Shared Administrative Assistant - Human Resources & Finance

Carlow University; Pittsburgh (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Tuition benefits

Health benefits

Wellness program

Fitness center access

Job summary

Carlow University seeks a Shared Administrative Assistant to support HR and Finance, handling payroll, records maintenance, and committee meeting minutes. The role provides critical internal service to employees and management, ensuring data accuracy and regulatory compliance.

The position requires meticulous attention to detail, confidentiality, and the ability to manage multiple priorities while delivering excellent service.

Qualifications

Responsibilities

• Maintain personnel and financial records.
• Process and administer biweekly payroll for all employees, ensuring accuracy and timeliness.
• Review and verify timesheets, attendance records, and payroll data prior to payroll processing.
• Enter and maintain payroll information, including new hires, terminations, salary changes, deductions, and direct deposit updates.
• Calculate wages, overtime, shift differentials, stipends and other compensation in accordance with university policies and applicable laws.
• Ensure proper withholding and deduction of taxes, benefits, garnishments, and other payroll-related deductions.
• Audit payroll registers and resolve discrepancies before final payroll submission.
• Maintain accurate payroll records and employee files while ensuring confidentiality.
• Assist with payroll tax reporting, year-end processing, annual audit, and preparation and distribution of W-2 forms.
• Reconcile payroll reports and support finance with payroll-related journal entries and account reconciliations.
• Monitor compliance with federal, state, and local wage and hour regulations.
• Generate payroll reports for management, finance, and external auditors as needed.
• Coordinate with the Office of Human Resources regarding employee status changes, benefits administration.

Job description

Position:Shared Administrative Assistant - Human Resources & Finance

Location: Pittsburgh, PA

Job Id:903

# of Openings:0

Carlow University seeks an experiencedShared Administrative Assistant -Human Resources and Finance, to provide administrative and operational support to both theOffice ofHuman Resources and Financeand AccountingOffice. This roleassistswithmaintainingpersonnel and financial records, supports payroll administration and processing, and helps ensure compliance withuniversitypolicies and applicable regulations.

TheShared Administrative Assistant -Human Resources and Financeserves as a key resource in coordinating HR and financialfunctions related topayroll support,board activities,maintainingdata accuracy, alongside delivering efficient internal support to employees and management.

A core responsibility of this role is attendance at quarterlycommitteemeetingsandtaking meeting minutes. The meeting minutes must then be reviewed and sent out tocommitteemembersona timelybasis with careful attention to deadlines.

Key responsibilities include assisting with payroll preparation and processing,maintainingemployee payroll records, tracking time and attendance data, processinginvoicesand financial transactions, reconciling records, supporting benefitsadministrationand preparing reportsand presentations, as directed. The position requires strong attention to detail, confidentiality, organizational skills, and the ability to manage multiple priorities while providing excellent customer service to internal and external stakeholders.

ESSENTIAL FUNCTIONS:

• Maintain personnel and financial records.
• Process and administer biweekly payroll for all employees, ensuring accuracy and timeliness.
• Review and verify employee timesheets, attendance records, and payroll data prior to payroll processing.
• Enter andmaintainpayroll information, including new hires, terminations, salary changes, deductions, and direct deposit updates.
• Calculate wages, overtime, shift differentials,stipendsand other compensationin accordance withuniversitypolicies and applicable laws.
• Ensure proper withholding and deduction of taxes, benefits, garnishments, and other payroll-related deductions.
• Audit payroll registers and resolve discrepancies before final payroll submission.
• Maintainaccuratepayroll records and employee files while ensuring confidentiality of sensitive information.
• Assistwith payroll tax reporting, year-end processing,annual audit,andpreparation anddistribution of W-2 forms.
• Reconcile payroll reports and supportfinance, as directed,with payroll-related journal entries and account reconciliations.
• Monitor compliance with federal, state, and local wage and hour regulations.
• Generate payroll reports for management, finance, and external auditors as needed.
• Coordinate withthe Office ofHuman Resourcesregardingemployee status changes,benefits administration

Carlow University is Devoted to....

• A culture of integrity, dignity and respect for all
• A strong commitment to social justice
• Ethical forward-thinking leadership
• Comprehensive medical, dental, vision, life & disability benefits package
• Tuition benefits for undergraduate and graduate programs
• Health Savings Account and Flexible Spending Account options
• Wellness and Employee Assistance Program
• Complimentary use of Carlow's fitness center and amenities

Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.

Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.