Senior Payroll Coordinator

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.