Human Resources and Payroll Coordinator

HR & Payroll Coordinator

Summary

The HR & Payroll Coordinator provides day-to-day administrative support for Human Resources and payroll operations at Covenant College. The position coordinates payroll processes for faculty, staff, and student employees and supports HR administration across the employee lifecycle, including recruiting, onboarding, employee changes, HR systems, recordkeeping, benefits and leave administration, and offboarding.

The position serves as a first point of contact for routine HR and payroll questions and works closely with employees, supervisors, the HR Operations Administrator & Student Employment Manager, Finance, and the College's Payroll partner to ensure HR and payroll processes are completed accurately, consistently, and on time.

The HR & Payroll Coordinator provides information and assistance regarding established HR processes and refers employee relations, performance, leave, accommodation, compliance, policy interpretation, and other matters requiring specialized HR guidance to the appropriate Payroll partner or Covenant HR resource. The position also helps reinforce the College's mission, values, community standards, and service-oriented culture through professional and consistent HR support.

Essential Job Functions

Payroll Coordination & Administration

• Coordinate payroll preparation for faculty, staff, and student employees in partnership with the College's Payroll partner and Finance.
• Monitor payroll timelines and follow up with faculty, staff, student employees, and supervisors regarding missing or incomplete timecards, approvals, and other payroll information.
• Review timekeeping and payroll information for completeness and accuracy and coordinate corrections as needed.
• Process payroll changes and adjustments, including compensation changes, supplemental earnings, one-time payments, deductions, retirement withholdings, and recurring payroll changes.
• Prepare and submit payroll information for processing and assist with reviewing payroll registers and reports for accuracy prior to final approval.
• Research and coordinate resolution of routine payroll discrepancies and employee payroll questions with the College's Payroll partner.
• Maintain accurate payroll records and documentation and support payroll-related audits and reporting.

HR Administration & Employee Records

• Process employee lifecycle transactions, including new hires, transfers, promotions, compensation changes, supervisor changes, department changes, cost center updates, work location changes, and separations.
• Maintain accurate employee information within HRIS, payroll, timekeeping, applicant tracking, and related systems.
• Maintain complete, accurate, and organized employee records and HR documentation.
• Assist with HR reporting, compliance tracking, training records, audits, and other documentation requirements.
• Identify missing documentation, data discrepancies, or incomplete transactions and coordinate appropriate follow-up.
• Support HR data processes and system-related administrative tasks as assigned.

Recruiting, Onboarding & Offboarding

• Coordinate administrative recruiting activities for faculty and staff positions, including posting approved positions, maintaining applicant information, candidate communication, and interview scheduling.
• Support hiring managers with applicant tracking system processes and routine recruiting administration.
• Coordinate new-hire documentation and onboarding activities for faculty and staff.
• Launch electronic onboarding and monitor completion of required onboarding activities.
• Complete Form I-9 verification and administer E-Verify requirements.
• Process routine employee changes and coordinate offboarding and separation documentation.
• Provide backup support for student employment onboarding and offboarding as needed.

Employee & Supervisor Support

• Serve as a first point of contact for routine questions related to payroll, timekeeping, HR systems, onboarding, employee records, and established HR processes.
• Provide employees and supervisors with information regarding established HR procedures and direct them to the appropriate resource when additional assistance is needed.
• Gather basic information regarding employee or supervisor questions and connect them with the appropriate Payroll partner resource when specialized HR guidance is required.
• Coordinate administrative follow-up and documentation with the Payroll partner as needed.
• Refer employee relations, performance, leave, accommodation, compliance, policy interpretation, and other sensitive or higher-risk matters to the appropriate PEO or HR resource or College leadership.
• Provide timely, professional, and service-oriented support while maintaining confidentiality of employee information.

Benefits, Leave & Workers' Compensation Administration

• Assist employees with routine benefits questions and connect employees with appropriate Payroll partner resources.
• Support administrative processing and tracking related to benefits, leave, accommodations, and other employee programs.
• Monitor required documentation and follow-up associated with leave and benefits processes.
• Provide administrative support for workers' compensation, including injury documentation, communication, recordkeeping, and coordination with supervisors, the Payroll partner, or insurance resources.
• Maintain related records and documentation.

