Senior Payroll Coordinator

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The  American Repertory Theater (A.R.T.)  is part of  Harvard University's Central Administration (CADM) and is a leading force in American theater, producing groundbreaking work in Cambridge and beyond.

Job Summary:

Reporting to the Director of Finance, the Senior Payroll Coordinator manages payroll operations and supports hiring, onboarding, offboarding, and HR data accuracy for the A.R.T. The role requires strong organization, judgment, discretion, and the ability to work effectively with a broad range of stakeholders. Knowledge of PeopleSoft, HUBS, and QlikView is preferred.

Job-Specific Responsibilities:

Payroll
• Administer biweekly payroll in PeopleSoft, including time and absence entry, validation, reporting, and timely issue resolution.
• Process hires, terminations, job and pay changes, annual increases, add pays, paylines, and work-study payroll in compliance with University and federal policies. Includes job and position data entry.
• Serve as the main resource for pay-related inquiries, offering clear guidance and directing employees to appropriate offices when needed.
• Manage paid and unpaid leaves, update entries, and train employees and managers on related processes.
• Partner with Harvard Disability Payroll, Workers’ Compensation, and HR on leaves, accident reporting, unemployment claims, and audit documentation.
• Collaborate as needed with General Management on Paychex timekeeping.

Administrative Support
• Maintain departmental systems, procedures, templates, and internal personnel records.
• Prepare and distribute new-hire documents; maintain organizational charts and staff mailing lists.
• Validate labor coding, support RTP data needs, and assist with special projects.
• Oversee Independent Contractor and show-term approval processes; serve as liaison to Talent Acquisition.
• Process MIDAS and HarvardKey access requests.

Onboarding & Offboarding
• Coordinate all system, access, communication, and documentation steps for new hires.
• Work with Facilities and department heads to ensure smooth onboarding and orientation.
• Manage all offboarding tasks and ensure timely system and record updates.

HR Data Stewardship
• Monitor PeopleSoft, MIDAS, FieldGlass, TCM, and QlikView for reporting or coding issues; ensure accurate employee classification and cost assignments.
• Provide staffing and payroll data to managers and Finance; maintain accurate HUBS records, including labor actuals and staffing updates during planning cycles.
• Keep templates, forms, and documentation current; attend trainings to maintain system expertise.

Reporting & Analysis
• Generate and analyze reports from PeopleSoft, Paychex, OBI, HUBS, MIDAS, Aspire, and other HRIS tools to support management decision-making.

Process Improvement
• Work with HR and Finance to enhance policies and streamline payroll and HR workflows.
• Maintain a comprehensive payroll manual documenting procedures and processes.

Other Duties
• Support annual audit preparation, produce payroll reports, and perform related data analysis.
• Perform additional confidential responsibilities as needed.

Basic Qualifications:

Five or more years of related experience. Education beyond high school may count toward experience. 

Additional Qualifications and Skills:

College degree preferred, ability to provide excellent customer service in a fast-paced, deadline-driven environment.  Exceptional judgment along with organizational and communication skills. Previous experience with PeopleSoft and Harvard systems and policies desired.  Knowledge of applicable state and federal laws, basic accounting or bookkeeping, and experience working in a union environment preferred.

• Appointment End Date: This is an 18-month, benefits-eligible term role.
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal, Credit
  
  
  
  
  
  
   
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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.