Department: Law Administration Salary/Grade: NEX/11
The Payroll Support Specialist assists with the payroll activities for the Law School’s staff and student communities. Key responsibilities include hiring temporary employees, research staff, and students; maintaining employee records; and establishing and documenting best practices. A typical day includes processing payroll transactions, managing the department email inbox, providing guidance about payroll procedures, liaising with central units, and troubleshooting process or policy-related issues.
A strong performer in this role will be extremely detail-oriented, analytically minded, reliable, resourceful, and patient; able to pivot quickly and adjust plans to respond to unanticipated requests; interested in troubleshooting and problem-solving; adept at communicating clearly and concisely with diverse audiences and also have a high level of energy for procedural tasks such as completing forms, manually tracking information, and managing files.
Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility—and our institutional values—to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.
Administer staff, student, and non-student temporary employee payroll activities. Ensure completion of payroll steps based on position type.
Process appointment/positions forms, salary adjustments, student awards and stipends, additional pays, and termination paperwork.
Serve as the liaison between staff/students, central payroll contacts, and other key players to troubleshoot and resolve issues.
Maintain payroll data tracking spreadsheets. Compile information and provide reports as requested.
Run established department queries to answer questions and respond to department needs, and to ensure compliance and accuracy of payroll records.
Approve all student temporary timecards in Kronos and ensure compliance with timekeeping policies and procedures; communicate with students as needed to resolve discrepancies.
Identify and investigate any issues with posted wages, to be remedied via payroll correction journals or other solutions as appropriate.
Regularly check the Law School’s suspense chart string. If there are charges, work closely with department contacts to clear and reconcile the chart string.
Information Management and Compliance
Manage payroll-related information for staff, student, and temporary personnel files.
Adhere to internal controls and ensure compliance and accuracy in payroll/timekeeping, DCFS laws, sexual harassment trainings, COI disclosures, etc.
Complete employment verification documents for current and former staff and student employees.
Pursue opportunities for enhanced efficiency in maintaining and processing staff and student information.
Administration and Communication
Foster a service-oriented approach to the student employment experience. Communicate with students regarding hiring policies, procedures, and other general information.
Manage high-volume Law HR email inbox. Respond to all inquiries and elevate issues as necessary.
Support University Position Management process as it relates to student employee populations. Help draft request forms and check completed forms for accuracy. Maintain awareness of approved student and temporary jobs as a function of the payroll/hiring process.
Assist with implementation of Law School HR initiatives and provide administrative support as needed.
Provide administrative support to the staff salary planning process. Run established queries, work with data sets, input data in system, and prepare staff letters.
Run established queries and compile data in support of ABA/US News annual reporting, as well as internal reporting activities such as student wage reports.
Run ad hoc reports as requested.
Provide back up support to Faculty Affairs Team.
Stay abreast of University policies and procedures regarding payroll and maintenance of employee information.
Occasionally assist with the completion of departmental expense reports and other accounts payable matters.
A high school diploma or equivalent required.
3-5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Proficient in Microsoft Word, Excel, Outlook, and Teams
Experience using Zoom or other remote communication systems.
Experience tracking high volumes of detailed information and navigating large information sets
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to meet multiple deadlines.
Ability to effectively communicate with diverse audiences in a variety of situations.
Knowledge of (or ability to learn and apply) payroll principles and practices.
Excellent customer service skills, including patience, attentiveness, and clarity.
Ability to maintain high level of attention to detail and organization in an environment where distractions are commonplace and multi-tasking is often required.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 40900
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.