Job Summary
JILA at CU Boulder invites applications for an HR Coordinator! This role provides specialized departmental administrative support for JILA payroll, international personnel and immigration-related processes, and employee personnel administration. This position ensures accurate and timely payroll processing and reconciliation; coordinates immigration and visa-related activities for international faculty, staff, students, scholars, and/or visitors in collaboration with CU Boulder International Student and Scholar Services (ISSS); and administers routine personnel actions and related departmental processes. The Coordinator serves as a departmental resource for employees and supervisors regarding payroll, immigration/visa processes, personnel transactions, and associated university requirements.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Who We Are
JILA is a joint institute of the University of Colorado Boulder and the National Institute of Standards and Technology (NIST) located on the beautiful CU Boulder main campus at the base of the Rocky Mountains. Led by the roughly 30 research Fellows, JILA supports eclectic and innovative research programs that foster creative collaborations. The wide-ranging interests of our scientists have made JILA one of the nation's leading physical sciences research institutes. JILA has a total annual budget of $50 million, with 297 members (including faculty, staff, students, and postdoctoral researchers).
JILA offers a uniquely collaborative and mission-driven environment. The institute has a strong culture of intellectual curiosity, community, and inclusiveness, which provides a meaningful and engaging workplace.
What Your Key Responsibilities Will Be
Payroll Administration & Reconciliation
- Primary responsibility for administering, monitoring, reconciling, and resolving departmental payroll activities.
- Administers departmental payroll processes and ensures accurate and timely completion of payroll-related activities.
- Reviews payroll transactions, payroll registers, and employee compensation information for accuracy.
- Enters payroll expenditures into departmental financial records.
- Identifies discrepancies in salary, wages, stipends, benefits, funding distributions, and other payroll-related charges and coordinates corrective action.
- Coordinates payroll corrections and adjustments with CU Boulder Human Resources, payroll/HR service centers, employees, supervisors, and other appropriate campus offices.
- Monitors employee appointments, FTE, salary rates, funding distributions, appointment dates, and other information affecting payroll.
- Reviews and coordinates timekeeping, leave reporting, and other payroll-related records as appropriate.
- Assists employees and supervisors in resolving routine payroll questions and problems.
- Maintains appropriate payroll documentation and records in accordance with federal, university, and department requirements.
- Ensures payroll activities follow applicable university policies, procedures, due dates, and requirements.
- As required, enters changes associated with sponsored projects, grants, contracts, or other restricted funding.
- Identifies recurring payroll problems and recommends process improvements.
- Coordinates departmental visa-related processes for international employees, scholars, visitors, and/or other affiliated individuals.
- Serves as the department's primary administrative contact for international personnel and visa-related matters.
- Acts as liaison between JILA and centralized CU Boulder offices; coordinates visa and immigration processes, working closely with CU Boulder International Student and Scholar Services (ISSS) and CU Human Resources (HR).
- Collects, reviews, organizes, and submits required documentation for international personnel and visitors.
- Tracks visa, appointments, and authorization timelines and deadlines.
- Monitors expiration dates and initiates renewal or extension processes as appropriate.
- Supports onboarding and appointment processes for international employees, scholars, and visitors.
- Ensures departmental actions are consistent with ISSS requirements and applicable university procedures.
- Maintains accurate and confidential departmental records related to immigration and visa matters.
- Communicates requirements, deadlines, and procedural information to international personnel and JILA leadership.
- Identifies potential compliance issues and raises them to ISSS or appropriate university offices.
- Coordinates changes in employment, appointments, funding, FTE, or other circumstances that may affect status or authorization.
- Provides routine guidance to department personnel regarding departmental procedures and ISSS requirements, while referring substantive immigration/legal questions to ISSS or other appropriate authorities.
- Coordinates personnel actions including hires, transfers, changes in appointment, compensation changes, performance bonuses, funding changes, leaves, and terminations.
- Coordinates required documentation and approvals for personnel transactions.
- Maintains accurate employee and position records.
- Coordinates onboarding and offboarding activities for assigned job classifications.
- Assists supervisors and JILA leadership with routine personnel processes and requirements.
- Coordinates employee information changes with CU Boulder HR and other appropriate campus offices.
- Monitors appointment periods and identifies upcoming expirations or required actions.
- Maintains confidential personnel documentation in accordance with university policies and applicable privacy requirements.
- Develops and maintains procedures, checklists, and reference materials for recurring personnel processes.
- Performs other departmental administrative duties related to personnel and employee operations.
What You Should Know
This position offers a hybrid work modality with 1 day of remote work per week.
What We Can Offer
- The annual salary range for this full-time position is $55,000-$65,000. Some relocation funds are available for eligible candidates.
Benefits
At the University of Colorado Boulder , we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County’s largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. In fact, CU Boulder has been named one of Forbes' America's Best Large Employers , ranking #4 among large employers in Colorado and #28 among universities nationwide. Explore additional perks and programs through the CU Advantage program.
Be Statements
Be creative. Be impactful. Be Boulder.
What We Require
- Bachelor's degree and 1+ years of relevant professional experience
- An equivalent combination of education and/or experience may substitute
What You Will Need
- Attention to detail and ability to organize and prioritize tasks
- Ability to communicate clearly and positively with a variety of people
- Strong interpersonal skills
- Excellent communication skills both verbally and in writing
- Proficient in Microsoft Word, Excel, Outlook and familiar with MS Teams and SharePoint
What We Would Like You to Have
- Experience with HR leave systems and/or PeopleSoft
- 1+ years of experience administering payroll actions and coordinating with finance and accounting functions
- Familiarity with accounting and budget principles and how payroll and visa actions impact overall finance and projections
- Experience coordinating or being responsible for visa processes for international employees working in the U.S.
- Experience developing and presenting reports for a leadership audience
- Experience in an administrative support role at a higher education institute
Special Instructions
To apply, please submit the following materials:
- A current resume.
- A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
Please apply by October 18, 2026 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Essential Services
This position is designated “essential/critical services.” The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man-made event) and report to work for regularly assigned shifts during emergency campus closures.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: [contact details available in the full listing]
