Human Resources & Payroll Specialist

Chatham Hall; Chatham (VA); On-site; USD 60,000 - 70,000; Part time

Benefits offered by this job

Medical, dental, and vision insurance

403(b) retirement plan

Paid vacation and holidays

Tuition remission (where applicable)

Job summary

Chatham Hall is seeking a Human Resources & Payroll Specialist to manage daily payroll, employee records, benefits, onboarding, and HR compliance for a boarding school community. This role requires strong attention to detail and service-minded interaction with faculty and staff.

Responsibilities include payroll processing for multiple employee groups, HRIS management, and ensuring regulatory compliance, with emphasis on accuracy, confidentiality, and collaboration across departments.

Qualifications

• Associate's degree required; Bachelor's preferred.
• Minimum 3–5 years of payroll and HR experience.
• Experience with HRIS and payroll software.
• Excellent organizational and communication skills.

Responsibilities

• Administer day-to-day payroll for faculty and staff, ensuring accuracy and compliance.
• Oversee HR processes: onboarding, records management, and policy updates.
• Manage benefits administration and open enrollment activities.
• Ensure compliance with FLSA, FMLA, ADA, and state regulations.
• Support salary reviews, job records, and payroll reporting.

Skills

Payroll processing

HRIS

Benefits administration

Onboarding

Compliance

Employee records

Excel

Customer service

Communication

Education

Associate's degree

Bachelor's degree preferred

Tools

HRIS software

Payroll software

Job description

Posted: 20-Jul-26

Location: Chatham, Virginia

Type: Contract

Salary: $60,000-70,000

Categories

Human Resources/Payroll

Preferred Education

4 Year Degree

Chatham Hall seeks talented faculty and staff who put students at the center of their practice. We seek to attract faculty and staff who thrive on being fully engaged in our boarding school community and are committed to each girl’s intellectual, social and emotional well being. The most successful candidates see opportunities before problems, relish innovation and iteration, listen to learn, and thrive in a collaborative boarding school community. Chatham Hall lives our mission: Equipping curious thinkers to lead bold lives of impact. Our Episcopal faith tradition means we are fully committed to fostering a diverse faculty and student body.

Position Summary

The Human Resources & Payroll Specialist is responsible for administering the day-to-day human resources and payroll functions for the School. This position serves as the primary contact for payroll processing, employee records, benefits administration, onboarding, and HR compliance while providing exceptional customer service to faculty and staff. The Human Resource & Payroll Specialist plays a vital role in supporting a positive workplace culture and ensuring compliance with federal, state, and local employment laws.

Essential Duties And Responsibilities

Payroll Administration

• Process semi-monthly payroll accurately and on schedule for all faculty, staff, coaches, and seasonal employees.
• Maintain payroll records and employee earnings, deductions, taxes, and garnishments.
• Review and reconcile payroll reports prior to processing.
• Process new hires, salary changes, stipends, supplemental pay, bonuses, and terminations.
• Coordinate payroll tax reporting and year-end processing, including W-2 preparation.
• Maintain payroll records in compliance with federal and Virginia regulations.
• Reconcile payroll accounts with the general ledger.
• Respond to employee payroll questions in a timely and confidential manner.
• Coordinate with business office colleagues regarding payroll allocations and reporting.

Human Resources Administration

• Administer the employee lifecycle including recruitment support, onboarding, orientation, employment changes, and offboarding.
• Maintain personnel files and HRIS records in compliance with applicable laws.
• Process employment verification requests.
• Coordinate background checks, reference checks, and required pre-employment screenings.
• Track required employment documentation, certifications, and licenses.
• Maintain employee handbook updates and HR policies.
• Assist with annual contract issuance and employment agreements.
• Prepare HR reports and workforce metrics as requested.
• Support employee engagement and recognition initiatives.
• Support managers with training on supervision and provide personnel related templates

Benefits Administration

• Administer employee benefits including:
• Health insurance
• Dental and vision insurance
• Life insurance
• Retirement plans (403(b))
• Flexible Spending Accounts
• COBRA administration
• Coordinate annual open enrollment.
• Assist employees with benefit questions and enrollment changes.
• Reconcile monthly insurance invoices.
• Coordinate leave administration including FMLA, ADA accommodations, and paid leave programs.

