Student Employment and Payroll Coordinator

Lawrence University; Appleton (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Lawrence University seeks a Student Employment and Payroll Coordinator to manage day-to-day payroll operations for the university's student workforce. You will serve as the expert on the student employment lifecycle, from onboarding through employment changes, payroll, compliance, and offboarding, supporting hiring managers and students alike.

Responsibilities include coordinating the student employment lifecycle, generating payroll reports, ensuring policy compliance, and handling

Qualifications

• Must have HS diploma; associate degree preferred.
• Payroll experience preferred and knowledge of payroll regulations.
• Proficient with MS Word, Excel, PowerPoint; HRIS familiarity.
• Strong organizational, communication, and confidentiality skills.

Responsibilities

• Coordinate all aspects of student employment lifecycle with supervisors.
• Serve as primary contact for student employees and supervisors on payroll questions.
• Maintain payroll records, generate reports, and ensure compliance with policies.
• Process onboarding, employment changes, and offboarding for domestic and international students.
• Audit and track payroll activities, tax withholdings, and direct deposits.
• Assist with W-2 and year-end tax filings as needed.
• Communicate requirements; provide training or presentations when needed.
• Monitor I-9, I-20, DS-2019 and visa documents to maintain work eligibility.

Skills

MS Word

Excel

PowerPoint

HRIS

Attention to detail

Customer service

Multicultural competency

Team collaboration

Adaptability

Education

High School diploma

Associate degree preferred

Tools

HRIS database

Job description

Reports to: AVP -Human Resources
Location: 1025 Administrative Building

The Student Employment and Payroll Coordinator is a full-time position that will be responsible for the day-to-day payroll operations of university student employment. This position’s principal role is to serve as the primary expert on the student employment lifecycle, from onboarding through employment changes, payroll, compliance, and offboarding of our domestic and international student workforce. This role serves as a central resource for student employment by understanding workforce needs, guiding payroll processes, and ensuring compliance with institutional and regulatory requirements. In addition, this position performs key administrative functions such as maintaining records, coordinating processes, communicating policies, and serving as the primary point of contact to support a consistent, high-quality experience for both hiring managers and student employees. The Student Employment and Payroll Coordinator provides frontline operational support to student employees, student supervisors, and campus partners, responds to inquiries, assists with navigating student employment and payroll processes, and resolves routine issues and escalates more complex issues to the appropriate authority.

Responsibilities And Duties

• Coordinate all aspects of student employment lifecycle. This includes collaborating with student supervisors on student job requests, developing and providing necessary communications, presenting at meetings, and serving as a point of contact for both students and student supervisors.
• Serve as a primary point of contact for student employees, student supervisors, and campus partners regarding student employment and payroll-related questions; provides guidance, resolve routine issues, and escalates complex matters as appropriate.
• Helps ensure a smooth and positive experience for both student managers and student employees by fostering effective collaboration, clear communication, and timely follow-up.
• Develop and maintains payroll specific reports, databases, and/or records to support accurate reporting, and compliance with established policies, procedures, and legal requirements and regulations.
• Audit and track required student employment and payroll activities, including onboarding, offboarding, background checks, employment eligibility, and other required steps, to ensure completion, accuracy, and compliance with university policies and applicable regulations.
• Maintain accurate and up-to-date student employment records and understand the varying requirements associated with student positions across university departments.
• Enter, review, and process a high volume of student employment hiring, job changes, and other HR actions in the system, ensuring accuracy and compliance with university policies and employment rules.
• Guide students and student supervisors through the employment onboarding process, helping ensure required employment documentation and procedures are completed accurately and within established timelines.
• Coordinate student employment/work study reporting requirements.
• Maintain necessary documentation for payroll records such as tax withholdings and direct deposits.
• Assist with the processing of W2s and 1042-S year-end filing as needed.
• Ensure accuracy and adherence to all payroll policies and procedures.
• Communicate student employment, payroll, and procedural requirements to students, student supervisors, and campus partners, including providing training or presentations when needed.

International Student Employee Compliance

• Verify and track work eligibility for F-1 and J-1 students, ensuring they do not exceed work hour limits during academic terms.
• Support international students in obtaining Social Security Numbers (SSN) by providing the necessary employment verification letters.
• Work with the Payroll Manager to identify students eligible for tax treaties and ensure correct tax withholding (Tax Navigator, GLACIER or similar software management).
• Maintain a rigorous tracking system for expiring I-9 Forms, I-20s, DS-2019, Passports, and Visas to ensure continuous work authorization.
• Audit and monitor international student employment records and required documentation to identify upcoming expirations or compliance issues and coordinate appropriate follow-up.
• Communicate employment eligibility requirements and procedural information to international students and student supervisors as needed.

Required

KNOWLEDGE , SKILLS , AND ABILITIES REQUIRED

• Proficient computer skills including MS Word, Excel, and Power Point.
• Prior experience with an HRIS database is strongly preferred.
• Exceptional organizational, prioritization, problem solving, attention to detail and follow-up skills.
• Ability to maintain confidentiality of sensitive information.
• Strong customer service skills, with demonstrated ability to work effectively with various groups and individuals.
• Experience working in a fast-paced, collaborative, and team-oriented environment with quickly shifting priorities
• Possess the ability to adapt and respond appropriately in ambiguous situations.
• Commitment to multicultural competency and interest in all dimensions of diversity.
• Collaborative attitude with team-oriented disposition with the ability to work independently.
• Strong ability to manage multiple competing priorities while demonstrating ability to remain flexible in a changing work environment.
• Strong interpersonal skills with a demonstrated ability to effectively and professionally communicate verbally and in writing with internal and external customers.
• Demonstrated initiative and ability to provide responsive, professional support to a diverse group of students, student supervisors, and campus partners.
• Ability to exercise sound judgment when addressing questions or issues and appropriately escal ...

Education

EDUCATION AND WORK EXPERIENCE

• High School diploma required. Associate degree preferred.
• One year of payroll experience preferred.
• Knowledge in federal and state payroll regulations preferred.

Employment Requirements

Must have successful completion of criminal record check, driving record check, and reference checks.