What are the responsibilities and job description for the Payroll & Human Resources Coordinator position at Lawrence University and Careers?
Reports to: AVP-Human Resources
Location: 1025 Administrative Building
The Payroll and HR Coordinator is a full-time position that will be responsible for the day-to-day operations of university student employment and payroll. This position’s principal role is to serve as the primary expert on the student employment lifecycle, to include compliance and payroll needs of our domestic and international student population. This position will also provide critical support to the HR team on various strategic projects and department initiatives.
RESPONSIBILITIES AND DUTIES:
Student employment
- Coordinate all aspects of student employment lifecycle. This would include working with supervisors on student job requests, developing and providing necessary communications, presenting at meetings, and being the point of contact for both students and student supervisors.
- Assist students with their employment onboarding process.
- Coordinate student employment/work study reporting requirements.
- Process off Campus Work Study invoices.
- Coordinate and analyze student salary budgets.
- Maintain necessary documentation for payroll records such as tax withholdings and direct deposits.
- Assist with the process of W2s and 1042-S year-end filing as needed.
- Ensure accuracy and adherence to all payroll policies and procedures.
International Student Employee Compliance
- Verify and track work eligibility for F-1 and J-1 students, ensuring they do not exceed work hour limits during academic terms.
- Support international students in obtaining Social Security Numbers (SSN) by providing the necessary employment verification letters.
- Work with the Payroll Administrator to identify students eligible for tax treaties and ensure correct tax withholding (GLACIER or similar software management).
- Maintain a rigorous tracking system for expiring I-9 Forms, I-20s, Passports, and Visas to ensure continuous work authorization.
Human Resources Support
- Develop as backup support for the faculty/staff payroll processing.
- Manage general incoming requests and monitor general inquiries.
- Maintain employment status changes and updates in the systems.
- Assist with the gathering of information for annual testing, audits and mandatory reporting.
- Maintain all employee personnel files and other employment related documents. Manage the execution of the Lawrence University records retention policy.
- Provide excellent customer service to all customers at all times through timely and accurate responses.
- Participate in the HR & Payroll Department’s ongoing efforts to increase cultural competency and diversity within the campus community.
- Stay abreast of federal and state regulations, HR trends/laws, practices, procedures, and trends.
- Proactively support all functions within the HR and Payroll Department as needed.
- Perform other duties and projects as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Proficient computer skills including MS Word, Excel, and Power Point.
- Prior experience with an ERP or HRIS database is strongly preferred.
- Exceptional organizational, prioritization, problem solving, attention to detail and follow-up skills.
- Ability to maintain confidentiality of sensitive information.
- Possess the ability to adapt and respond appropriately in ambiguous situations.
- Commitment to multicultural competency and interest in all dimensions of diversity.
- Collaborative attitude with team-oriented disposition with the ability to work independently.
- Strong ability to manage multiple competing priorities while demonstrating ability to remain flexible in a changing work environment.
- Strong interpersonal skills with a demonstrated ability to effectively and professionally communicate verbally and in writing with internal and external customers.
EDUCATION AND WORK EXPERIENCE:
- Associate degree with at least one year of payroll experience.
- Knowledge in federal and state payroll regulations.
- Previous HR background and experience is a plus.
EMPLOYMENT REQUIREMENTS:
- Must have successful completion of criminal record check, driving record check, and reference checks.