Graduate Payroll Coordinator II

Graduate Payroll Coordinator II

As an integral member of the College of Engineering Business Office, the Graduate Payroll Coordinator oversees all payroll and business operations in support of the College's Graduate Program, which serves over 250 students. This important role will oversee functions such as: providing faculty with projected payroll and benefits expenses, processing payroll adjustments, maintaining detailed and comprehensive records of these transactions, and serving as a subject matter expert for graduate funding and related functions.

This position also manages the College’s tuition waivers and GTRIP funds and related functions.

This Coordinator serves as the primary liaison between both internal and external stakeholders, including other members of the Business Office staff, Human Resources team, the Office of Academic Affairs and Assessment, Sponsored Projects Administration, the UGA Graduate School, and with peers across campus. The role requires strong attention to detail, sound financial judgment, and the knowledge and commitment to operate within compliance with all UGA, USG, and Graduate School policies.

This position operates with a high level of autonomy and makes independent decisions on a daily basis.

High school diploma or equivalent and 2 years of related experience

Experience in UGA financial system, OneUSG, Grad Status and Data Warehouse.

• Ability to navigate and properly process in the following UGA systems:
  OneUSG, Grad Status, Data Warehouse.
• The role requires strong attention to detail, sound financial judgment, and the knowledge and commitment to operate within compliance with all UGA, USG, and Graduate School policies.

• Calculate and forecast graduate payroll and communicate projected costs to stakeholders using established College compensation rates and levels of effort.
• Analyze and verify funding availability and time allocation across multiple funding sources in alignment with approved budgets.
• Coordinate with Human Resources to assign correct effort levels and monthly compensation rates for new hires and process salary adjustments for current students.
• Coordinate timely and accurate terminations for graduating or departing students in partnership with Human Resources.
• Manage and submit position funding requests, express direct retro transactions, ad hoc salary actions, and short work break requests.
• Oversee graduate student health insurance assignments in Grad Status, identify discrepancies, and submit journal vouchers to correct funding sources.
• Monitor College parking and suspense accounts and submit funding changes or direct retro requests to reconcile balances.
• Coordinate with external departments to verify payroll information for students funded through Engineering-based sources.

• Determine correct tuition waiver attributes based on funding source and enter waivers in Grad Status each semester.
• Maintain accurate records of waiver entries in the graduate payroll spreadsheet.
• Monitor tuition budgets on sponsored projects and complete Charge to Account forms for students on RIAS waivers.
• Coordinate tuition entries with other departments and colleges for students funded on Engineering-based projects.
• Maintain accurate information on the GTRIP Smartsheet to ensure correct returns to the College.
• Track tuition return information for Sponsored Projects Administration invoicing.
• Collect annual GTRIP returns and distribute funds to appropriate department IDs via budget transfer.
• Coordinate funding for teaching assistants with each School Chair and Director of Graduate Studies using GTRIP funds.
• Provide guidance to faculty on GTRIP spending policies.

• Create, maintain, and audit detailed records of payroll transactions, tuition waivers, GTRIP entries, and related documentation to support internal reviews, audits, and reporting requirements.
• Perform bulk updates and data maintenance in Smartsheets, spreadsheets, and other tracking tools to ensure accuracy and consistency across systems.
• Participate in semester…