KSOM Human Resources - Payroll/Personnel Coordinator I

University of Southern California•Los Angeles, CA

4d•$29 - $37•Hybrid

About The Position

The Keck School of Medicine (KSOM) Human Resources team plays a vital role in supporting our faculty, staff, and students. We provide guidance on HR functions, including policy interpretation, recruitment and onboarding, performance management, employee relations, payroll support, and leave administration. Our team is dedicated to advancing KSOM’s mission, vision, and values ( Link ) by fostering a collaborative, service-oriented, and solutions-focused HR environment. Position Overview KSOM HR is seeking a full-time Payroll/Personnel Coordinator to support a range of payroll, personnel, and people operations activities for KSOM departments. This role prepares, reviews, and processes payroll and personnel transactions for staff and student employees; ensures data integrity and timely processing; and provides high-quality customer service to faculty, staff, students, and HR partners. In addition to core payroll and personnel responsibilities, this position will contribute to visa processing support, process-streamlining initiatives, people operations projects, and general HR activities. The coordinator will partner closely with other HR professionals and key stakeholders to improve workflows, enhance service delivery, and ensure compliance with university and regulatory requirements.

Requirements

High school or equivalent
2 years
Skilled in payroll-personnel processing with knowledge of applicable federal, state and local laws - and regulations. Ability to establish and maintain accurate payroll and personnel records
Maintain a consistently positive, friendly, and helpful demeanor when interacting by phone, Zoom, and in person.
Demonstrate excellent customer service skills and a strong service-oriented work approach.
Exhibit strong technical skills and a capacity to learn new systems quickly.
Uphold a strong work ethic and high level of integrity.

Nice To Haves

Associates’ Degree
3 years
Academic/university experience highly desirable.
Knowledge of university policies and procedures.
Work experience utilizing Workday.

Responsibilities

Prepare, review, and process a variety of payroll and personnel actions for staff and student workers. Determine required documentation and approvals, verify data accuracy, identify exceptions, and ensure timely completion.
Research, analyze, and reconcile payroll data; process late checks, overpayments, and other employment changes; produce standard and ad-hoc reports as needed.
Assist faculty, staff, and students regarding payroll or personnel matters. Respond to inquiries, troubleshoot issues, and partner with HR Partners, central HR and Payroll to resolve discrepancies. Provide guidance on HR and payroll policies, escalating more complex situations when appropriate.
Ensure all transactions and paperwork comply with university policies, federal/state regulations, and departmental procedures. Complete I-9 verifications and reverifications.
Support documentation requirements related to non-resident alien employment, including graduate students and visa-related processes. Assist HR Partners with visa-related paperwork and coordination.
Participate in people operations tasks such as onboarding, offboarding, process improvements, and policy implementation. Contribute to department projects aimed at enhancing efficiency, service delivery and employee experience.
Establish, maintain, and customize electronic tracking systems and databases. Manage internal records for payroll and personnel activity; draft correspondence; generate reports; and support data accuracy across HR systems.
Oversee confidential personnel files consistent with legal and institutional guidelines. Set up records for new hires, maintain files for terminated employees, and ensure compliance with data retention policies.

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