HR Coordinator (Payroll, Visa and Personnel Liaison)

University of Colorado Boulder; Boulder (CO); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

Relocation funds

Hybrid work model

Job summary

JILA at CU Boulder invites applications for an HR Coordinator to provide specialized departmental administrative support for payroll, international personnel and immigration processes, and employee personnel administration. The role ensures accurate payroll processing, coordinates visa-related activities, and administers routine personnel actions in a university setting.

CU Boulder is an Equal Opportunity Employer and values diversity.

Qualifications

• Bachelor's degree required.
• 1+ years HR or administrative experience.
• Experience with payroll actions and reconciliation.
• Experience with HR leave systems and/or PeopleSoft preferred.

Responsibilities

• Payroll administration, monitoring and reconciliation.
• Coordinate visa/immigration processes for international personnel.
• Coordinate personnel actions like hires, transfers, and terminations.
• Maintain confidential employee records and onboarding/offboarding processes.
• Provide HR support to supervisors and department leadership.

Skills

Attention to detail

Strong communication

Interpersonal skills

MS Word

Excel

Outlook

MS Teams

SharePoint

Payroll coordination

Education

Bachelor's degree

Tools

PeopleSoft

Job description

Job Summary

JILA at CU Boulder invites applications for an HR Coordinator! Thisrole provides specialized departmental administrative support forJILA payroll, international personnel and immigration-relatedprocesses, and employee personnel administration. This positionensures accurate and timely payroll processing and reconciliation;coordinates immigration and visa-related activities forinternational faculty, staff, students, scholars, and/or visitorsin collaboration with CU Boulder International Student and Scholar Services (ISSS); and administers routine personnel actions andrelated departmental processes. The Coordinator serves as a departmental resource for employees and supervisors regardingpayroll, immigration/visa processes, personnel transactions, andassociated university requirements.

CU is an Equal Opportunity Employer and complies with allapplicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

JILA is a joint institute of the University of Colorado Boulder and the National Institute of Standards and Technology (NIST) located on the beautiful CU Boulder main campus at the base of the Rocky Mountains. Led by the roughly 30 research Fellows, JILA supports eclectic and innovative research programs that foster creative collaborations. The wide-ranging interests of our scientists have made JILA one of the nation's leading physical sciences research institutes. JILA has a total annual budget of $50 million, with 297 members (including faculty, staff, students, and postdoctoral researchers).

JILA offers a uniquely collaborative and mission-driven environment. The institute has a strong culture of intellectual curiosity, community, and inclusiveness, which provides a meaningful and engaging workplace.

What Your Key Responsibilities Will Be

Payroll Administration & Reconciliation

• Primary responsibility for administering, monitoring,reconciling, and resolving departmental payroll activities.
• Administers departmental payroll processes and ensures accurateand timely completion of payroll-related activities.
• Reviews payroll transactions, payroll registers, and employeecompensation information for accuracy.
• Enters payroll expenditures into departmental financialrecords.
• Identifies discrepancies in salary, wages, stipends, benefits,funding distributions, and other payroll-related charges andcoordinates corrective action.
• Coordinates payroll corrections and adjustments with CU BoulderHuman Resources, payroll/HR service centers, employees,supervisors, and other appropriate campus offices.
• Monitors employee appointments, FTE, salary rates, fundingdistributions, appointment dates, and other information affectingpayroll.
• Reviews and coordinates timekeeping, leave reporting, and otherpayroll-related records as appropriate.
• Assists employees and supervisors in resolving routine payrollquestions and problems.
• Maintains appropriate payroll documentation and records inaccordance with federal, university, and departmentrequirements.
• Ensures payroll activities follow applicable universitypolicies, procedures, due dates, and requirements.
• As required, enters changes associated with sponsored projects,grants, contracts, or other restricted funding.
• Identifies recurring payroll problems and recommends processimprovements.

International Personnel, Visa & Immigration Administration

• Coordinates departmental visa-related processes forinternational employees, scholars, visitors, and/or otheraffiliated individuals.
• Serves as the department's primary administrative contact forinternational personnel and visa-related matters.
• Acts as liaison between JILA and centralized CU Boulderoffices; coordinates visa and immigration processes, workingclosely with CU Boulder International Student and Scholar Services(ISSS) and CU Human Resources (HR).
• Collects, reviews, organizes, and submits requireddocumentation for international personnel and visitors.
• Tracks visa, appointments, and authorization timelines anddeadlines.
• Monitors expiration dates and initiates renewal or extensionprocesses as appropriate.
• Supports onboarding and appointment processes for internationalemployees, scholars, and visitors.
• Ensures departmental actions are consistent with ISSSrequirements and applicable university procedures.
• Maintains accurate and confidential departmental recordsrelated to immigration and visa matters.
• Communicates requirements, deadlines, and proceduralinformation to international personnel and JILA leadership.
• Identifies potential compliance issues and raises them to ISSSor appropriate university offices.
• Coordinates changes in employment, appointments, funding, FTE,or other circumstances that may affect status orauthorization.
• Provides routine guidance to department personnel regardingdepartmental procedures and ISSS requirements, while referringsubstantive immigration/legal questions to ISSS or otherappropriate authorities.

Personnel Administration & Departmental HR Support

• Coordinates personnel actions including hires, transfers,changes in appointment, compensation changes, performance bonuses,funding changes, leaves, and terminations.
• Coordinates required documentation and approvals for personneltransactions.
• Maintains accurate employee and position records.
• Coordinates onboarding and offboarding activities for assignedjob classifications.
• Assists supervisors and JILA leadership with routine personnelprocesses and requirements.
• Coordinates employee information changes with CU Boulder HR andother appropriate campus offices.
• Monitors appointment periods and identifies upcomingexpirations or required actions.
• Maintains confidential personnel documentation in accordancewith university policies and applicable privacy requirements.
• Develops and maintains procedures, checklists, and referencematerials for recurring personnel processes.
• Performs other departmental administrative duties related to personnel and employee operations.

What You Should Know

This position offers a hybrid work modality with 1 day of remote work per week.

What We Can Offer

• The annual salary range for this full-time position is $55,000-$65,000. Some relocation funds are available for eligible candidates.

Benefits

At the University of Colorado Boulder , we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County’s largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. In fact, CU Boulder has been named one of Forbes' America's Best Large Employers, ranking #4 among large employers in Colorado and #28 among universities nationwide. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be creative. Be impactful. Be Boulder.

What We Require

• Bachelor's degree and 1+ years of relevant professional experience
• An equivalent combination of education and/or experience may substitute

What You Will Need

• Attention to detail and ability to organize and prioritize tasks
• Ability to communicate clearly and positively with a variety of people
• Strong interpersonal skills
• Excellent communication skills both verbally and in writing
• Proficient in Microsoft Word, Excel, Outlook and familiar with MS Teams and SharePoint

What We Would Like You to Have

• Experience with HR leave systems and/or PeopleSoft
• 1+ years of experience administering payroll actions and coordinating with finance and accounting functions
• Familiarity with accounting and budget principles and how payroll and visa actions impact overall finance and projections
• Experience coordinating or being responsible for visa processes for international employees working in the U.S.
• Experience developing and presenting reports for a leadership audience
• Experience in an administrative support role at a higher education institute

Essential Services

This position is designated “essential/critical services.” The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man-made event) and report to work for regularly assigned shifts during emergency campus closures.

Posting Contact Information

Boulder Campus Human Resources

[e-mail]