HR and Payroll Coordinator

OKLAHOMA BAPTIST UNIVERSITY - SHAWNEE, OKLAHOMA

Address of Job Location: 500 W University St, Shawnee, OK 74804

Website page of the Job Posting

Job Summary:

The HR and Payroll Coordinator supports the Director of HR and Payroll in the effective daily operations of Human Resources and Payroll. This role manages recruitment processes, onboarding and offboarding, employee orientations, benefits administration, and assists with payroll processing as needed. Serving as a key liaison between employees, HR, the Director of Faculty Success and Engagement, and the Business Office, the coordinator ensures compliance with institutional policies and legal requirements while delivering excellent customer service throughout the employee lifecycle for faculty, staff, and student workers.

Job Responsibilities:
Recruitment & Onboarding
• Assist in the hiring process with job postings and collaboration with hiring supervisors for all applicant pool management and screening functions.
• Conduct pre-employment background checks in accordance with position requirements.
• Work with hiring supervisors to create and execute offer letters for new hires that accurately reflect offers of employment.
• Initiate and manage onboarding processes for new hires including the verification of payroll documents, pre-employment welcome communications, and on-boarding appointments.
• Responsible for the new-employee orientation.
Offboarding & Exit Processing
• Coordinate exit processes including medical continuation and COBRA options, return of University equipment, final payroll details, and exit surveys.
• Notify IT, Facilities, and Finance of terminations and process associated paperwork in the absence of the payroll team.
Benefits Administration
• Assist eligible employees enrolling in health, dental, vision, life, and ancillary insurance benefits.
• Enroll participants in the company-sponsored retirement plan.
• Terminate life insurance policies post-retirement or in the event of employee death.
• Maintain accurate benefit files documentation.
• Reconcile monthly insurance benefit invoices and prepare them for payment.
• Process COBRA and medical continuation enrollments and payment documentation.
• Assist with annual open enrollment processes and the required system updates to facilitate the enrollment processes.
Payroll Coordination
• Train and be prepared to oversee daily payroll operations for all employees and student workers using ADP in the absence of the department director.
o Possess ability to accurately process payroll, deductions, GL journal entries, and tax reporting.
o Collaborate with the Business Office and Human Resources to process new hires, transfers, and terminations.
o Maintain accurate payroll records, personnel changes, and employee data.
o Submit files for HSA deductions and handle garnishments and child support processing.
o Assist with cost-of-living adjustments, retirement match changes, and annual increases.
o Support W-2 generation and tax reporting accuracy.
Compliance & Reporting
• Maintain OSHA logs and Workers’ Compensation files.
• Complete OSHA/BLS annual surveys and other regulatory reporting according to scheduled requirements.
• Assist with audits for Financial Aid and the Business Office as needed.
• Prepare budget and compensation analysis for Finance leadership as needed in the absence of the department director.
Administrative Support
• Maintain and update weekly HR processing spreadsheets and payroll records.
• Understand and be prepared to set up leave accrual, holidays, and other policies in the payroll processing system.
• Take minutes and document benefits committee meetings.

Other Duties:
• Stay updated as to current employment laws in the states where University employees reside and work.
• Assist in supporting Payroll Specialists in daily and weekly tasks as needed.
• Handle special projects as assigned by the Director of HR Payroll or CFO.

Job Requirements:
• Ability to handle confidential information with discretion.
• Strong interpersonal, communication, and customer service skills.
• Strong organizational skills and attention to detail and ability to prioritize tasks independently.
• Proficient in Microsoft Excel and other MS Office applications.

Education:
• Required: Associate’s degree in human resources, Accounting, Business Administration, or related field.
• Preferred: Bachelor’s degree in human resources, Accounting, Business Administration, or related field.

Experience:
• Required:
o 2+ years of combined experience in human resources and payroll administration.
o 1+ years of supervisory experience required.
o Knowledge of Banner and/or ADP payroll system or similar HRIS platform required.
• Preferred:
o Prior HR or payroll experience in higher education.
o 2+ years in both human resources and payroll administration.
o 2+ years of supervisory experience.
• Proven use of Banner and/or ADP payroll systems.

Physical Requirements:
• Must be able to sit for long periods of time, stand, bend, and squat as work is primarily performed in an office setting on site at the University.
• Must be able to travel for occasional professional development and training.
• Be available when required to work outside of regular business hours during payroll cycles or open enrollment with or without prior notice.
• Must have sufficient mobility to travel across a large campus to attend required meetings.

Special Requirements:
• Must be a member of a local evangelical* Christian church.
*Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.
• Please apply using the link for “Support Staff Applications” on the OBU website

Expiration Date of Job Posting: June 30, 2026