Payroll Administrator

Harvey Mudd College

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Job Posting Title:

Payroll Administrator

Job Description:

Position Summary:

The Payroll Administrator performs a broad range of responsibilities that vary in complexity in support of services, programs, and functions for the Office of Human Resources. Responsibilities are varied and include administration of student employment, exempt and non-exempt payroll; auditing payroll and recordkeeping; and Workday Time Tracking and Absence Management system user support and troubleshooting.

Responsibilities are performed independently under general supervision of the Senior Director for Human Resources, and involve planning, strong organization skills, diplomacy, attention to detail, and initiative. The position requires the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. Duties and responsibilities are varied and confidential in nature. Knowledge of the organization and the College’s policies and procedures is essential. The Administrator interacts with a broad array of constituencies that include students, alumni, faculty, staff, The Claremont Colleges Services (TCCS), and other Claremont Colleges.

Duties and Responsibilities:

Student Employment, Exempt and Non-Exempt Payroll Administration

  • Coordinate the student employment program and oversee the recruitment and payroll processing for student employees. 
  • Process student employees, exempt and non-exempt staff payroll, in coordination with TCCS, which includes the review of online timecards and approvals for timeliness and accuracy; final sign-off of timecards; researching errors and submitting special payments; accurately entering student, exempt and non-exempt staff payroll changes in the payroll system; and ensuring compliance with federal and state labor laws and regulations.
  • Assist department managers and payroll processors with resolving problems and errors; support new and current department payroll processors on effective use of the payroll system, policies and regulations, and procedures for payroll.
  • Serve as the primary point of contact for Workday Time Tracking and Absence Management system, user support and troubleshooting issues regarding all areas of payroll, time and attendance.
  • Review and audit payroll data and make corrections in collaboration with other Human Resources staff.
  • Run various reports to audit records and in response to data requests.
  • Troubleshoot issues with the Workday Time Tracking and Absence Management system.
  • Collaborate with other colleges in identifying and resolving issues and sharing best practices.
  • Attend HR/Payroll System update meetings with representatives from TCCS.
  • Respond to requests for employment verifications of student employees.
  • Maintain the student payroll website.
  • Manage the Special Payment Authorization (SPA) function as needs arise on campus for terminations or special assignments. 
  • Performs other duties as assigned.

General Administrative Support:

  • Assist with special projects and functions as required.
  • Maintain and organize electronic files.
  • Process and initiate payments of the College Rideshare program.
  • Work collaboratively with staff members in Human Resources in the delivery of services.
  • Participate in departmental staff meetings and attend other meetings as required.
  • Performs other duties as assigned.

Required Knowledge, Skills and Abilities:

  • Knowledge of working with an HRIS system and timekeeping system to process payroll. 
  • Knowledge of employment and labor laws and regulations, especially those related to payroll and compensation, and the knowledge and ability to assess programs, services, and policies to ensure compliance.
  • Proficient in Excel including the ability to navigate complicated spreadsheets with a high degree of accuracy.
  • Proficient with word processing software (MS Word) and experienced in using various other software and spreadsheet programs; skilled in entering data accurately.
  • Excellent oral and written communication skills; ability to write legibly, spell accurately and proofread documents. 
  • Bilingual ability (English/Spanish) is desirable.
  • Ability to sort and file alphabetically and by project or subject-related heading. Research files and select relevant information from a variety of sources and documents.
  • Ability to compose written correspondence and reports from source and semi-finished materials.
  • Ability to work collaboratively with management, staff, customers, and other campus constituents.
  • Ability to function in a team environment and to work independently.
  • Highly organized with the ability to handle confidential material with discretion.
  • Detail-oriented, organized, flexible and able to prioritize and manage multiple projects and assignments with competing deadlines.

Required Qualifications:

Education: Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in business administration; or a combination of education, training and relevant experience that provides the required knowledge, skills and abilities of the position.

Experience: Increasingly responsible related payroll experience. 

Preferred Qualifications:

  • Experience in processing payroll.
  • Experience in Human Resources.
  • Experience with Workday Time Tracking and Absence Management system..
  • Experience in higher education or a non-profit organization. 
  • Possess and maintain a Human Resource or Payroll certification.

Physical Requirements: 

While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


The regular office hours are 8:00a.m. to 5:00p.m. Monday – Friday. Occasional evening and weekend hours may be needed due to the needs of the department or College.


This is an exempt, full-time, benefits-eligible position.


The anticipated starting salary is $66,560 per year. Salary will be commensurate with qualifications and experience. 


Reports to the Senior Director for Human Resources.

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified. 

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