HR and Payroll Generalist/Administrative Assistant to the VPFO

Website Catholic Theological Union

General Summary

The HR and Payroll Generalist/Administrative Assistant to the Vice President for Finance and Operations is a full-time position.  The position reports directly to the Vice President and has overall responsibility for human resources, payroll and administrative procedures and records of CTU and the Vice President’s office.

Essential Duties and Responsibilities

HR and Payroll Generalist

The HR and Payroll Generalist is responsible for performing HR and payroll related duties on a professional level and works closely with senior management in supporting staff and faculty at CTU. This position carries out responsibilities in the following functional areas: payroll, benefits administration, employee relations, training, performance evaluations, orientation, policy implementation, recruitment/employment, affirmative action, and employment law compliance.


Prepare, manage, and guarantee disbursement of both faculty and staff payroll (per the current payroll schedule), including garnishments, benefits and taxes consistent with federal and state wage and hour laws. (Total number of employees is under 100.)
Resolves employee questions related to payroll.
Prepare payroll reports for the Finance office as required.
Audit W-4s, payroll balance sheets, YTD earnings, etc.
Manage quarterly and year-end reporting, including W2 and 941’s.

Human Resources

In conjunction with the hiring manager, conducts recruitment efforts for all exempt and nonexempt personnel, students, and temporary employees, including writing and placing advertisements, conducting reference and background checks, preparing offer letters, etc. Conducts new-employee orientations
Ensures the processing of new hires, temporary workers, transfers, promotions, and terminations is accurate and timely.
Maintain employee benefits programs and informs employees of benefits/benefit changes; studies and assesses benefit needs and trends; recommending benefit programs/changes to management; obtaining and evaluating benefit contract bids; recommending benefit contracts; designing and conducting educational programs on benefit programs.
Administers various human resource plans, procedures, and systems for all company personnel; assists in the development and implementation of personnel policies and procedures; prepares and maintains employee handbook and policies and procedures manual.
Maintains personnel files, contracts, and appointment letters. Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records as required to comply with legal requirements.
Resolves employee questions related to employee benefits and HR policies and procedures.
Handles employee relations, outplacement assistance and exit interviews; assists with corrective action and performance improvement plans as needed.
Manage the preparation of annual faculty contracts and staff appointment letters.
In conjunction with supervisors, administers annual updates of job descriptions; Annually updates performance review forms and administer the performance evaluation process, updating the process as necessary.  Monitors return of signature pages.
Ensure systems are set-up accurately and updated timely to reflect our current employee base, including wages, benefits, sick and vacation time in line with current policies.
Develops and maintains affirmative action program; files government regulatory reports required by law.
Critically review and analyze current payroll, benefits, and tax procedures in order to recommend and implement changes leading to best-practice operations.
Participates in administrative staff meetings and attends other meetings and seminars as required. Maintains company organization charts and the employee directory via Google Sheet.
Assists in evaluation of reports, decisions, and results of department in relation to established goals. Recommends new approaches, policies, and procedures to effect continual improvements in efficiency of the department and services performed.
Maintains compliance with federal and state regulations concerning employment.
Performs other related duties as required and assigned.
Administrative Assistant

A. Calendaring: manage appointments, calendars, and scheduling for the Vice President, monitor telephone calls and visitors, and organize meetings of committees chaired by the Vice President, as well as other meetings as needed. Schedule bi-monthly meetings of direct reports.
B. Administrative and Correspondence: sort and prioritize incoming mail for the Vice President, compose drafts of letters, memos, and other documents. Coordinate email correspondence to the larger community of faculty, staff, and students.
C.     Communication: channel requests for information to the proper staff member or office; assist in ensuring good coordination and communication with various departments under direct report to the Vice President as well as other departments of the institution.


D.  Record-Keeping: record minutes of various meetings chaired by the Vice President and distribute all reports to participants. Maintain files of the office (i.e., human resources, contracts, financial and institution reports, correspondence, etc.).
E. Operational: the Assistant helps coordinate projects and meetings of the office including: organizing meetings of the standing committees of the Board of Trustees of which the Vice President is a member; attends Board of Trustees Finance and Operations, Audit, and Investment meetings and records the minutes; participates in administrative staff meetings and assists in organizing and coordinating special facilities projects; serves as fire/safety marshal coordinator; assists when asked by the Vice President the preparation of reports; assists in overseeing policies and procedures; keeps Clery Act logs and does required reporting; prepares CTU annual corporate report to the Secretary of State; prepares ACTS annual corporate report to the Secretary of State; coordinates annual review and revision process. Coordinates preparations for annual CTU Christmas Party; oversees copy room, and equipment, service and ordering of related supplies; maintains and updates the CTU phone list; maintains and updates all interior signage; processes nametag orders; oversees incident reporting process, including liaison with local law enforcement as needed, maintains emergency contact information for staff; and assists in coordinating various special projects.
F.      Other: performs other duties as deemed necessary by the Vice President for Finance and Operations.


Knowledge of:

A.    Financial Reports (excel)

B.     Payroll and Human Resources operations

C.     Familiar with Google Suite, Microsoft Office (knowledge of mail merge a plus)

D.    Familiar with Adobe Acrobat Pro



The Administrative Assistant to the Vice President for Finance and Operations, must hold a bachelor’s degree and have at least two years of experience in HR and Payroll and background in administration.  Be able to work with limited supervision and effectively relate to a diverse group of people, including staff, faculty, administrators, students, and Board members.  Must be highly organized and capable of functioning in an environment of multiple projects and tasks. The candidate must be at home in the environment of a Catholic institution and be able to work in a collegial manner in achieving the mission of the school.

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