Shared Administrative Assistant - Human Resources & Finance

Carlow University seeks an experienced Shared Administrative Assistant - Human Resources and Finance, to provide administrative and operational support to both the Office of Human Resources and Finance and Accounting Office. This role assists with maintaining personnel and financial records, supports payroll administration and processing, and helps ensure compliance with university policies and applicable regulations.

The Shared Administrative Assistant - Human Resources and Finance serves as a key resource in coordinating HR and financial functions related to payroll support, board activities, maintaining data accuracy, alongside delivering efficient internal support to employees and management.

A core responsibility of this role is attendance at quarterly committee meetings and taking meeting minutes. The meeting minutes must then be reviewed and sent out to committee members on a timely basis with careful attention to deadlines.

Key responsibilities include assisting with payroll preparation and processing, maintaining employee payroll records, tracking time and attendance data, processing invoices and financial transactions, reconciling records, supporting benefits administration and preparing reports and 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 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 of sensitive information.
• Assist with payroll tax reporting, year-end processing, annual audit, and preparation and distribution of W-2 forms.
• Reconcile payroll reports and support finance, 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 with the Office of Human Resources regarding employee 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.