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Personnel and Payroll Coordinator

Requisition Number:

24240

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

26-Feb-2020

Date published:

13-Feb-2020

Job Summary

The Leeds School of Business welcomes applications for a Personnel and Payroll Coordinator! This position reports directly to the Assistant Director of Personnel and Payroll and is part of the team that oversees the faculty personnel and payroll processes. This position uses a high degree of independent discretion and decision-making in handling situations that often involve the need to exercise a solid sense of confidentiality. In addition, this professional position requires high competence in daily interactions with faculty and staff that require the individual to demonstrate critical thinking, analytical skills, independent judgment, innovative ideas and solutions, and create decision making/problem-solving skills in the daily course of business and in support of each academic unit.

Who We Are

Leeds has put itself on a trajectory to become one of our nation’s preeminent business schools. Through a culture centered on integrity and excellence, Leeds is devoted to producing innovative, principled business leaders who are equipped to drive value, graduates who possess the analytical abilities and skills needed to succeed in a globally high-reaching marketplace, and students who are nurtured in academic programs by premier faculty and staff. 

What Your Key Responsibilities Will Be

Faculty Personnel and Payroll Coordinator
  • Lead-in and support faculty recruitment and hiring processes (i.e. faculty recruiting search plan, recruiting authorization forms) for all faculty types including, tenure track, non-tenure track, research faculty, and graduate RA and TA appointments.
  • Communicate policies and processes with Chairs and administrators.
  • Gather appointment information for the fall and spring semesters and complete new faculty offer letters, reappointment offer letters, additional appointments, course overloads, etc. 
  • Confirm funding availability with the Leeds budget office for all appointments.
  • Manage and track the onboarding processes for all faculty including; I-9’s, direct deposit, W2, POI's, faculty oath, background checks, orientations, and ensuring all faculty are notified about required training.
  • Enter and update new and revised faculty information within Salesforce and the Leeds online directory. 
  • Entering and updating the Faculty Division Rank List.
  • Serve as liaison to International Student & Scholar Services (ISSS). This includes, but is not limited to the processing and follow-up of faculty VISA and green card paperwork.
  • Serve as a coordinator to the Office of Faculty Affairs (OFA)
Faculty Summer Session and Summer Research Coordinator
  • Communicate summer session policies and processes to faculty and administrators (i.e. summer salary limitations).
  • Coordinate with Division Chairs to gather all summer session teaching appointments within their divisions in order to draft offer letters and route via DocuSign. 
  • Coordinate with the Senior Associate Dean to identify and hire all summer research appointments.
  • Create ‘visiting professor’ appointments for new tenure-track faculty receiving summer research funding.
  • Build, lead, and maintain all summer spreadsheets (summer session, summer research, etc), which includes confirmation of funding availability with the Leeds budget office.
  • Lead and track the onboarding processes for all new summer session faculty including, I9, direct deposit, W2, POI's, faculty oath, background checks, OFO orientations, and ensuring all faculty are notified about required trainings.
  • Enter all summer appointment information into the summer pay database within Salesforce.
  • Complete summer funding worksheets for review and approval by the division chairs and faculty members to ensure 1/9's and 3/9's compliance. 
Faculty Administrative Appointments
  • In conjunction with Faculty Support Services, prepare offer letters for all faculty administrative appointments (i.e. division chairs, faculty directors, professorships). 
  • Coordinate the payroll process for these types of appointments with the HRSC.
Professional Support to Assistant Director 
  • Provide support with 'special projects; collecting data for reports and performing a variety of related duties as assigned or necessary with independent judgment (i.e. merit increase letters).
  • Provide back-up support for the hiring and payroll processing of student hourly appointments,12-month temps, and staff monthly time collection.
  • Serve as the subject matter authority for the faculty management and summer pay data bases within Salesforce.
  • Audit and manage faculty training and compliance.
  • Collaborate with the Assistant Director and Leeds administration to identify policy and process issues. 
  • Research, analyze, recommend process changes, and implement recommended changes related to staff, faculty, and student hourly employees. 
Liaison to the HR Service Center 
  • Collaborate with the HR Service Center to coordinate: 
    • position management (including creating positions, setting up funding distribution, and updating position/job data as needed).
    • fall, spring, and summer faculty payroll appointments.
    • termination of appointments with end dates (i.e. lectures, graduate students).
    • adjustments to faculty appointments, such as leaves, sabbaticals, course overloads, one-time payments, and short-work breaks.
    • request PET’s, and POI’s as needed.
  • Run personnel rosters, payroll registers, and funding distribution reports: 
    • check for accuracy and errors for all payroll and funding entries.
    • resolve payroll and funding issues as they arise working in coordination with the budget office and the HRSC.
    • request off-cycle payments as needed.
    • request overpayment notices as needed.

What We Can Offer

The salary range for this position starts at $50,000. 

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be Informed. Be Resourceful. Be Boulder.

What We Require

  • Graduation from an accredited college or university with a bachelor's degree in a field of study related to the work assignment.
  • Two years of professional experience managing multiple projects as well as payroll and personnel functions.
  • A combination of work experience in the occupations field or specialized subject area of the work specified to the job may be substituted on a year-for-year basis for the bachelor's degree.

What You Will Need

  • Demonstrated ability to effectively communicate verbally and in writing utilizing informal and formal communication.
  • Solid attention to detail and accuracy.
  • Demonstrated outstanding organizational skills, and the ability to function at a high level in a fast-paced environment.
  • Demonstrated experience working with multiple partners (including faculty), with the ability to prioritize, delegate, and clearly communicate expectations.
  • Demonstrated critical thinking skills, analytical ability, judgment, and creative problem-solving skills.
  • Demonstrated self-starter with experience working successfully in an unstructured environment with a mindset towards business education.
  • Ability to provide high quality, flexible customer service.
  • Ability to analyze payroll reports, identify errors, and investigate potential solutions.
  • Prioritize tasks to meet multiple monthly deadlines.
  • Establish and maintain effective and positive working relationships
  • Motivated, pro-active and willing to take initiative.
  • Ability to work in a team environment.
  • Proficient Microsoft Office skills, in particular Excel.

What We Would Like You To Have

  • Experience in a higher education University or similar setting, preferably in the University of Colorado system.
  • Working knowledge and experience with the University of Colorado's payroll system.
  • Experience with Salesforce.
  • Ability to interpret complex University policies and procedures, and to take the initiative to evaluate existing processes and procedures, and when necessary, revise or develop new procedures to increase operational efficiencies. 

Special Instructions

To apply, please submit the following materials: 
  1. A current resume.
  2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications, and responsibilities of the position.
You will not be asked to upload references at this time. 

Please apply by February 26, 2020 for consideration. 

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.