The Employer Seminary of the Southwest, located in the heart of Austin, Texas, is a triple-accredited institution of higher education offering four master's degree programs in religion, clinical mental health counseling, chaplaincy, pastoral care, and spiritual formation. Its mission is to form people for vocations of ministry, service, and healing. Graduates of the seminary serve God's mission in parishes, dioceses, hospitals, clinical mental health settings, non-profit organizations, the U.S. military, and beyond. The seminary has approximately 130 enrolled graduate students, one-half of whom reside on campus, and an additional 220 through non-degree programs for local formation and training across more than 32 Episcopal dioceses in the U.S. The Payroll Administrator and Administrative Associate works on-site at Seminary of the Southwest's campus located two blocks north of the University of Texas at Austin. Job Overview We are seeking a detail-oriented and proactive HR generalist to support our HR functions, including, specifically, HRIS, benefits, and payroll administration. The ideal candidate will play a vital role in managing employee records, assisting with payroll processes, and ensuring compliance with employment and labor laws. This position offers an opportunity to contribute to a dynamic team while gaining valuable experience in human resources functions. You must have at least two years of experience in these HR functions to be considered for this position.

JOB DESCRIPTION

Position title:

Payroll Administrator and Administrative Associate Department:

Office of the

Executive Vice President Supervisor:

Executive Vice President Employment Status:

Full-Time Position Classification:

Non-exempt, administrative Work location:

On-campus Supervises:

No direct reports, unless otherwise assigned

POSITION SUMMARY

The Payroll Administrator and Administrative Associate is an administrative and operational position supporting the seminary's human resources and administrative functions in the Office of the Executive Vice President. The position provides coordinated administrative support for employee-related processes, personnel records, payroll processing, recruitment and onboarding, employee communications, benefits administration, compliance activities, meetings, events, and special projects. The position serves as an important point of contact for employees, applicants, supervisors, administrators, and external partners. The successful candidate will exercise discretion and professionalism in handling confidential personnel matters and will be expected to maintain accurate records, meet deadlines, communicate effectively, and provide responsive service to faculty, staff, students, and other members of the seminary community. The position combines human resources coordination, executive administrative support, records management, and special-project responsibilities. The incumbent will be highly organized, detail-oriented, service-minded, technologically proficient, and capable of managing multiple priorities in a fast-paced higher education environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES I.

