F & HR Staff Assistant IV, ESM

Rochester, NY


Provides professional administrative support to finance & human resource at the Eastman School of Music (ESM). Under general oversight from management with considerable latitude & independent judgment, this position is responsible for preparing submissions for payroll-related documents in HR system, ensures appropriate approvals are received, coordinates & assists with financial & HR related data & reporting. Provides confidential, professional and personalized customer service & system training to staff, faculty & students related to HR and Financial systems. Monitors and sends reminders for monthly financial & other documentation. Possesses strong organizational skills with a high-level of independence and the ability to maintain confidentiality of highly sensitive information.


Payroll coordination & transactions

  • Manages day-to-day payroll processes; ensures approval of 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.

  • Acts as delegate time approver for timekeeper/approvers during periods of absence

  • Processes Extra compensation payments.

  • Researches and ensures resolution of payroll and hiring-related questions

  • Provides payroll reporting for financial processes - grants, dues, etc

  • Initiates grad stipend set-ups, ensures required documentation, validates thorough and timely completion of total expected list in accordance with university deadlines.

  • Conducts weekly meetings with primary internal customers: IML, Graduate Studies, ECMS, Summer@Eastman & Academic Affairs Departments to ensure processing transactions in a timely manner

Coordinates Hiring & Record Set up

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

  • ensures graduate hires for IML, ECMS & Summer are hired and paid accurately, timely in accordance with University policies;

  • ensures that proper documentation accompanies all hiring & employment action requests – required Minors training & background checks, I-9s, etc.

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

Financial Transactions and Support

  • P2P SIRS (invoices) and Requisitions support - including annual peak activity in SIRs for Commencement Prize and Awards and list management of such payments to full completion.

  • UR Financials Reporting support – report running and distribution for select departments

  • PCard verification delegations – assist cardholders who do not perform their own online verification (faculty, etc).

  • Expense reimbursement support – BETR policy and Workday Expense training

  • Completes ad hoc account reconciliations as needed

Compliance Support and Documentation

  • Reviews time entries for Biweekly, Semi-monthly & Monthly payroll to ensure staff time reported is accurately coded in accordance with federal and NYS law and university timekeeping rules

  • Coordinates and documents permissions granted to ESM employees in P2P, URFinancials, PCard – new employees, departing employees, periodic audit/controls

  • Credit card machine tracking and documentation – request and log required monthly verifications, updates, and replacement timeline.

  • Account Reconciliations – issues reminders to the community, tracks and verifies completion

Finance & HR Office Administrative support

  • Electronic file management – specifically endowment backup and coding “translation” – relationship of allocation code to FAO and to fund name in Fundriver (financial aid).

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

  • Serves as back-up for other administrative department coordinators and welcome center for absences and to assist with projects as needed.

Other duties as assigned



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

  • Minimum one years’ applicable experience

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

  • Strong experience with Microsoft Word, Excel, PowerPoint.

  • Prior experience with payroll, accounting, or financial systems -Workday preferred.

  • Ability to craft clear, concise, and professional communications.

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

  • Strong organizational skills with high 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

Pay Range

Pay Range: $19.96 - $27.94 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.0

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Location: Eastman School Music
Full/Part Time: Full-Time