As part of the Development & Alumni Relations (DAR), Talent Management & Human Resources team, the Talent Operations Coordinator will provide process coordination, staff consultation, and administrative support for a range of Talent Management & HR activities. In this role, you will participate in HR project work and ongoing process improvement. In addition, you will offer operational excellence in HR service delivery and provide exceptional customer service. The ideal candidate will 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.
Reporting to the Talent Operations Team Leader, the Talent Operations coordinator will provide general administrative support for members of the HR team to include office administration, budget and expense tracking and reconciliation, scheduling, correspondence, telephone coverage, and other responsibilities.
Primary Duties & Responsibilities
Processes HR transactions involving personal data, organization data, position data, compensation data, etc.; enters and maintains data in appropriate HR information systems.
Screen and triage incoming communications (telephone, voicemail, e-mail, paper mail, faxes, etc.) in an efficient and organized manner; directly handle routine communications and inquiries.
Utilize systems to process and reconcile department expenditures including procurement card, travel reimbursements, and check requests. Reconcile related statements and reports.
Manage calendars for leaders of the HR team and their respective function by scheduling meetings and travel; use judgment to prioritize demands for time.
Draft both standard and personalized communications on behalf of HR Team; this may include office communication letters, e-mail, and other forms of communication to internal and external parties; reviews, proofreads, and edits confidential and sensitive information; seeks approval and signature before distributing when needed.
Oversee document control and retention systems and processes to maintain data privacy and ensure compliance with internal and external requirements and regulations.
Monitor inventory of office supplies. Replenish supplies and purchase new items as needed.
Recommend ideas that will improve program effectiveness and efficiency and also contribute to the success of the organization. Make continuous process and service improvements where appropriate.
Create, maintain and update schedules, calendars, and agendas. May include but not limited to scheduling of talent acquisition candidate interviews, class/training, learning events and talent committees meetings and events
Verify the availability of in-house and external participants for planned interviews and/or meetings.
Confirm appointments and arranging meeting venues.
Provide pertinent information to internal/external participants to ensure that they are prepared
Sending out reminders of scheduled meetings.
Rescheduling or canceling meetings in a timely manner.
Managing and confirming travel bookings and arrangements, if applicable
Keeping stakeholders informed of project timelines and associated deadlines.
Answering scheduling queries via email and phone.
Documenting scheduling processes and keeping records.
Performing other administrative tasks when required.
Programmatic Support (30%)
Provide project coordination, delivery, and administrative support for a range of talent acquisition, learning and development and employee engagement and recognition activities.
Act as the local administrator for the applicant tracking system and the learning management system
Design and create materials in collaboration with HR team in support of various HR initiatives (i.e.: presentations, forms, toolkits, resources, web content, etc.).
Design and execute staff surveys in relation to HR projects; Collect, interpret, and present results.
Collaborates with HR colleagues and hiring managers to ensure the successful on-boarding of new employees; works with supervisors, HR colleagues, and others to plan necessary actions.
Design and implement systems and metrics to measure success of completed projects and initiatives.
Provide input on ongoing process improvement in several HR functions.
Develop and produce ad hoc and recurring reports outlining pertinent HR for review by various audiences.
Correlate and synthesize HR data from separate functional areas (Recruiting, Learning & Development, Generalist) to reach meaningful conclusions and make recommendations.
Other duties and projects as assigned
Education: High School Diploma/GED required. Associate's or Bachelor's degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Experience: Three years related experience.
Able to work effectively in a dynamic, collaborative, team-based environment
Ability to multi-task and complete projects in a fast-paced, deadline-driven environment
Can effectively partner with internal team members to ensure clients receive exceptional service
Exhibits strong interpersonal skills and customer service skills
Strong self-management and ability to take initiative; Exercises good judgement
Solid verbal and written communication skills.
Strong organizational skills, analytical and problem solving abilities and attention to detail.
Seeing projects through to completion in a timely manner
Approachable, customer service focused, can-do attitude
Ability to uphold a high level of integrity and work ethics including ability to maintain confidentiality
Demonstrates proficiency in use of word processing, spreadsheet, presentation, and calendar software.
Experience with SAP, SuccessFactors or other HRIS system strongly preferred.
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 Assistant Working Title: Talent Operations Coordinator Role/Level/Range: ATO 37.5/02/OD 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: 10001644-Human Resources Personnel area: University Administration
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.
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