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University of Rochester HR Coordinator, ESM - 236665 in Rochester, New York

HR Coordinator, ESM Job ID 236665

Location Eastman School Music Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 ESM HR & Admin Operations


General Purpose:

Provides professional Human Resource administration at the Eastman School of Music (ESM). With considerable latitude & independent judgment, the HR Administrator interprets and applies University of Rochester and ESM Human Resources policies and procedures in the application of processing payroll, recruitment and hiring. Responsible to prepare, ensure appropriate approval, and submit HR related employee changes and new hire information for all ESM staff, faculty and graduate students positions and appointments. Serves as primary ESM contact with University Human Resource Service Center and Payroll Departments. Provides confidential, professional and personalized customer service to staff, faculty & students related to HRMS, payroll and hiring. Possesses strong organizational skills with a high-level of independence and the ability to handle highly confidential information in a professional manner.


Payroll coordination & transactions

  • Manages day-to-day payroll processes; approves all ESM staff, faculty and students payroll; ensures the receipt of proper documentation for all payroll actions; and advises on proper payment method of requested payment inquiries.

  • Processes Extra compensation payments.

  • In coordination with welcome center coordinator, communicates monthly parking payroll deductions to central payroll office

  • Resolves difficult and unique payroll and hiring-related problems for faculty, staff and graduate students using high level of judgement and problem-solving skills.

  • Provides quarterly payroll reports to finance for union dues payments.

Hiring & Employment

  • In collaboration with Academic Affairs, Eastman Community Music School (ECMS), and Graduate Studies offices;

  • ensures graduate students are hired and paid accurately, timely in accordance with University policies;

  • ensures that proper documentation accompanies all hiring & employment action requests.

  • Initiates Personnel Action Forms for ESM faculty, staff and graduate students at the request of department administrators with manager approval.

  • Responsible for ensuring confidentiality of all ESM faculty, staff and graduate student personnel records.


  • In collaboration with HR Director, sets up all new job openings for ECMS, summer session and staff positions

  • Maintains files & documentation for open positions

  • Documents progress of open positions in recruiting tracker document

  • Connects weekly with hiring managers for status update on recruitment efforts

Annual Projects

  • In coordination with ESM Finance, coordinates Endowed and Gift Prize and Award/ Process/Commencement Prizes and Awards: works with academic departments to determine schedule, track progress of award & to ensure checks are delivered/processed on-time.

  • Tracks annually required training & communication to managers/employees regarding deadlines and completion status.

Administrative Departmental Support

  • Maintains employee personnel files – keeps up-to-date on filing

  • Maintains and updates procedures for payroll, hiring and other office processes

  • Coordinates department website updates with ESM Communications

  • Completes ad hoc account reconciliations as needed

  • Provides quarterly report for stage worker union dues

  • Assist with and/or fills-in at Welcome Center as needed


  • Ensures staff time reported is accurately coded in accordance with federal and NYS law and university timekeeping rules

Other duties as assigned

Qualifications:Minimum Education

  • 2 years post High School

  • Bachelor’s Degree in Human Resources, Organizational Management, or other business-related degree or combination of education and experience. (preferred)


  • Minimum of three years’ applicable experience

  • Two years’ HR generalist experience (preferred)

Knowledge, Skills & Abilities

  • Working knowledge of NYS and Federal wage and hour rules, FLSA, and employment law fundamentals

  • Strong experience with Microsoft Word, Excel, PowerPoint.

  • Ability to handle highly confidential information in a professional manner.

  • Strong organizational skills with attention to detail.

  • Must be able to work independently and with minimal supervision

  • Ability to prioritize and multi-task work in a fast-paced environment.

  • Exceptional customer service skills.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled