Payroll & Benefits Coordinator

POSITION TITLE: Payroll & Benefits Coordinator

DEPARTMENT: Business Office

SUPERVISOR: Director of Human Resources

STATUS:Full Time 

FLSA STATUS:Non-Exempt (Hourly)

HOURS OF WORK: 7:30 AM – 4:00 PM 

CLASSIFICATION: Essential

SUMMARY: The Payroll and Benefits Coordinator is responsible for the accurate and timely administration of payroll and employee benefits for faculty and staff. This position serves as a key resource for employees regarding payroll, benefits, and related policies and processes, and works closely with Human Resources, Accounting, school leadership, and external vendors. 

The Coordinator maintains accurate employee and payroll records, administers benefit enrollments and changes, supports compliance with applicable laws and regulations, and ensures that payroll and benefits processes are handled accurately, efficiently, confidentially, and with a high level of customer service.

This position requires strong attention to detail, high levels of customer service, discretion in handling confidential information, excellent organizational and communication skills, and the ability to manage recurring deadlines while responding effectively to employee needs.

ESSENTIAL RESPONSIBILITIES

Payroll Administration

• Coordinate and administer the School's biweekly payroll process from beginning to end.
• Review and process payroll changes, including new hires, salary changes, stipends, bonuses, deductions, leave, terminations, and other compensation adjustments.
• Ensure accurate and timely entry of payroll and employee information into the School's payroll/HRIS system.
• Review timekeeping records and follow up on discrepancies, missing information, or approval issues.
• Calculate and process supplemental payments, stipends, reimbursements, and other payroll-related payments as appropriate.
• Administer employee deductions, including benefits, retirement contributions, garnishments, and other authorized deductions.
• Reconcile payroll-related reports and deductions, and work with the Accounting Department to resolve discrepancies.
• Respond to employee questions regarding pay, deductions, tax withholdings, direct deposit, and payroll records.
• Maintain accurate and confidential payroll records for insurance coverage, retirement plans, and personnel transactions, such as hires, promotions, performance reviews, and terminations, in accordance with School policies and applicable legal requirements.
• Coordinate year-end payroll activities, including W-2 preparation and distribution, and other required reporting.
• Work with payroll providers and other vendors to resolve payroll issues and ensure accurate processing.
• Submit payroll invoices for payment.
• Prepare the biweekly contribution report for the defined contribution plan and transmit it to the retirement plan vendor as scheduled.

Employee Benefits Administration

• Administer the School's employee benefit programs, including medical, dental, vision, life, accidental death & dismemberment, critical illness & accident insurance, disability, flexible spending accounts, health savings accounts, retirement plans, and other employee benefits.
• Coordinate benefits enrollment for new hires and eligible employees.
• Process qualifying life event changes, benefit terminations, and other enrollment updates.
• Monitor benefit eligibility and ensure employee records accurately reflect benefit elections and status.
• Serve as a primary point of contact for employees regarding benefits questions and assist employees in understanding available options and processes.
• Work with insurance carriers, third-party administrators, brokers, and other vendors to resolve enrollment, billing, claims, and eligibility issues.
• Review benefit invoices and reports for accuracy and coordinate corrections as necessary.
• Submit benefit invoices for payment.
• Support the administration of retirement plan enrollment, employee contributions, and related processes.
• Maintain accurate benefits records and documentation.

Compliance and Records Management

• Maintain confidential and accurate personnel, payroll, and benefits records.
• Support compliance with applicable federal and state employment, payroll, and benefits requirements.
• Assist with required payroll and benefits reporting and audits.
• Maintain required documentation related to employee eligibility, benefit elections, and payroll.
• Assist with the preparation of information requested by auditors, benefit providers, consultants, and regulatory agencies.
• Monitor changes in payroll and benefits requirements and communicate relevant changes to the Director of Human Resources.

Employee Support and Customer Service

• Provide responsive, professional, and confidential service to employees regarding payroll and benefits.
• Explain payroll and benefits policies and procedures clearly and accurately.
• Assist employees with benefit enrollment, qualifying life events, and navigating vendor systems.
• Help employees navigate whom to contact for claims, coverage, or other benefit-related concerns.
• Handle sensitive employee information with discretion and maintain strict confidentiality.
• Identify recurring employee questions or process issues and recommend improvements.

Human Resources and Administrative Support

• Maintain accurate employee data in the School's HRIS and related systems.
• Ensure employee status and compensation changes are accurately and promptly reflected.
• Assist with HR projects, reporting, audits, and other initiatives as assigned.
• Develop and maintain process documentation, calendars, checklists, and procedures related to payroll and benefits.
• Participate in the ongoing improvement and streamlining of HR processes and systems.
• Perform additional duties as assigned by the Director of Human Resources.

QUALIFICATIONS

• Bachelor's degree in Human Resources, Business Administration, Accounting, Finance, or a related field preferred.
• Minimum of 3–5 years of experience in payroll, benefits, human resources, or a related administrative function.
• Experience administering payroll and employee benefits, preferably in an educational or similarly complex organization.
• Experience with an HRIS/payroll system; experience with Paycom or comparable platforms preferred.
• Strong understanding of payroll practices and employee benefits administration.
• Working knowledge of applicable federal and state payroll, benefits, and employment requirements.
• Strong organizational and time-management skills with the ability to manage multiple deadlines.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer-service skills.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office and Google.
• Ability to work independently while collaborating effectively with colleagues, school leadership, and external partners.

COMPENSATION AND BENEFITS 

We are committed to transparency and supporting our employees' well-being. For this role, we offer a competitive hourly range of $32-$34 based on experience and qualifications.

In addition to the annual salary, Gilman School offers a comprehensive benefits package that includes medical, dental, and vision insurance, as well as life insurance, critical illness and accident coverage, and both short- and long-term disability. We offer a 403 (b) retirement plan with an employer match to help you plan for the future.

 We also believe in the importance of work-life balance. Eligible employees receive paid vacation, sick leave, and winter and spring breaks as part of Gilman’s standard time‑off package. Vacation and sick leave are prorated based on hire date. At Gilman School, you'll find a supportive environment where your health, wellness, and professional development are valued.