This position exists primarily to provide Payroll coordination and HR assistance. This position manages weekly payroll for all employees including permanent, regular, part-time, full-time, temporary employees. This position is part of the payroll and HR team and reports to the Director of HR and Payroll.

(HRMS includes HR, Payroll, HRIS, and other software process and systems)

This person is expected to serve as a subject matter expert in their duties as a payroll coordinator for the center and will implement best practices as it relations to payroll administration. The secondary function of this position will be to assist with recruitment and appointment entry.

Payroll Coordination: • Enter and review payroll appointment (multiple software), time and attendance, and payroll entries and audit pre-payroll confirmation reports, abstracts, and other records to assure accuracy and cross-check entries done by other staff; provide training in payroll and appointment procedures to staff and supervisors • Performs review of accurate time reporting, verification, file imports, and balancing to ensure internal controls are followed and audit requirements are met • Responsible for finding potential discrepancies and resolve discrepancies or errors appropriately through analysis of problem and coordination with employee and supervisors • Maintains data integrity in HRMS by conducting routine audits and analyzing data; ensures changes are incorporated so systems are compliant with all payroll policies • In coordination with the Director, researches and recommends process improvements to better utilize HRMS and to implement best practices • Ensures that the unit is in compliance with local, state, and federal employment rules and determines and communicates the unit time reporting requirements and standards to employees and supervisors • Process and monitor one time per diem payments for traveling employees.

HRMS Entry and Auditing: • Assist in implementation and development. Serve as a Payroll and HR contact for the company • Serve as technical support for both HR system users and end users • Audits on a regular basis to ensure correct reporting structures, changes, and classifications • Maintains job data integrity in HRMS by conducting routine audits and analyzing data; ensures changes are incorporated so systems are compliant with all policies • Set up new hire job records in HRMS systems • Responsible for entry and appointment maintenance of adjunct and affiliate appointments • Enter new Faculty appointments in the HRMS systems to launch on-boarding processes following guidelines for timely entry • Manage data entry of faculty and staff leaves to include bench planning for promotion or phased retirements; FMLA, parental leave, medical leave, etc. • Maintain entry of performance reviews

Full Cycle Recruitment: Manage and coordinate all hiring functions. To include: • Job Classification: Advise hiring authorities on appropriate classification of positions. Consult with hiring managers on initial job designs; review and recommend changes to job descriptions for positing. Review position description and advise employees and supervisors • Compensation: Prepare salary analyses for job offers for full-time, part-time, and temporary staff; determine compensation for new hires in consultation with the Director or Owner •

Recruitment Strategy: Serve as information source for and work with supervisors and support staff on development of recruitment strategies/ads, interview and selection process, hiring approvals and on-boarding. Enter requisitions online and monitor approvals; monitor referrals, and maintain recruitment records.

Monitoring Compliance: Monitor compliance in regards to the hiring process with contracts and rules, vacancies, temporary and casual appointment •

On-boarding: On-board employees. This includes reference checking, background checking, developing appointment letters, assuring that incoming employees complete required forms and procedures, I-9 verification and compliance in accordance with policy and procedure, benefits orientations, training information, and maintaining on-boarding materials for accuracy and relevance. Monitor compliance and follow-up on compliance issues related to required employee training such as HIPAA, Data Security, and Sexual Harassment Awareness Training • This will require coordinating hiring efforts with HR staff to ensure a seamless hiring process.

Leave Administration: • Manage employee leaves to include phased retirements, FMLA, parental, medical etc. in accordance with local, State and Federal regulations. Consult with Employee Benefits on disability leaves. Advise faculty and staff on benefits offerings • Establish FMLA claims; send and track documentation • Analyze FMLA claims to determine eligibility and certification forms are completed in compliance with state and federal regulations • Communicate on-going expectations with employees on leave • Maintain confidentiality of medical leave information

Performance Review Process Administration: • Oversee the administrative tasks staff performance review process such as entering job descriptions and sending communications related to the performance review process • Provide training to supervisors and staff on how to use the performance review system • Communicate deadlines and advise on issues • Monitor completions and audit reviews to assure that reviews meet requirements • Collect and maintain data for annual and probationary review process for staff positions