Overview

Job Location:
Los Angeles, CA – University Park Campus

The USC Viterbi School of Engineering seeks a Senior Payroll/Personnel Coordinator to help support approximately

3,000 faculty, staff, Postdoctoral Scholars, and student employees across a variety of academic departments, research centers, and administrative offices.

Under the direction of the Payroll Director, the Senior Payroll/Personnel Coordinator joins a team of five payroll staff to coordinate and provide a wide variety of payroll and human resources services. The position interacts with central offices such as Payroll, USCHR, Postdoctoral, Provost, and other personnel offices. This position coordinates with faculty, staff, and students to facilitate the exchange of information and to assist in resolving payroll or personnel matters and performs some assignments that are non-routine and vary in complexity with minimal direction as needed.

Job Accountabilities:

  • Prepares, reviews and processes a variety of payroll and personnel documents and reports for Faculty.
  • 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 and staff regarding payroll or personnel matters. Addresses problems and incomplete payroll and personnel paperwork with appropriate home department unit and assists in problem resolution. Has responsibility for the research, compilation and analysis of payroll data. Produces standard and ad-hoc reports.
  • Ensures paperwork and reports are complete, accurate and appropriate, and 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 liaison 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 and staff 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. Assists in interpretation of payroll policies and procedures and advises faculty and/or staff on payroll related issues. Applies appropriate local, state and federal labor law knowledge.
  • Coordinates the hiring and payroll actions for a home department. Processes and tracks late checks, expense transfers, overpayments, and the university required semester certification process. Serves as point person to department unit administrators regarding policies and procedures for Faculty, in particular the rules and regulations regarding the employment of non-resident aliens. Reviews I-9 verifications and reverifications and provides I-9 training to home department administrators.
  • 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.
  • 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 and procedurally correct in regards to data required and record retention.
  • May act as a mentor to other payroll/personnel employees with work assignments, problem resolution and/or with special projects.
  • Completes other duties as assigned.

The right candidate demonstrates impeccable ethics and collegiality, and promotes an environment that fosters inclusive relationships and upholds principles of the USC Integrity and Accountability Code.

Minimum Qualifications:

  • Education: High school or equivalent
  • Experience: 3-8 years
  • Expertise: Payroll services experience. Demonstrated interpersonal and communication skills.

Preferred Qualifications:

  • Bachelor’s degree with two years of experience. Previous experience with Workday or other SAAS HR systems.
  • Experience with Visas and various work status situations. Strong familiarity with MS Office software, in particular Excel. Experience in data entry with 10 key accuracy.
  • Strong analytical and mathematical skills. Ability to set priorities to complete assignments in a timely manner in the face of changing priorities, fluctuating workload, and frequent interruptions. Ability to work with minimal direction and independently problem solve to resolution.
  • Excellent written and oral skills as well as excellent organizational skills. Ability to maintain strict confidentiality for sensitive and priority information. Strong political acumen.

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USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at [email protected].  Inquiries will be treated as confidential to the extent permitted by law.

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