The Temporary Business Affairs/HR Payroll Coordinator (Coordinator) performs a broad range of highly skilled work that varies in complexity in administering payroll policies, programs, and functions in support of the services performed within the Office of Human Resources and supporting the Vice President of Administration and Finance/Treasurer. Duties and responsibilities are varied and confidential in nature and include managing the calendar and correspondence for the Vice President of Administration and Finance/Treasurer; processing student employment and non-exempt payroll; processing payroll-related changes for exempt employees; auditing payroll and recordkeeping; and Kronos Time and Attendance user support and troubleshooting. Responsibilities are performed independently under general supervision and involve planning, strong organization skills, diplomacy, attention to detail, and initiative. The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. The Coordinator interacts with a broad array of constituencies which may include members of the President’s Cabinet, faculty, staff, students, alumni, The Claremont Colleges Services (TCCS), and other Claremont Colleges.
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
SUMMARY OF DUTIES AND RESPONSIBILITIES
Support for the Vice President of Administration and Finance/Treasurer
(These are ongoing responsibilities for this role for the full term of the assignment.)
Manage the Vice President’s calendar and coordinate meetings with members of the President’s Cabinet, Trustees, the Business Affairs Office leadership team, other internal and external constituents.
Greet visitors to the Vice President’s Office; respond to inquiries and have primary responsibility for answering the Vice President’s phone, taking messages, and referring callers to other staff and offices as appropriate.
Prepare purchase card statements and receipts for review.
Make travel arrangements as needed.
Serve as backup for various administrative functions, including distributing department mail. Will become primary as of a later date.
Assist with accumulation, analysis, reconciliation, and data entry of various accounts, processes and reports.
Assist with other special projects and initiatives as assigned by the Vice President.
Payroll Administration for the Office of Human Resources
(These are temporary responsibilities for this role required for HR department coverage through 12/31/2019.)
Process payroll, in coordination with TCCS, which includes the review of online time cards and approvals for timeliness and accuracy; final sign-off of timecards; researching errors and submitting special payments; accurately entering student employee and non-exempt staff payroll changes in the payroll system; processing payroll-related changes for exempt employees; and ensuring compliance with federal and state labor laws and regulations.
Coordinate the student employment program and administer the recruitment and payroll processing for student employees.
Assist department managers and payroll processors with resolving problems and errors; support new and current department payroll processors on effective use of the payroll system, policies and regulations, and procedures for payroll.
Serve as community point of contact for Kronos Time & Attendance for user support and troubleshooting issues with the payroll and time and attendance system.
Working with the Sr. Accountant for Grants and Finance, support reconciling federal work study allocations with hours earned to ensure compliance with federal regulations.
Review and audit payroll data and make corrections in collaboration with other Human Resources staff. Run various reports to audit records and in response to data requests.
Maintain and safeguard confidential information retained in the payroll system and in employee personnel files by following appropriate protocols.
Troubleshoot issues with the time and attendance systems.
Collaborate with other colleges in identifying and resolving issues and sharing best practices. Attend HR/Payroll System update meetings with representatives from TCCS.
Assist with processing and payment of the College Rideshare program.
Respond to requests for employment verifications of faculty, staff, and student employees.
Work collaboratively with staff members in Human Resources in the delivery of payroll services. Participate in departmental staff meetings and attend other meetings as required.
Assist with special payroll and HR projects as required.
Other duties as assigned.
General Administrative Support
(These are back-up responsibilities initially and become primary responsibilities as of 1/1/2020.)
Maintain and organize electronic files.
Processes invoices into the system for approval.
Order supplies as needed.
Deliver and/or pick up mail between college and TCCS and processing special mailings as needed.
Provide assistance with scheduling and coordinating orientation meetings, as required.
Work collaboratively with members in Business Affairs in the delivery of services. Participate in meetings as required.
Other duties as assigned.
Education and Experience:
Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in business administration; or a combination of education, training and relevant experience that provides the required knowledge, skills and abilities of the position.
Experience: Three to five years of increasingly responsible related experience, preferably in an academic institution.
Required Knowledge, Skills and Abilities:
Knowledge of working with an HRIS system and timekeeping system to process payroll.
Knowledge of employment and labor laws and regulations, especially those related to payroll and compensation, and the knowledge and ability to assess programs, services and policies to ensure compliance.
Strong skills in Excel including the ability to navigate complicated spreadsheets with a high degree of accuracy.
Proficient with word processing software (MS Word) and experienced in using various other software and spreadsheet programs; skilled in entering data accurately.
Excellent oral and written communication skills; ability to write legibly, spell accurately and proofread documents. Bilingual ability (English/Spanish) is desirable.
Ability to sort and file alphabetically and by project or subject-related heading. Research files and select relevant information from a variety of sources and documents.
Ability to compose written correspondence and reports from source and semi-finished materials.
Ability to work collaboratively with management, staff, customers, and other campus constituents.
Ability to function in a team environment and to work independently.
Highly organized with the ability to handle confidential material with discretion.
Detail-oriented, organized, flexible and able to prioritize and manage multiple projects and assignments with competing deadlines.
Four or more years of experience in processing payroll.
Experience with Workday and Kronos Time and Attendance system.
Experience in higher education or a non-profit organization.
Possess and maintain a Human Resource or Payroll certification.
LICENSES AND CERTIFICATIONS
Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
PHYSICAL REQUIREMENTS While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The regular hours are 8:00 a.m. to 5:00 p.m., Monday – Friday. Hours may vary due to the needs of the department or College.
This is a one-year, temporary, non-exempt, full-time, benefits-eligible position. Position is needed for currently scheduled departmental coverage anticipated during the next year. Continuation of the position is contingent upon ongoing needs and approved funding.
This position reports to the Vice President of Administration and Finance/Treasurer and the Assistant Vice President for Human Resources. Payroll Coordinator responsibilities are supervised by the Associate Director for Human Resources.
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.
BACK TO TOP
Login disabled due to tracking consent
You are currently opted out of cookie-based tracking, which disables many of the features of this site. This includes:
Accessing the myHRCI applications or the HRCI Store