We are seeking an Administrative Coordinator who will assist with the administrative and financial operations at the Sheridan Libraries & University Museums. The position will coordinate key business functions including Accounts payable, Accounts receivable, Procurement, HR/payroll, and Student Payroll. The position performs duties of a sensitive and confidential nature and reports to the Associate Director of Finance with a dotted line to the HR Manager.
Specific Duties & Responsibilities
HR & Payroll support
Process ISR's in SAP to maintain accurate payroll records (new hire and personnel changes, position maintain, salary increases, and bonuses)
Process weekly student payroll in Timesheet X and SAP, including processing corrections, new hire ISR's and reviewing payroll with students and answering questions.
Provide support to supervisors & managers with the hiring and onboarding process.
Maintain log sheet for ISRs in process & track to ensure they are process in a timely manner.
Initiate an Off-Cycle Payment Requests as needed.
Process salary transfer requests (EFORMS) in SAP.
Facilitate and assist with FMLA documents as necessary.
Maintain staff personnel files.
Oversee document control (both physical and electronic) and retention systems and processes to maintain data privacy and ensure compliance with internal and external requirements and regulations.
Maintain a monthly list of new hires, salary changes, and termination.
Maintain knowledge of the University's HR Policies and Procedures and keep staff informed of any important changes or useful information in HR/Payroll.
Finance & Administrative Support
Responsible for monthly reconciliation of non-sponsored expenditures, researching discrepancies, and resolving errors.
Create invoices in SAP for incoming payments, and for fee-based services.
Deposit checks/cash to the bank, maintain log sheet of all activity, and process cash journal uploads in SAP.
Reconcile monthly credit card receipts.
Utilize and understand the various payment mechanisms used by the University (ex. procurement cards, check requests, purchase orders, corporate and executive travel cards).
Assist with Independent Contractor set up & payment processing.
Assist employees and non-employees with processing travel and expense reimbursement requests.
Process honoraria and reimbursement payments to guest speakers and visitors.
Create shopping carts in SAP, track purchase orders, enter goods receipts and ensure product/services received. Retain packing slips and other required documentation for reconciliation purposes.
Assist with administrative oversight of the Library and Museums Procurement-card program.
Process non-payroll expense, revenue, non-recurring and intra-entity transfers.
Assist Principal Investigators with monthly sponsored account reconciliation, identifying and resolving errors, and compliance issues.
Serve as point of contact for questions regarding transaction policy and procedure.
Assist Vendors with the PaymentWorks vendor management system.
Assist with oversight of the SharePoint website for monthly financial reports
Provide administrative support for the effective operation of the HR office and divisional Business 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.
Help manage calendars for Divisional Business Officer, Associate Director Finance, HR Manager and group/office calendars by scheduling meetings, appointments, and travel; use judgment to prioritize demands for time.
Primary source for creating and maintaining organization charts for the division and possibly individual departments keeping them up to date and current as staffing or other changes occur.
Other projects or duties as assigned.
High School Diploma or graduation equivalent.
Three years related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Associates or Bachelor's Degree preferred.
Human resources, payroll and SAP experience preferred.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.95-$25.30 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Monday-Friday, 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Business Office Personnel area: Libraries
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.
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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.
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