Full job description Scheduled Hours 37.5 Position Summary The purpose of this role is to accurately maintain Ph.D. student records including payroll and student funding; identifying, analyzing, and resolving complex payroll issues related to McKelvey Ph.D. students which may include multiple job roles, pay types, sourcing, and transactions working with representatives within McKelvey Engineering and at least 26 additional departments across the university, highly concentrated in SOM. Functions as the primary resource for Ph.D. payroll policies and procedures for McKelvey represented Ph.D. programs. Job Description Primary Duties and Responsibilities Manages all entry, maintenance, detailed review, and analysis of assigned Ph.D. payroll. This includes monitoring and tracking relevant job data, fellowship data, sourcing information as well as maintaining leaves, internships, mentor/department transfers, and oversight of payroll detail (monthly wage and stipend). The representative will be directly responsible for entry and sourcing of all McKelvey Ph.D. first year students, students on University fellowships or some external fellowships such as NSF GFRP, and various other scenarios in which a student is not supported or sourced to PI grants. Serves as the school troubleshooter in analyzing and resolving a myriad of Ph.D. payroll matters, using accounting skills, institutional knowledge of WU systems, policies, procedures, best practices. Makes decisions on appropriate action necessary to correct issues, all within strict deadline constraints. Provides data, reports, and information to support and ensure that records are kept up-to-date and initiate corrections as needed. For all McKelvey Ph.D. students supported on PI or PI related training grants, develop and maintain relationships, manage communication with and maintain CRM of payroll contacts in 26 plus departments outside of McKelvey where those students are supported. Provides direction and expertise to the outside payroll contacts to ensure all changes in student HR status as a result of academic actions are communicated properly and audit that appropriate action was taken by outside departments as needed. Performs monthly audit, providing complex accounting analysis and troubleshooting error resolutions/solutions on all McKelvey PhD students payroll distribution; reviewing pay was received in accordance with the McKelvey PhD support policies, including special programmatic offerings and incentives. Creates adhoc reports to guide Departmental HR Partners in identifying and responding to potential problems in advance. Researches and provides timely feedback/resolution on reported issues. Responsible for escalating issues to Director as needed. Ensures appropriate and timely reconciliation of sourcing funds; including those that fall to unallocated, sourcing changes between department, fellowship, and/or PI, and wage vs stipend. Notifies DA and/or initiates payroll accounting adjustments when cost transfers are needed to reflect retroactive changes, depending on the funding source. Ensures all additional pay transactions are processed in accordance with McKelvey and university policies. Takes action or communicate action where clean up. In addition, for all McKelvey Master Research Assistants, Master Research Fellowships and Master Chairs Fellowships supported on PI grants develop and maintain relationships, manage communication with and maintain CRM of payroll contacts departments outside of McKelvey where those students are supported. Provides direction and expertise to the outside payroll contacts to ensure all changes in student HR status as a result of academic actions are communicated. Prepares and reviews appointment letters for accuracy and ensuring student is entered correctly into Workday. (approximately 25-40) students at any given semester. For those in a SOM lab, must ensure the appropriate grant allocation to support the student is set up, received, and sourced appropriately. Provides ad hoc information regarding Ph.D. sourcing as needed to McKelvey administration including lab affiliation arrangements, funding agencies, external fellowship funding, etc. Stays apprised of any compensation policies regarding students in international status and ensure any impact is communicated appropriately to key stakeholders. Performs other duties as assigned. Preferred Qualifications Prior payroll or accounting experience in a university setting, working with diverse student population. Experience with Washington University systems. Experience and knowledge of Workday. Proficiency in MS Office applications, especially Excel and Word. Team player with excellent communication and interpersonal skills. Prioritize, organize work independently and effectively handle a variety of projects simultaneously. Self-motivated and able to work well with a diverse population of students, faculty, and staff members within the university community. Ability to complete assignments with minimal supervision. Flexible as priorities can change with very little notice. Ability to maintain confidentiality regarding payroll and policy issues. Able to convey a professional image. Ability to identify and resolve workflow issues relative to continuously changing needs. Required Qualifications Equivalent of a Bachelor's Degree in Business or Accounting with three years of related work experience in payroll, accounting, or related field or an equivalent combination of education and experience.
Grade G10 Salary Range $48,700.00 - $80,500.00 / Annually
The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget. Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ.
Accommodation If you are unable to use our online application system and would like an accommodation, please email or call the dedicated accommodation inquiry number at and leave a voicemail with the nature of your request.
Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening. Benefits Statement Personal
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
Family
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We've got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit:
EEO/AA Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University's policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. Diversity Statement Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
