HR Payroll Coordinator

Company Description:

Framingham State University is a vibrant comprehensive liberal arts institution located in the MetroWest suburbs of Boston, which integrates an academically challenging liberal arts education with workforce preparation programs. Founded in 1839, FSU enrolls about 4,000 undergraduates and 1,200 graduate and professional students. FSU offers 35 bachelor's degrees with 55 specialized concentrations, 63 minors, and 26 master's degree programs, in a highly personalized teaching environment. Our community takes pride in empowering student success by providing a superior education, leading research and innovation opportunities, and a strong first-year experience.

At FSU, we are deeply committed to inclusive excellence, encouraging a supportive, diverse and collaborative learning environment, and providing culturally relevant education. We are honored that our commitment earned FSU six Higher Education Excellence in Diversity (HEED) Awards from INSIGHT Into Diversity and that we are the only public institution in Massachusetts recognized in 2018, 2019, and 2020. FSU is designated as an emerging Hispanic-Serving Institution by the Hispanic Association of Colleges and Universities and also belongs to the Howard Hughes Medical Institute (HHMI) Inclusive Excellence community, providing national leadership in science education and exploring strategies that will lead to more inclusive science education. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.

Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Principal Bagnall found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at www.framingham.edu/careers.

Job Description:

GENERAL STATEMENT OF DUTIES:

Works with and provides overall support to the Assistant Vice President of Human Resources in the administration of the operations and activities of the Office of Human Resources. Responsible for accurate and timely processing and reconciliation of designated payroll and human resources duties and ensuring compliance with applicable laws, regulations, collective bargaining agreement provisions, internal controls, and policies. Responsibilities include complex administrative duties requiring a significant degree of confidentiality, skill, reasoning, understanding, independent judgment, decision-making, supervisory skills, and general knowledge organizational structure and familiarity with all departments within the University.

SUPERVISION EXERCISED:
May be assigned to supervise student workers and contract employees.

SUPERVISION RECEIVED:
Reports to the Assistant Vice President of Human Resources and receives functional supervision from the Director of Human Resources, Director of Compensation and Payroll Administration, and the Executive Director of Equal Opportunity, Title IX, and ADA Compliance.

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Serve on HR's front office team as a first point of contact for the FSU community, provide superior customer services and exercise sound judgment and sensitivity in interacting with all students, staff, faculty, and other internal and external stakeholders.
• Provide administrative support to the Assistant Vice President of Human Resources.
  • Coordinate and maintain the calendar of the Assistant Vice President of Human Resources.
  • Prepare, draft, and edit various documents, create reports and correspondence.
  • Support executive searches and prepare meeting minutes as assigned.
  • Participate on committees as HR representative.
  • Monitor the Office of Human Resources budgets and prepare reports.
  • Create and maintain files for labor matters, grievances, complaints, investigations, correspondence.
• Responsible for all aspects of administering and processing payroll for assigned employee populations including:
  • Review all paperwork and ensures appropriate approvals, completeness, and accuracy.
  • Ensure payroll and timekeeping records are entered accurately into system(s).
  • Reconcile bi-weekly payroll expenditures.
  • Resolve payroll issues promptly and accurately.
  • Communicate with departmental hiring managers and employees regarding policies and payroll deadlines.
  • Create queries and run reports from data repositories
  • Reset user passwords.
• Plan, organize, and provide support for events and training led by the HR Office.
• Assist with updating and maintaining employment data via, Banner, HRCMS, Scanning Software, databases and spreadsheets (i.e. tracking of grievances, employee performance reviews, new hire information, onboarding etc.).
• Maintain a high level of confidentiality associated with the sensitive nature of duties and responsibilities of HR Office. (Has significant access and exposure to confidential information concerning labor relations matters, management's position on personnel matters, and advance knowledge of collective bargaining proposals.)
• Responsible for safeguarding employee's personally identifiable information (including social security numbers, bank account information, etc.).
• Demonstrate ability to meet deadlines and manage time effectively with the highest degree of accuracy, while working independently in an environment with fluctuating priorities and frequent interruptions.
• Regular attendance is required and must be able to work extended hours including weekends, holidays and evenings as required by job duties.
• Other Administrative Duties:
  • Answer main phone line and respond to voice messages and email for the office.
  • Process incoming and outgoing mail.
  • Ensure main office is neat and tidy and presentable to visitors.
  • Order office supplies.
  • Process Purchase Order Requests and follow-up with vendors as needed.
  • Reserve Rooms for Meetings
  • Submit copier and facilities maintenance as needed.
  • Create and update content on the HR Web pages
  • Ensure HR documents and forms are in an accessible format
• Perform other related duties and special projects as assigned.
• Provide back-up assistance and support for a variety of functions in the office.
• Accountable for ensuring that affirmative action, equal opportunity, diversity, and antiracism are integrally tied to all actions and decisions in areas of responsibility.

WORKING CONDITIONS:

Work is performed in an office setting with frequent in-person interactions. It is essential to be able to meet the physical demands of remaining at a desk/computer workstation for prolonged periods of time, using repetitive arm, hand and finger movements. Some stooping, kneeling, bending, crouching, lifting, walking, carrying or moving of objects and other movements may be required.

Requirements:

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

PREFERRED QUALIFICATIONS:

• Must be highly organized, detail-oriented and able to work in a fast-paced environment with diverse populations.
• Proficiency with Microsoft Office programs or similar software.
• Experience using ERP programs and payroll systems (Oracle, Banner, ADP or similar programs)
• Previous experience as an administrative or executive assistant.
• HR and/or payroll processing experience preferred.
• Excellent customer service, organizational, decision-making and time management skills, and an interest in continuous process improvement.
• Ability to troubleshoot and resolve complex problems.
• Experience working in a high volume payroll office environment.
• Knowledge and understanding of federal and state wage and hour laws and payroll best practices.
• Demonstrated ability to work independently and as a productive and collaborative member of a team.

Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.

Additional Information:

This is a full-time, non-exempt, benefits-eligible, non-unit classified position. The starting bi-weekly gross compensation rate is $1,908.09 (Grade 17, Step 1)

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity/affirmative action employer.

Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Application Instructions:

Candidates must apply online by submitting:

• Cover Letter,
• Resume/CV,
• Equity and Inclusion Statement
• Names and contact information for three (3) professional references.

*The Equity and Inclusion Statement is an opportunity for candidates to discuss professional skills, experience and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidate application materials.]

For full consideration, application materials must be received by December 18, 2020.

*An Equity and Inclusion Statement is a personal statement on a candidate's past efforts, as well as future plans, to enhance diversity, equity, and inclusion. Regardless of personal demographic characteristics, FSU has a commitment to hiring candidates who share our commitment to the American Association of College and Universities (AAC&U) Inclusive Excellence Model. The equity and inclusion statement is an opportunity for candidates to discuss scholarship, professional skills, experience, and/or willingness to engage in activities that would enhance the university's efforts to promote a diverse, equitable, and inclusive community. Equity and inclusion statements will be considered as part of a transparent and comprehensive review of candidates' application materials.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or humanresources@framingham.edu.

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