Payroll Services Coordinator

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Job Summary:

Reporting to the Controller, the Payroll Services Coordinator is responsible for the management of the Harvard Library (HL) biweekly and weekly payroll. Working with the Controller and HL Human Resources, the incumbent serves as a payroll expert at HL.They will also communicate procedure and policy to all HL managers and staff and ensure that payroll documentation and processes comply with University Internal Controls under the Hire-to-Pay Controls matrix issued by the University Controller’s office. 

Job-Specific Responsibilities:

• Acts as primary payroll customer service contact to HL.

• Serves as payroll expert for library and others on library payroll team. Serves as backup to other payroll team members, including FAS Libraries payroll. Acts as an interface with University Financial Services team (policy, practice, best practices). 

• Communicates payroll deadlines and deliverables, including special timelines leading up to holidays, etc.

• Process payroll reports in accordance with University Key Controls under the Hire-to-Pay Controls Matrix, to ensure all time has been entered properly, contact managers or staff if time is incorrect and will result in underpay or overpay.

• Works closely with team members to analyze and resolve data and pay discrepancies.  Proactively monitors and resolves issues with employee pay errors including Time & Labor and Absence Management as well as data errors. 

• Generates and analyzes standard and ad hoc reports for payroll.

• Partners closely with Human Resources on payroll actions that involve job actions, such as promotions, transfers, terminations, etc. Processes vacation and TDA payouts. Process employee payroll costing changes. Assists with the administration and processing of uploads and batch duties. Make adjustments in PeopleSoft to employee work schedules.

• Monitor employee compliance with time and labor reporting, communicating with employees and managers when necessary, and adjusting time and absences.

• Process security requests.

• Provide training to managers, staff and HR on payroll guidance, practices and processes as well as be aware of schedules for payroll processing and changes to schedules due to holidays or system upgrades. 

• Ensure compliance with- and understanding of- payroll-related policies regarding time off, shift differential, holiday time earned, meal money, etc. Knowledge of contractual language and obligations for applicable unions in partnership with Human Resources.

• Monitor all leaves of absence to ensure transition on and off the payroll and make certain benefits office charges correct coding during leaves.

• Performs other duties, as assigned, consistent with the functions of the work unit and level of responsibilities.

Basic Qualifications:

• Associates degree in accounting or equivalent work experience.

Additional Qualifications and Skills:

• At least five years related experience.

• Thorough knowledge of the Harvard PeopleSoft systems. Basic knowledge of Excel. Ability to run HART General Ledger reports for both financial and HR information. 

• Strong written and oral communication skill required.

• Ability to work independently with minimal supervision.

• Ability to handle complex and confidential information with discretion.

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity, Criminal, Education
• Working Conditions: The position is based on site in Cambridge, MA. There may be an opportunity for a hybrid work model compliant with Harvard University policies.
• It is anticipated that this role will be on campus one day a week, preferably the team’s Wednesday anchor day, and have the option for remote work on the other days, dependent on business needs.
• Work location is responsive and subject to change based on business needs. Requests for flexibility will be considered consistent with Harvard University flexwork policies.
• Work Environment: Office located in Widener Library.
• Other Information: 
  This position has a 90-day orientation and review period.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.