Home Department Payroll/Personnel Coordinator I

HD Payroll/Personnel Coordinator I

Keck School of Medicine

Los Angeles, California

The Eli and Edythe Broad Center for Regenerative Medicine and Stem Cell Research at USC and the Department of Stem Cell Biology and Regenerative Medicine is in search of an HD Payroll/Personnel Coordinator I to join the administrative team.  The responsibilities include processing new job requisition, preparing staff job offers, on-boarding procedures, coordinating with Keck HR to resolve HR concerns, initiating request for compensation changes/promotion/job reassessment, monitoring (Glacier) tax paperwork for non-resident aliens, coordinating employees leave requests, coordinating with Payroll Services to resolve payroll issues, processing late pay requests, preparing postdoc new/re-appointment letter, processing new/extension H-1B visa paperwork and new/extension J-1 visa paperwork, and managing employee termination and off-boarding. The individual will report to the Sr. Research Administrative Director and work closely with the administrative team

Essential duties and responsibilities include:

• Prepares, reviews and processes a variety of payroll and personnel documents and reports for faculty, staff and students. Determines nature of transaction and the paperwork and approval process required. Makes necessary computations and gathers and provides all pertinent data, including backup documentation as needed. Identifies exceptions for special handling. Responds to questions from faculty, staff and student workers regarding payroll or personnel matters. Addresses problems and incomplete payroll and personnel paperwork with appropriate home department unit and assists in problem resolution.

• Ensures paperwork and reports are complete, accurate and appropriate, processed in a timely manner, complies with payroll and personnel policies and procedures and in accordance with governmental and agency requirements. Follows-up to ensure incomplete paperwork or inappropriate requests are addressed in accordance with established policies and procedures.

• Serves as an internal school or department contact in the research and resolution of payroll or personnel problems. Interfaces with central payroll and personnel departments to resolve problems and assist employees in obtaining information and services. Provides information to faculty, staff, and students on payroll and/or personnel policies and procedures. Responds to general inquiries, and unusual or moderately complex situations. Conveys information to employees when appropriate or refers them directly to the personnel or payroll offices. Refers complex situations or issues to supervisor.

• Coordinates recruitment and placement activities for a home department. May prepare paperwork to open positions. Reviews personnel requisition documentation to post existing or new positions prepared by departments for completeness, accuracy and appropriateness. Monitors and maintains record of number of open positions. Reviews applications to determine qualifications. Refers qualified applicants to hiring supervisor. Coordinates content and placement of employment advertising with university employment office.

• Collects and compiles information from employees and supervisors regarding complaints and grievances.

• Researches and gathers data on payroll and/or personnel information and activities. Prepares standard and ad hoc reports for management. Conducts preliminary analysis of data as needed. Completes required administrative work.

• May act as a lead to other payroll/personnel employees and/or student workers with work assignments, problem resolution and/or with special projects. Provides leadership and guidance to payroll/personnel employees and/or student workers with work assignments and/or special assignments or short-term projects as needed. Assists in training or scheduling work assignments as required.

• Monitors and tracks workers compensation and disability matters as needed. Interprets workers compensation and disability policies and procedures.

• Consults with supervisors regarding administering disciplinary action to ensure consistent application throughout the school, division, department or facility.

• Establishes, customizes and maintains electronic information systems. Maintains internal tracking system for various payroll and personnel activities. Generates reports of payroll and personnel activity as necessary.

• Drafts and/or produces correspondence, memorandums and emails based on knowledge of payroll and personnel policies and procedures.

• Tracks home department compensation budget(s) and reconciles to Account Status Reports or reviews reconciliation of Account Status Reports with budget/business personnel. Complies and analyzes data for use by others to develop or monitor the budget.

• Controls and oversees maintenance of confidential personnel files for the school, department or facility in accordance with established guidelines and policies. Sets up files for new employees. Ensures files of terminated employees are maintained. Ensures that employee and applicant records are legally

Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

The hourly rate range for this position is $26.20 to $34.74. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education: High school or equivalent Minimum Experience: 2 years Minimum Field of Expertise: Skilled in payroll or personnel processing with knowledge of applicable federal, state, local laws and regulations. Ability to establish and maintain accurate payroll and personnel records.