Payroll Financial and Tax Coordinator (ERP Backfill)

The Payroll Financial and Tax Coordinator supports the day-to-day payroll operations and tax compliance functions of the University's Payroll Services department. This role requires working knowledge of payroll timekeeping systems, specifically UKG Ready, as well as familiarity with federal, state, and local payroll tax documentation and reporting. The Coordinator works both independently and collaboratively with senior Payroll Services staff to process and audit timecards, assist with tax reporting workflows, manage employee records, and respond to payroll inquiries. This position is appropriate for a candidate with direct payroll experience in a university or institutional setting who is prepared to contribute immediately and grow into broader compliance responsibilities over time.

1. Payroll Systems & Timecard Administration

* UKG Ready Operations: Processes and audits employee timecards in UKG Ready, including records for student workers, multi-job employees, and exempt staff. Ensures accuracy and compliance with FLSA requirements and University policy.

* Access & Account Maintenance: Supports UKG user account administration, including identifying locked accounts, enforcing Single Sign-On ( SSO) protocols, and coordinating access updates with the system administrator.

* Payroll Cycle Coordination: Assists with bi-weekly payroll cycle documentation, global sign-off preparation, and inter-departmental coordination to ensure processing deadlines are met consistently.

* Reporting & Interfaces: Assists with the creation and maintenance of UKG-to-Lawson batch interfaces and generates operational reports to support payroll accuracy and audit documentation requirements.

2. Tax Compliance & Reporting

* Tax Documentation & Filing Support: Assists with the compilation and organization of materials for federal, state, and local payroll tax filings, including quarterly reports and amended returns, in coordination with third-party tax administrators and senior staff.

* Compliance Record Management: Maintains accurate and organized records of W-4 changes and adjustments, state tax forms, and related compliance documentation to support audit readiness and regulatory requirements.

* SUI & Unemployment Reporting: Assists with the preparation and submission of Illinois Department of Employment Security ( IDES) unemployment reports and tracks State Unemployment Insurance ( SUI) rate updates and agency notices.

* FICA & NRA Data Support: Supports FICA reconciliation tasks and assists with data entry and documentation for Non-Resident Alien ( NRA) tax coordination, based on direction from the Tax and Compliance department.

3. Payroll Administration & Financial Operations

* Direct Deposit & ACH Processing: Processes direct deposit requests and assists with monitoring ACH return items in coordination with Cash Management. Supports timely identification and reprocessing of returned funds.

* W-2 Administration: Assists with the preparation and distribution of W-2 forms through the E-Pay/ ESS system. Responds to employee inquiries regarding W-2 access, corrections, and delivery.

* Absence & Leave Tracking: Enters and audits absence-related time entries-including vacation, sick, holiday, personal, and FMLA-in the UKG system. Coordinates with Benefits staff to ensure accurate leave coding and accrual balances.

* Check Production Support: Assists with the printing, sealing, and distribution of physical paychecks and direct deposit statements as needed during the payroll cycle.

4. Communications & Administrative Support

* Payroll Communications: Assists in drafting and distributing bi-weekly payroll notifications to University staff, including pay period reminders, deadline alerts, and processing updates.

* SharePoint & Digital Resources: Maintains and updates the Payroll Services SharePoint site with current documentation, FAQs, and instructional guides for University-wide staff.

* Regulatory Reporting: Assists with the preparation and transmission of union dues files and other compliance-related reports on a recurring basis.

* Inquiry Management: Serves as a responsive point of contact for payroll inquiries from employees, student workers, and managers. Escalates complex or sensitive matters to senior staff as appropriate.

Required:
* Education: Bachelor's degree in Human Resources, Finance, Accounting, Business Administration, or a related field.

* Payroll System Experience: Demonstrated hands-on experience with UKG Ready and/or Kronos in a professional or internship capacity. Experience in a university or institutional setting strongly preferred.

* Compliance Knowledge: Working knowledge of payroll and employment compliance documentation, including I-9s, W-4, federal and state tax withholding requirements, and FLSA basics.

* Technical Skills: Proficiency in Microsoft Office Suite, particularly Excel. Ability to navigate HRIS platforms and shared document management systems such as SharePoint.

* Attention to Detail: Strong accuracy and organizational skills with the ability to manage multiple deadlines and maintain data integrity across payroll records.

* Confidentiality: Demonstrated ability to handle sensitive financial and employee information with strict discretion and professionalism.

* Communication: Clear written and verbal communication skills; ability to respond to a diverse University community professionally and effectively.

Preferred

* Familiarity with payroll tax reporting processes, including federal/state quarterly filings, SUI, or FICA reconciliation.

* Experience supporting non-exempt and exempt employee payroll processing.

* Familiarity with Lawson or similar ERP/ HRIS platforms.

N/A

Payroll System Experience: Demonstrated hands-on experience with UKG Ready and/or Kronos in a professional or internship capacity. Experience in a university or institutional setting strongly preferred.

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.