Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
This position provides a wide range of payroll, human resources and other services within the Dean’s Office. This includes processing payroll and HRMS entries.
PRIMARY DUTIES AND RESPONSIBILITIES:
Manage Time and Labor processes, ensure timesheets are submitted in HRMS and approved by supervisors, confirm hours worked transition correctly to paysheets from Time and Labor for biweekly staff and students
Process any manual timesheets by verifying approval authorizations, auditing, coding, entering, emailing on problem timesheets, auditing report, making necessary changes and enter into HRMS
Verify that sourcing and student task assignments are updated and completed
Run exception reports and resolve exception instances
Run biweekly and stipend paysheet notification/confirmation reports and review for accuracy and completeness, resolving issues as required
Process manual check requests and payroll cost transfers as needed and communicate special paycheck distribution arrangements
Enter new hire, non-employee, and stipend recipient appointments and ensure I-9 verification and submissions are completed on a timely basis (as applicable) for all faculty, staff and students
Liaison to OISS
Liaison to Student Financial Services Office, and coordinates all federal work student funds
Enter annual stipend level updates for students and post-docs
Enter data changes, additional pay items, academic year pay, transfers, terminations, and update personal information for all faculty, staff and students
Enter all leave-related transactions in HRMS for faculty and staff
Track utilization of accrued paid time off for staff to insure appropriate transitions from paid to non-paid leave status for faculty and staff
Provides professional and courteous customer service
Assist with entering job postings in TAM as needed, works with hiring manager to set up email, accounts and access paperwork
Serve as backup for staff Time Reporting approvals in the absence of the Director of Administration
Assists in developing procedures and processing of onboarding new faculty and staff
Processes FMLA requests for all Olin staff
Assists in coordinating professional development opportunities for staff, including tracking of attendance
Assist in developing and implementing policies and procedures for student workers
Responsible for communication with faculty regarding all student workers, ensuring compliance with University and legal requirements
Works with Principal Investigators to compile and submit grants according to established guidelines, preparing and reviewing all agency forms for submission
Enters grant budgeting documents on line
Works with grants office to ensure that funds are set up in a timely manner, prepare any necessary project advances, no-cost extensions and ensure that funds are carried forward as appropriate
Coordinates transfer of PI grant files into Wash U and to new institution or new departments
Attends training sessions/seminars related to the grants
General Office Duties:
Assist other Dean’s Office support staff by answering phones, greeting visitors, and customer service as needed
Order office and coffee supplies and maintain inventory
Projects and other duties as assigned
Continually look for opportunities to improve workflow efficiency and accuracy of transactions. Facilitate process changes as mandated. Ensure consistency of HR and accounting practices and adherence to Olin Business School and University policies and procedures. Maintain a thorough and up to date knowledge of policies and procedures, including the University’s statement of internal controls and federal, state, local and foreign national payroll rules and regulations.
High School diploma and 2 years of experience in payroll, accounting, bookkeeping or business
Excellent computer and organizational skills and knowledge of financial systems and Microsoft Office and Word
Knowledge of University systems (AIS, HRMS)
Previous experience in higher education environment
College accounting (six credit hours) or commensurate work experience with a minimum of two years of accounting experience
The hiring range for this position is $19.18 - $24.47 per hour.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Dean's Office at the Olin Business School. This position is for the Danforth Campus.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.