HRIS & HR Technology Administration

• Support day-to-day administration of HRIS, payroll, timekeeping, applicant tracking, and related HR systems.
• Enter and maintain employee data and ensure changes are accurately reflected across applicable systems.
• Assist employees and supervisors with routine system questions and troubleshooting.
• Coordinate with the Payroll partner or other system providers to resolve administrative or system issues.
• Identify data inconsistencies or system issues and coordinate appropriate correction or escalation.

Coordination with HR Operations Administrator & Student Employment Manager

• Coordinate closely with the HR Operations Administrator & Student Employment Manager on student employment activities that affect payroll and HR administration, including new hires, job changes, terminations, timekeeping issues, employment eligibility, and recordkeeping.
• Provide backup administrative support for selected student employment processes as needed.
• Assist with HR administrative activities that support the effective operation of the student employment program.

Collaboration, Culture & Operational Support

• Coordinate with the College's Payroll partner regarding payroll, benefits administration, HR systems, and other HR processes.
• Support implementation of HR policies, employee communications, compliance practices, and process changes.
• Support onsite meetings and training sessions with the College's Payroll partner or other external partners.
• Help foster a respectful, mission-aligned, and service-oriented workplace through professional HR support and consistent application of established processes.
• Support HR projects, audits, training logistics, employee communications, and other departmental activities as assigned.
• Identify opportunities to improve the accuracy, consistency, or efficiency of administrative HR and payroll processes.

Core Competencies

Mission Alignment - Ability to model and reinforce Covenant College's Christ-centered mission, Reformed identity, and community standards through professional HR service and employee support.

HR & Payroll Administration - Knowledge of basic HR and payroll processes and ability to accurately administer recurring HR transactions and documentation.

Employment & Payroll Compliance Knowledge - Knowledge of basic employment and payroll-related requirements, including wage and hour/FLSA, timekeeping, payroll deductions, I-9/E-Verify, and other compliance requirements applicable to the role.

Attention to Detail & Accuracy - Skill in reviewing employee data, payroll information, HR records, and documentation with a high degree of precision and accuracy.

Technology & Systems Proficiency - Skill in effectively using HRIS, payroll, timekeeping, applicant tracking, and related HR systems.

Customer Service - Ability to provide responsive, professional, and courteous assistance to employees, supervisors, and campus partners.

Communication - Skill in listening and communicating clearly and professionally, both verbally and in writing.

Organization & Time Management - Ability to organize work, manage multiple priorities, and consistently meet recurring payroll and HR deadlines.

Adaptability & Change - Ability to adjust to changing priorities, processes, and circumstances while maintaining effectiveness, accuracy, and a positive approach to change.

Confidentiality - Ability to appropriately handle sensitive employee, payroll, and organizational information.

Judgment - Ability to recognize when an HR question or situation requires additional guidance and refer the matter to the appropriate resource.

Working Conditions

This role is expected to be performed on campus in a professional office environment, generally during the College's standard hours of operation for full-time staff (Monday through Friday, 8:00 a.m. to 4:30 p.m.). The position requires frequent interaction with employees, supervisors, Finance, Human Resources, and external partners such as the College's Payroll partner. Travel is generally not required for this position. The role routinely uses standard office equipment such as computers, phones, printers, and scanners for most of the workday.

Physical Demands

This position requires extended periods of sitting or standing, including the ability to remain in a standing or stationary position for at least 50% of the workday. The role involves regular computer use and frequent verbal communication, and the employee must be fluent in English. Occasional lifting of office materials or supplies up to 20 pounds may be required, along with regular use of standard office equipment throughout the workday.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Organizational Management, or a related field, or an equivalent combination of education and relevant experience.
• Two or more years of experience in Human Resources, payroll, benefits administration, HR operations, or a related role involving employee data, payroll, or HR process administration.
• Experience supporting payroll processing or timekeeping administration.
• Experience using HRIS, payroll, timekeeping, applicant tracking, or related business systems.

Preferred

• Experience working with a PEO, payroll provider, or outsourced HR service.
• Experience in higher education, nonprofit, ministry, or another service-oriented environment.

Faith & Mission Alignment

• Acceptance of and commitment to Jesus Christ as Savior and Lord.
• Commitment to the mission and purpose of Covenant College.
• Ability to support the College's Christian mission and community standards through professional HR service, communication, and conduct.
• Ability to assent to Covenant College's Staff Commitments.