Program Representative 2 (Student Payroll Specialist)

Program Representative 2 (Student Payroll Specialist)

Oregon State University

Department: Central Payroll Office (QCU)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Program Representative 2 (Student Payroll Specialist) position within the Central Payroll Office at Oregon State University.

Payroll is responsible for the proper receipt, expenditure, accounting, and financial reporting of funds in accordance with Federal, State, and OSU policies, laws, and regulations, as well as the requirements of various other public and private sources of University funds. Payroll maintains positive collaborative partnerships with other OSU units in order to promote student access and success and protect the assets of the University and is responsible for processing and posting pay documents for more than 13,500 employees monthly, totaling more than $830M in salary and other payroll related expenses annually.

All Payroll staff are responsible to ensure the highest level of quality in all work products; create a positive public image for the unit and OSU ; and provide exceptional customer service. Primary to providing customer service, OSU is a collaborative, inclusive and caring community that strives for equity and equal opportunity; creating a welcoming environment to enable success for people from all walks of life; sharing common, fundamental values grounded in justice, civility and respect. The Student Pay Specialist is a member of the Controller’s Unit within the Division of Finance & Administration. The purpose of this position is to act as a representative of the OSU payroll office and Hourly Student and Graduate Assistant employees. This position represents multiple programs requiring substantially different program knowledge and the balancing of multiple, competing program demands, or by a major conflicting requirement to provide program services to users and also monitor and control user activity in the program area. This position will also provide Payroll support to campus units, review & process payroll related tasks, conduct end user training, and participate in post transaction monitoring programs. The program representative provides information and services to staff, faculty, and other departments across campus.

To be successful in this role the incumbent must:

• Ensure high standards of accuracy and precision and be highly organized.

• Be articulate with excellent verbal and written communication skills.

• Be results oriented, with demonstrated ability to problem solve.

• Have the ability to build and maintain collaborative relationships across a wide stakeholder group.

• Have the ability to prioritize workload and proactively manage expectations in relation to agreed deliverables, even when faced with competing priorities.

• Comply with all statutory obligations and plans and actions to ensure compliance.

• Comply with the systems and standards when dealing with internal and external customers

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

40% Payroll Program Representation and Monitoring (programs: Hourly student pay, Graduate Assistant/Clinical Fellows pay, Graduate Assistant medical leave)

• Educate and advise employees and OSU departments on the various intricacies of Hourly student and Graduate Assistant pay including, but not limited to: Job set ups, terminations, raises, FTE changes, and Award pay, pay calculations, tax and other payroll deductions, timesheets, leave eligibility, direct deposit.

• Communicate with various units about policies surrounding Graduate Assistants medical leave process as they pertain to their pay and benefits.

• Provide interpretation, consultation, and guidance to students and grads as a consulting expert on Hourly Student and Graduate Assistant pay. Assist via telephone, service window, or via written correspondence to explain rules, laws, procedures related to the pay for these groups. Provide information regarding tax implications that may affect these employees, without providing tax advice.

• Establish Graduate Associate Dues deductions for enrolled Graduate Assistants. Respond to inquiries from Graduate Employee Union (CGE ) regarding dues status.

• Monitor and update FICA exempt eligibility for student employees and graduate assistants to ensure correct set up.

• Collect monthly student unit pay spreadsheets from departments, review for accuracy and completeness, and compile them into prescribed format to allow uploading into time entry (PHAHOUR ), for monthly payroll processing.

• Work Study: When work-study award levels are exceeded take corrective actions to adjust pay charges accordingly. Receive completed Work-study time certificates for the Off-campus population, who are not in EmpCenter. Manually enter their time worked each month in PHAHOUR .

• Provide interpretation, consultation, and guidance on policies, procedures, laws, and regulations related to payroll, taxes, and program requirements and services accurately and timely while maintaining confidentiality for all OSU employees and students. Provide guidance on Employee Self Service, helping customers resolve requests or issues independently. Refer to appropriate staff or other units as necessary.

