers, terminations for faculty and staff.
• Resolve payroll issues for employees. Review pays for correct amounts for new employees, terminated employees, promotions, change of hours, position reclassification and transfers.

Credentialing duties

• Serves as Credentialing Coordinator in all matters of JHH/JHU/ JHMI processing requirements for new and reappointed primary and secondary faculty, clinical associates, Residents, Post doc fellows, and others as assigned.
• Liaison between faculty, HR, Administrator, OFI and MSO offices to ensure processing of credentialing verification and issuance of clinical privileges by the date requested by the Department.
• Creates credentials-related reports for Chairman, Administrator, HR Manager, division managers, division chiefs, search committees, etc.
• Maintain databases to track reappointments, credentialing end process for Medical Staff automate the credentialing and medical staff process for the department.
• Tracking of risk management compliance for all otolaryngology medical staff.
• Monitors completion of certain compliance training courses and background check requests.
• Performs tasks for online ECFMG certification and Student Clearinghouse degree verification, or Medical Staff Administration office and Central Verification office as needed.
• Prepares documentation, presentations, and correspondence.
• Communicates and seeks advice, when possible, issues occur during credentialing process.
• Trains others in credentialing matters. Educates and informs faculty and division personnel about credentialing policies, procedures, and time frames.
• Serves as support and back up resource for Visa processing. Works with HR, Medical Education Administrator, and Office of International Services. Assists in processing H visas for medical and research faculty, post-docs and house staff. Also assists in processing all clinical J1 ECFMG visas for post-docs and house staff.
• Coordinates with JHU Billing to ensure timely completion of faculty billing applications.
• Tracks medical licensure compliance for all Otolaryngology medical staff.
• Works closely with HR Coordinator to ensure that salary information is accurate and up to date.

Financial

• Assist with the financial reporting systems with regard to faculty salaries for the division.
• Timely identification and resolution of salary overpayments
• Prepare ad hoc reports in Analysis for manager as related to internal equity and salaries.
• Participate in the maintenance of the Divisional Control Salary and Default accounts.
• All other duties as assigned.

Training

• Responsible for training new divisional staff in processing monthly payroll, overtime, new faculty and staff hires, terminations, reclassifications, vacation/sick leave and issues related to the Family Medical Leave Act (FMLA) in conjunction with the Administrator.
• Coordinate training of new hires, and continued training for existing employees, including HIPAA regulations
• Coordinate and make recommendations to the division about various training and HR programs that are available to assist the division with retention, staff development, performance management and employee relations.
• Work with Division Administrators and supervisors to identify areas where training programs may be beneficial.

Contacts Internal

• OTO administration, HR Business Services, Central HR (Compensation, Employment, Employee Relations, Leave & Records), Dean's Office, International Office, Business Office, Registrar's Office, HR/Payroll Shared Services, Information Systems, Medical Staff Office, Controller's Office, Legal, etc.
• External: Affiliated hospitals, various vendors and service providers, HR representatives of various institutions.

Supervisory Responsibility

• Sr. HR Coordinator and HR Coordinator.

• Bachelor's Degree in Human Resources, Business Administration, or other related field.
• Three years of progressive experience in a professional human resources capacity
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

• Knowledge of SAP HR transactions.

Classified Title: HR Generalist
Job Posting Title (Working Title): HR Generalist
Role/Level/Range: ATP/04/PC
Starting Salary Range: $53,300 - $93,500 Annually ($75,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri, 8:00-4:30
Exempt Status: Exempt
Location: Hybrid: On-site 3-4 days a week
Department name: 10003026-SOM Oto General Administration
Personnel area: School of Medicine