Human Resources Administration Coordinate day-to-day administrative activities of the human resources function. Serve as a primary administrative contact for employees regarding routine HR questions, forms, procedures, policies, benefits, and resources. Maintain accurate and confidential personnel files and electronic employee records in accordance with seminary policies and applicable legal requirements. Assist with the preparation, processing, and maintenance of employment-related documents, including: Employment applications Offer letters Employment agreements Job descriptions Personnel action forms New-hire paperwork Employee status-change documentation Separation documentation Other personnel records Coordinate employee onboarding and offboarding processes, including preparation of checklists, documents, notifications, and related administrative requirements. Assist with employment verification requests and other routine personnel inquiries. Maintain HR calendars, deadlines, recurring compliance requirements, and employee milestones. Assist in maintaining current HR policies, procedures, forms, and employee communications. Support the administration of employee recognition, appreciation, service-award, and employee-engagement initiatives. Assist with the coordination of employee training and professional-development activities. Prepare routine HR reports, spreadsheets, correspondence, and administrative summaries. Assist with the administration of background-check processes in accordance with seminary policy. Coordinate required personnel documentation and follow up with employees or supervisors when information is incomplete or outstanding. Assist with employee exit procedures and exit-interview coordination. Maintain appropriate confidentiality concerning employee records, compensation, performance matters, investigations, and other sensitive information. II. Recruitment and Employment Processes Coordinate administrative aspects of recruitment and hiring processes. Assist departments and supervisors with the preparation and posting of job descriptions and employment announcements. Maintain recruitment files and applicant documentation. Coordinate interview schedules, candidate communications, meeting arrangements, and related logistics. Communicate professionally with applicants throughout the recruitment process. Assist with reference-check and background-check coordination as directed. Prepare new-hire materials and coordinate onboarding schedules. Assist in ensuring that required employment documentation is completed and properly maintained. Help maintain accurate records of open positions and recruitment activity. Support the development and maintenance of standardized recruitment and onboarding procedures. III. Payroll Processing, Benefits, and Employee Services Support Process the electronic semi-monthly payroll in Paycom. Maintain accurate Paycom personnel profiles and records. Program compensation and benefits information in Paycom consistent with direction provided by the executive vice president and the approved payroll budget. Provide administrative support for employee benefit programs. Assist employees with routine questions regarding benefit enrollment processes and deadlines while referring substantive or complex questions to the appropriate benefits administrator. Coordinate benefits-related forms, communications, enrollment materials, and employee records. Assist with annual benefits enrollment and employee communications. Maintain organized records relating to benefit elections and required documentation. Assist with retirement-plan administrative communications, including required employee notices and distribution of plan information. Coordinate with benefit providers, brokers, plan administrators, and other external vendors as directed. Maintain calendars for benefits-related deadlines and compliance requirements. IV. Employee Records and Compliance Support Maintain organized and secure personnel records in accordance with seminary policies and applicable federal and state requirements. Assist with audits of employee files and personnel documentation. Track required employee acknowledgments, certifications, training, and other documentation. Assist with the preparation of routine reports and documentation required for internal or external reviews. Support HR compliance initiatives and administrative projects. Monitor HR-related deadlines and bring outstanding matters to the attention of the executive vice president and other administrators. Assist in ensuring that forms and administrative processes are applied consistently across the seminary. Handle confidential information with a high degree of discretion and professionalism. V. Executive Administrative Support Provide administrative support to the executive vice president. Manage and coordinate calendars, appointments, meetings, and schedules for the executive vice president as assigned. Prepare agendas, meeting materials, correspondence, reports, presentations, and other documents. Coordinate meetings involving the executive vice president, administrators, faculty, staff, trustees, committees, and external constituents. Work in collaboration with the executive assistants to the dean and president and academic dean. Prepare meeting rooms, technology, materials, refreshments, and other logistical requirements. Maintain organized electronic and physical files for the executive vice president's office. Draft, format, proofread, and distribute correspondence and administrative communications. Assist with tracking action items, deadlines, follow-up assignments, and special initiatives. Receive and appropriately route telephone calls, correspondence, visitors, and inquiries. Exercise sound judgment regarding matters requiring confidentiality, discretion, and appropriate escalation. Assist the executive vice president with special projects and institutional initiatives. Conduct research and compile information as requested. Prepare spreadsheets, reports, presentations, and other administrative materials. Coordinate the executive vice president's travel arrangements and related documentation when assigned. Prepare the executive vice president's periodic business expense reports for internal accounting. VI. Events and Institutional Activities Assist with planning and coordinating seminary events, meetings, receptions, employee activities, and institutional functions. Coordinate logistical details including facilities, catering, invitations, registration, equipment, room setup, signage, supplies, and event materials. Maintain event calendars and coordinate scheduling to minimize conflicts. Communicate with internal departments and external vendors regarding event requirements. Assist with employee appreciation events, recognition programs, orientations, professional-development activities, and institutional celebrations. Provide on-site administrative support during events as necessary. Assist with post-event follow-up, including invoices, documentation, evaluations, and records. Develop and maintain event-planning checklists and procedures. Work cooperatively in collaboration with the seminary's events coordinator. VII. Office and Administrative Operations Maintain an efficient, organized, and professional administrative office environment. Order and maintain office supplies and materials. Process invoices, purchase requests, expense documentation, and other administrative paperwork as assigned. Maintain electronic calendars, databases, spreadsheets, and tracking systems. Develop and maintain organized filing and document-management systems. Assist with scheduling and coordination among departments and administrative offices. Prepare routine correspondence, memoranda, forms, and reports. Assist with records retention and document organization. Coordinate routine office communications and administrative announcements. Identify opportunities to improve administrative processes, efficiency, and customer service. VIII. Communication and Customer Service Serve as a professional and welcoming point of contact for employees, applicants, visitors, vendors, and other constituents. Respond promptly and courteously to inquiries received by telephone, email, correspondence, or in person. Communicate seminary policies and administrative procedures accurately and appropriately. Maintain a high level of professionalism when handling sensitive or difficult situations. Know when to resolve an issue independently and when to refer a matter to the executive vice president, human resources leadership, or another appropriate administrator. Promote positive working relationships among faculty, staff, administrators, and departments. IX. Special Projects Assist the executive vice president and other senior administrators with special projects and institutional initiatives. Conduct research, gather information, analyze data, and prepare summaries as requested. Assist with development and implementation of administrative procedures. Support institutional planning, accreditation, compliance, assessment, and organizational-improvement initiatives as assigned. Participate in cross-functional committees and project teams when designated. Perform other duties and responsibilities appropriate to the position as assigned.

CONFIDENTIALITY AND PROFESSIONAL RESPONSIBILITIES

Because the position has access to confidential personnel, administrative, financial, and institutional information, the human resources coordinator and administrative associate must maintain strict confidentiality and exercise sound professional judgment.

The employee shall:

Protect confidential employee and institutional information. Access confidential records only when authorized and necessary to perform assigned duties. Follow seminary policies concerning privacy, records retention, information security, and appropriate use of institutional systems. Avoid discussing confidential personnel matters with unauthorized individuals. Promptly report suspected privacy, security, or records-management concerns to the appropriate administrator. Maintain professional boundaries when dealing with employee concerns and personnel matters.

