Payroll & Retirement Administrator

Job Summary

The Payroll and Retirement Administrator is responsible for the accurate, timely, and compliant administration of payroll, retirement and related employee support functions for the Cleveland Institute of Music. This position ensures compliance with applicable federal, state, and institutional payroll regulations; manages payroll processing and reporting activities; administers retirement and timekeeping programs; and serves as a key resource for employee payroll and benefits-related inquiries. The Payroll and Retirement Administrator works collaboratively with People & Culture, Finance, Financial Aid and other campus departments to support operational efficiency and exceptional employee service.

Primary Duties and Responsibilities

Payroll Administration

• Responsible for timely, accurately and compliantly processing CIM's semi-monthly, monthly and quarterly payrolls, including monthly reports. Audit and process payroll documents. Process employee data for new hires, changes, additional earnings, etc.
• Process employee Time & Attendance data to payroll and reconcile variances.
• Maintains employee time off records.
• Ensures compliance with all applicable federal, state, local, wage and hour, tax, payroll and retirement regulations and reporting requirements.
• Manages payroll tax reporting, W-2 preparation, 1099 preparation, reconciliation activities, and year-end payroll processing via ADP.
• Maintains and utilizes payroll, HRIS, and timekeeping systems; generates reports and audits data to ensure accuracy and operational effectiveness.
• Maintains strict confidentiality of employee records, payroll information, and institutional data in accordance with applicable policies and regulations.
• Assists employees in registering for or resetting access to employee self-service portal.
• Administers and manages employee retirement program.
• Responsible for semi-monthly, month-end and year-end duties including Payroll related invoices, submitting payroll accrual and general ledger reconciliation.
• Respond to and answer all payroll related and retirement program questions.
• Process payroll monthly payroll-related and TIAA invoices.
• Work closely with Director of Financial Aid to manage the student work-study program. Including ATS management, onboarding, and obtaining proper documentation.
• Works closely with the Director of Finance on payroll reporting and the annual retirement audit.
• Serve as a representative/member of institutional committees, including Title IX as assigned.
• Works closely with Academic Affairs to issue and maintain faculty load-sheets.
• Maintain all employee files paper and electronic.

General Duties

• Assist with parking administration.
• Issuing access cards and investigating problems.
• Other duties and projects as assigned.

Education, Experience and Qualifications

• Bachelor's degree with an emphasis in Human Resources or equivalent work experience required.
• SHRM, SHRM-CP or HRCI Certification preferred.
• A minimum of 5 years in payroll administration required.
• Knowledge of 403b retirement programs required.
• Experience working with ADP software a plus.
• Proficiency with Microsoft Office (Excel, Word, Outlook) required.
• Must be adept at problem-solving, including being able to identify issues and resolve in a timely manner.
• Must possess strong interpersonal skills and be able to communicate both written and verbally with a variety of constituencies.
• Must be able to prioritize and plan work activities as to use time effectively and efficiently.
• Must be able to effectively read and interpret information and skillfully gather information.
• Must be organized, accurate, thorough and able to monitor for quality of own work.
• Demonstrates strong attention to detail and commitment to regulatory compliance, accuracy, and data integrity.
• Working knowledge of Payroll and 403b retirement legislative regulations.

Job Competencies

• Adaptability - Adapts to change, open to new ideas and responsibilities.
• Customer Service - Works well with customers, promotes a positive image of the company, strives to solve issues raised by customers.
• Decision Making - Able to reach decision, takes thoughtful approach when considering options, seeks input from others, makes difficult decisions.
• Ethics - Honest, accountable, maintains confidentiality.
• Problem Solving - Strives to understand contributing factors, works to resolve complex situations.
• Quality - Strives to eliminate errors, accurate work is a priority, seeks opportunities to improve product/services.
• Sense of Urgency - Meets deadlines, establishes appropriate priority, gets the job done in a timely manner.

Personal Attributes

To be successful in this role, candidate must possess:

• Must be able to use discretion when making decisions.
• Must be able to maintain confidentiality.
• Excellent customer service skills.
• Quick learner with a bias towards action.
• Works efficiently and proactively and takes responsibility for own work.
• Thrives in a rapidly changing environment with shifting priorities.
• Ability to work well under pressure, driven by an internal sense of urgency and will to succeed.
• Drive for curiosity and willingness to explore new processes, procedures and responsibilities.

Working Conditions/Physical Requirements

This position primarily operates in a professional office environment and routinely uses standard office equipment, including computers and telephones. The role may require extended periods of sitting, standing, walking, and computer use.

Work hours: 9 am - 5 pm Monday - Friday; work additional hours as needed.

Direct reports

N/A

Monday - Friday 9:00 am - 5:00 pm

35 hours per week with overtime hours when needed; position is overtime eligible