• Advise employees regarding general time & attendance (EmpCenter) questions, while explaining compliance with Fair Labor Standards Act (FLSA ).

20% Program Monitoring

• Reviews student and grad assistants’ overpayment forms as initiated by Program Representative 1, editing as needed based on pay rules for each group and adding additional documentation to the forms so overpayment can be calculated and sent to employee. May also initiate and complete overpayment forms directly.

• Review emergency draw requests submitted by grad assistants and hourly student employees, returning incorrect or incomplete forms with proper explanation when necessary; route to Cashier’s for disbursement.

• Reviews off cycle pay requests and termination pay requests initiated by Program Representative 1 in compliance with university policies and Bureau of Labor & Industries (BOLI ) requirements.

• Communicate with and educate unit personnel to resolve errors to meet payroll deadlines.

• Ensure all assigned payroll functions are performed accurately for assigned pay type, while maintaining established OSU payroll policies and procedures

• Reviews time entry reports, fixing records and educating staff where appropriate to avoid record errors upon the opening of time entry. Follow proper procedures for monitoring PHAHOUR entries, educating staff on proper interpretation of time and leave entry rules. Make adjusting or correcting entries as needed.

• Establish and review required tax and payroll deductions based on employee type and determine correct coding of tax deductions. Understand and administer the basic deductions for all pay types as a backup to other Central Payroll staff.

20% Payroll Service Request Review

• Reviews all EPAF’s for hourly student pay increases; ensures requester has supplied complete and accurate information; approves or denies EPAF ; educates requester if disapproved and inquires accurate information.

• Reviews all BennyHire forms for grad assistants including but not limited to job hires, job reappoints, FTE changes, pay changes, labor changes for each academic term; approves or denies request; educates requester if disapproved and inquires accurate information.

• Research and resolve tuition remission eligibility issues regarding enrollment and/or appointment status.

• Act as subject matter expert and back up for Program Representatives 1 front desk responsibilities.

• Create overpayment folders for handling once calculated.

• Upload off cycle pay requests to OnBase.

• Provide Human Resources (HR) with hours paid on off cycle payments to adjust PEALEAV balances.

15% – Operations Review

• Conduct review of program processes and operations to ensure compliance with policies and regulations. Update process documentation.

• Individually and as part of the team, conduct process reviews to evaluate where increases in efficiency and service can be gained, and participate or lead implementation of improvements.

• Participate in collaboration with strategic partners to identify operational strengths and weaknesses of the multiple programs this position administers

5% OTHER DUTIES AS ASSIGNED

• Participate in various team meetings and work groups.

• Provide assistance to colleagues as needed.

• Provide ad-hoc support for external and internal audits.

• Assist office with multiple seasonal and annual responsibilities the Payroll Office is responsible for.

What You Will Need

• Excellent customer service and communication skills both in person and via telephone and email.

• Excellent attention to details.

• Reliable and consistent attendance.

• Commitment to contribute to a collaborative and inclusive work environment.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.

What We Would Like You to Have

• Experience working with Ellucian Banner FIS and HRIS , EmpCenter, and CORE reporting systems.

• Payroll experience

• Experience working in Higher Education.

• Ability to multi-task in a busy, fast-paced office environment with frequent interruptions.

• Ability to maintain confidentiality and deal with sensitive materials.

• Skill in researching and analyzing data and complex information.

• Ability to effectively collaborate and build relationships with key stakeholders.

• Excellent time management skills.

• Must be self-motivated, schedule workflow, and anticipate deadlines.

• Ability to interact with students, customers, staff, co-workers in a positive, friendly, and supportive manner.

Working Conditions / Work Schedule

Office environment. Pressure to meet deadlines with competing priorities. May involve the need to work hours above the normal business day. This position, with supervisor and/or director approval, is eligible for a hybrid (on-site and remote work) work schedule.

Special Instructions to Applicants

To ensure full consideration, applications must be received by 04/27/2025. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Melissa Stuart at melissa.stuart@oregonstate.edu or 541-737-0573

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/6155545

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