REQUIRED QUALIFICATIONS

Bachelor's degree in human resources, business administration, management, public administration, higher education administration, or a related field. Two years of progressively responsible human resources experience is required. Excellent written and verbal communication skills. Strong organizational and time-management skills. Demonstrated ability to maintain confidentiality and exercise discretion. Strong attention to detail and accuracy. Ability to manage multiple priorities and deadlines effectively. Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Ability to learn and effectively use HRIS, Paycom, applicant-tracking systems, scheduling systems, databases, and other institutional software. Professional demeanor and strong interpersonal skills. Ability to work independently while also functioning effectively as part of a team. Demonstrated ability to work effectively with individuals from diverse backgrounds and across all levels of an organization.

PREFERRED QUALIFICATIONS

Experience working in a non-profit, seminary, or university environment. Experience with an HRIS or applicant-tracking system. Experience administering employee benefits. Knowledge of employment practices and HR administration. Experience coordinating institutional or employee events. Experience supporting a senior executive or executive office. Experience preparing reports, presentations, spreadsheets, and administrative documents. SHRM-CP, SHRM-SCP, PHR, or other relevant professional certification. Familiarity with federal and state employment requirements applicable to higher education.

KNOWLEDGE, SKILLS, AND ABILITIES

The successful candidate should demonstrate: Human Resources Knowledge Understanding of fundamental HR principles and administrative practices. Ability to understand and consistently apply institutional policies and procedures. Ability to recognize issues that require escalation to HR leadership or legal counsel. Administrative Excellence Exceptional organization and follow-through. Ability to manage competing deadlines. Strong document, calendar, and records-management skills. Ability to anticipate administrative needs and take appropriate initiative. Communication Excellent professional writing and editing skills. Ability to communicate clearly with faculty, staff, administrators, applicants, vendors, and other constituents. Ability to handle sensitive conversations professionally. Technology Strong computer literacy. Proficiency with Microsoft Office or comparable productivity software. Ability to learn new administrative and HR systems quickly. Judgment and Discretion Ability to distinguish confidential information from information appropriate for general distribution. Ability to exercise sound judgment when responding to employee or administrative matters. Willingness to seek guidance when circumstances exceed the scope of assigned authority. Customer Service Strong commitment to responsive, respectful, and service-oriented interactions. Ability to maintain professionalism in challenging situations.

WORKING RELATIONSHIPS

The human resources coordinator and administrative associate will regularly interact with: Executive Vice President Dean and President President's Cabinet, as appropriate Accounting personnel Faculty and staff Department chairs and supervisors Applicants and prospective employees Students, when appropriate Board members and institutional committees, as assigned Benefits providers and other vendors Government agencies and other external organizations, as authorized

WORKING CONDITIONS

The position is primarily performed in an office environment on the seminary campus. The employee may be required to: Remain seated or work at a computer for extended periods. Attend meetings throughout the campus. Occasionally work evenings or weekends in connection with institutional events or special assignments. Lift or move office/event materials weighing approximately 25 pounds, with or without reasonable accommodation. Occasionally travel for seminary-related business or events. Work occasional extended hours during periods of peak activity. Maintain consistent presence in the office during regular business hours. Reasonable accommodations will be considered for qualified individuals with disabilities consistent with applicable law.

PERFORMANCE EXPECTATIONS

Successful performance in this position will be demonstrated through: Accurate and timely completion of HR and administrative responsibilities. Maintenance of accurate, organized, and confidential personnel records. Responsive and professional service to employees, applicants, administrators, and other constituents. Effective coordination of recruitment, onboarding, benefits, events, meetings, and administrative activities. Reliable support of the Executive Vice President. Consistent follow-through on assignments, deadlines, and action items. Appropriate exercise of confidentiality, discretion, and professional judgment. Effective use of technology and administrative systems. Identification and implementation of opportunities to improve processes and efficiency. Positive and collaborative working relationships throughout the seminary.

EQUAL EMPLOYMENT OPPORTUNITY

The seminary is committed to providing equal employment opportunities to qualified individuals and does not discriminate on the basis of race, color, national origin, sex, disability, age, or other status protected by applicable federal, state, or local law.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. The seminary reserves the right to modify, add, or remove duties and responsibilities as institutional needs require.

Pay:

From $58,000.00 per year

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Retirement plan Vision insurance Application Question(s): Do you have at least two years of human resources and payroll administration experience? If not, please do not apply for this position.

Education:

Bachelor's (Required)

Experience:

payroll administration and human resources generalist: 2 years (Required)

License/Certification:

Texas driver's license (Required)

Work Location:

In person