Department: Law Administration Salary/Grade: NEX/12
Are you seeking a role that encompasses a broad array of human resources and payroll responsibilities? Do you want to join a team that is highly motivated, supportive, fosters learning and development, and is committed to creating a culture of inclusion, equity, and belonging? If so, the HR & Payroll Support Specialist position at Northwestern Pritzker School of Law may be a great opportunity for you.
The HR & Payroll Support Specialist assists with the HR and payroll activities for the law school’s staff and student communities. Key responsibilities include hiring staff and students, maintaining employee records, and establishing and documenting best practices, all while cultivating strong relationships with key players and departments. A typical day includes processing payroll transactions, managing the department email inbox, providing guidance about HR and payroll procedures, liaising with central units, troubleshooting process or policy-related issues, and completing staff and student onboarding activities.
A strong performer in this role will be reliable, resourceful, and patient; able to pivot quickly and adjust plans to respond to unanticipated requests; interested in troubleshooting and problem-solving; adept at communicating clearly and concisely with diverse audiences; and enthusiastic about streamlining administrative processes and implementing new initiatives.
If you are interested in joining our team and contributing to the success of the law school, we welcome you to apply!
In response to COVID-19, law school staff are predominately working in a remote environment. Specific work arrangements and schedule will be discussed during the interview process.
Administer staff, student, and non-student temporary employee payroll activities. Ensure completion of payroll steps based on position type.
Process appointment/positions forms, salary adjustments, student awards and stipends, additional pays, and termination paperwork.
Serve as the liaison between staff/students, central payroll office, and myHR Help to troubleshoot and resolve issues.
Create and maintain payroll data tracking spreadsheets. Compile information and provide reports as requested.
Run department queries to ensure compliance and accuracy of payroll and HR records.
Approve student temporary timecards in Kronos.
Coordinate with International Office to support staff and student visa processing.
Manage information and maintain staff, student, and temporary personnel files.
Update department organization charts, internal directories, and listserv access in real time.
Establish internal controls and ensure compliance and accuracy in payroll/timekeeping, DCFS laws, sexual harassment trainings, COI disclosures, etc.
Support performance management process (PEX). Track submissions, update staff/supervisor reporting information, troubleshoot questions and issues.
Pursue opportunities for enhanced efficiency and recommend solutions for effectively maintaining and processing staff and student information.
Administration and Communication
Support University Position Management process. Draft request forms and proofread submitted forms for accuracy. Manage workflow from request to hire.
Manage temporary staff and intern hiring process. Complete paperwork and upload materials in university systems. Serve as point person for managers and Talent Acquisition through duration of assignment.
Foster a service-oriented approach to the student employment experience. Communicate with students regarding hiring policies, procedures, and other general information.
Partner with internal and central departments regarding details of staff hires and departures.
Manage high-volume Law HR email inbox. Respond to all inquiries and elevate issues as necessary.
Compile and disseminate ‘Open Positions’ and ‘Monthly Staffing Announcement’ emails to Law School staff community.
Assist with implementation of Law School HR initiatives and provide administrative support as needed.
Provide administrative support to the staff salary planning process. Run queries, create data sets, input data in system, prepare staff letters.
Run queries and compile data in support of ABA/US News annual reporting and internal reporting activities.
Conduct New Hire Survey twice a year. Compile data and review results.
Run ad hoc HR reports as requested.
Provide back up support to Faculty Affairs Team.
Stay abreast of University policies and procedures regarding payroll and maintenance of employee information.
A high school diploma or equivalent required.
3-5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Proficient in Microsoft Word, Excel, Outlook, and Teams
Experience using Zoom or other remote communication systems.
Demonstrated experience organizing and tracking information.
Experience troubleshooting and solving problems independently and collaboratively.
Preferred Competencies: (Skills, knowledge, and abilities)
Enthusiastic to learn, implement new initiatives, and streamline processes.
Ability to effectively communicate with a diverse population in a variety of situations.
Knowledge of (or ability to learn and apply) HR and payroll principles and practices.
Excellent customer service skills, including patience, attentiveness, and clarity.
Ability to maintain high level of attention to detail and organization in an environment where distractions are commonplace and multi-tasking is often required.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39413
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.