Compliance & Risk Management

• Ensure compliance with:
• Fair Labor Standards Act (FLSA)
• Family and Medical Leave Act (FMLA)
• Americans with Disabilities Act (ADA)
• Title VII
• Virginia employment regulations
• I-9 Employment Eligibility Verification
• E-Verify (if applicable)
• Maintain OSHA-related personnel records as required.
• Ensure confidentiality of all employee information.
• Support audits and accreditation requests.
• Assist with workers' compensation claims administration and annual audit.

Additional Responsibilities

• Assist with annual salary and compensation updates.
• Coordinate employee training records.
• Support performance evaluation processes.
• Assist with faculty housing payroll implications and taxable benefits.
• Support HR initiatives that promote diversity, equity, inclusion, and belonging.
• Participate in Business Office projects as assigned.
• Maintain professional relationships with external vendors and benefit providers.
• Perform other duties as assigned.

SUPERVISOR AND DIRECT REPORTS

Reports to the Chief Financial Officer. This position has no direct reports.

Qualifications

Education

• Associate's degree required.
• Bachelor's degree in Human Resources, Business Administration, Accounting, or related field preferred.

Experience

• Minimum of 3–5 years of payroll and human resources experience.
• Experience processing payroll for 50+ employees preferred.
• Experience in independent schools, higher education, or nonprofit organizations preferred.
• Experience with HRIS and payroll software.
• Experience with benefits administration.

Knowledge, Skills, And Abilities

• Thorough understanding of payroll processing and payroll tax regulations.
• Knowledge of Virginia employment law and federal labor regulations.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to maintain strict confidentiality.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Advanced Microsoft Office skills, particularly Excel.
• Ability to work independently while collaborating across departments.

Preferred Certifications–the ideal candidate will have at least two of the following

• SHRM Certified Professional (SHRM-CP)
• Professional in Human Resources (PHR)
• Certified Payroll Professional (CPP)

Physical Requirements

• Ability to sit for extended periods.
• Ability to use standard office equipment.
• Occasionally lift up to 15 pounds.

Compensation & Benefits

The School offers a competitive salary commensurate with experience and a comprehensive benefits package that may include:

• Medical, dental, and vision insurance
• Life and disability insurance
• 403(b) retirement plan with employer contribution
• Paid vacation, sick leave, and holidays
• Professional development opportunities
• Tuition remission (where applicable)

Equal Employment Opportunity

The School is an Equal Opportunity Employer and is committed to building a diverse and inclusive community. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Other Information

This administrative position is full time (12 month/37.5 hours per week) and benefits eligible. Normal hours of work are 8:30 a.m. to 4:30 p.m. This position is based in an office environment within a residential boarding school campus. Occasional evening or weekend work may be required during payroll processing, open enrollment, orientation, graduation, or other school events.

Work Environment

Chatham Hall is a boarding school for girls, grades 9-12. Smaller by design, our legacy as an Episcopal all-girls school means we are guided by our mission and values. Our approach to personalized learning gives girls many opportunities to pose questions and seek solutions. Committed to each girls academic and social wellbeing, faculty and staff commit to being fully involved in the life of the school: attending events, eating in the dining room, coming to know students both in the classroom and beyond. Located in the heart of rural Virginia on 365 acres, the work environment is family-friendly. Our curricular philosophy emphasizes interdisciplinary and experiential learning and encourages girls to apply what they learn. Collaboration and reflective practice are key aspects of Chatham Hall pedagogy. The school is fully committed to attracting and retaining a culturally diverse faculty and student body.

This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

About Chatham Hall

Chatham Hall, an all girls boarding and day school in Southern Virginia, seeks a dynamic, collaborative advancement professional to grow its fundraising programs and manage relationships with key constituents and groups, all in support of the school’s strategic priorities. ABOUT CHATHAM HALL: A leader in all girls education, Chatham Hall inspires integrity, academic excellence, and global perspectives in tomorrow's leaders. Its signature academic, community, and athletic programs provide comprehensive preparation for college and for productive lives. Now in its 125th year, Chatham Hall is grounded in Episcopal heritage and includes a vibrant extended community of more than 3,000 alumnae plus dedicated families and friends. The school is located on a 360-acre campus in Chatham, Virginia, within driving distance of Greensboro, Raleigh, Durham, Chapel Hill, Lynchburg, Roanoke, and Charlottesville.