Chatham Hall Business Office
Chatham Hall seeks talented faculty and staff who put students at the center of their practice. We seek to attract faculty and staff who thrive on being fully engaged in our boarding school community and are committed to each girl’s intellectual, social, and emotional well-being. The most successful candidates see opportunities before problems, relish innovation and iteration, listen to learn, and thrive in a collaborative boarding school community. Chatham Hall lives our mission: Equipping curious thinkers to lead bold lives of impact. Our Episcopal faith tradition means we are fully committed to fostering a diverse faculty and student body.
Position Summary
The Human Resources & Payroll Specialist is responsible for administering the day-to-day human resources and payroll functions for the School. This position serves as the primary contact for payroll processing, employee records, benefits administration, onboarding, and HR compliance while providing exceptional customer service to faculty and staff. The Human Resource & Payroll Specialist plays a vital role in supporting a positive workplace culture and ensuring compliance with federal, state, and local employment laws.
Essential Duties & Responsibilities
Payroll Administration
Process semi-monthly payroll accurately and on schedule for all faculty, staff, coaches, and seasonal employees.
Maintain payroll records and employee earnings, deductions, taxes, and garnishments.
Review and reconcile payroll reports prior to processing.
Process new hires, salary changes, stipends, supplemental pay, bonuses, and terminations.
Coordinate payroll tax reporting and year-end processing, including W-2 preparation.
Maintain payroll records in compliance with federal and Virginia regulations.
Reconcile payroll accounts with the general ledger.
Respond to employee payroll questions in a timely and confidential manner.
Coordinate with business office colleagues regarding payroll allocations and reporting.
Human Resources Administration
Administer the employee lifecycle including recruitment support, onboarding, orientation, employment changes, and offboarding.
Maintain personnel files and HRIS records in compliance with applicable laws.
Process employment verification requests.
Coordinate background checks, reference checks, and required pre-employment screenings.
Track required employment documentation, certifications, and licenses.
Maintain employee handbook updates and HR policies.
Assist with annual contract issuance and employment agreements.
Prepare HR reports and workforce metrics as requested.
Support employee engagement and recognition initiatives.
Support managers with training on supervision and provide personnel-related templates
Benefits Administration
Administer employee benefits including:
Health insurance
Dental and vision insurance
Life insurance
Retirement plans (403(b))
Flexible Spending Accounts
COBRA administration
Coordinate annual open enrollment.
Assist employees with benefit questions and enrollment changes.
Reconcile monthly insurance invoices.
Coordinate leave administration including FMLA, ADA accommodations, and paid leave programs.
Compliance & Risk Management
Ensure compliance with:
Fair Labor Standards Act (FLSA)
Family and Medical Leave Act (FMLA)
Americans with Disabilities Act (ADA)
Title VII
Virginia employment regulations
I-9 Employment Eligibility Verification
E-Verify (if applicable)
Maintain OSHA-related personnel records as required.
Ensure confidentiality of all employee information.
Support audits and accreditation requests.
Assist with workers’ compensation claims administration and annual audit.
Additional Responsibilities
Assist with annual salary and compensation updates.
Coordinate employee training records.
Support performance evaluation processes.
Assist with faculty housing payroll implications and taxable benefits.
Support HR initiatives that promote diversity, equity, inclusion, and belonging.
Participate in Business Office projects as assigned.
Maintain professional relationships with external vendors and benefit providers.
Perform other duties as assigned.
Supervisor & Direct Reports
Reports to the Chief Financial Officer. This position has no direct reports.
Qualifications
Education
Associate’s degree required.
Bachelor’s degree in Human Resources, Business Administration, Accounting, or related field preferred.
Experience
Minimum of 3–5 years of payroll and human resources experience.
Experience processing payroll for 50+ employees preferred.
Experience in independent schools, higher education, or nonprofit organizations preferred.
Experience with HRIS and payroll software.
Experience with benefits administration.
Knowledge, Skills, and Abilities
Thorough understanding of payroll processing and payroll tax regulations.
Knowledge of Virginia employment law and federal labor regulations.
Excellent organizational and time management skills.
Strong attention to detail and accuracy.
Ability to maintain strict confidentiality.
Excellent interpersonal and customer service skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities and deadlines.
Advanced Microsoft Office skills, particularly Excel.
Ability to work independently while collaborating across departments.
Preferred Certifications
The ideal candidate will have at least two of the following:
SHRM Certified Professional (SHRM-CP)
Professional in Human Resources (PHR)
Certified Payroll Professional (CPP)
Physical Requirements
Ability to sit for extended periods.
Ability to use standard office equipment.
Occasionally lift up to 15 pounds.
Compensation & Benefits
Salary range is between $ 60,000 and $ 70,000.
The School offers a competitive salary commensurate with experience and a comprehensive benefits package that may include:
Medical, dental, and vision insurance
Life and disability insurance
403(b) retirement plan with employer contribution
Paid vacation, sick leave, and holidays
Professional development opportunities
Tuition remission (where applicable)
Equal Employment Opportunity
The School is an Equal Opportunity Employer and is committed to building a diverse and inclusive community. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.
Other Information
This administrative position is full-time (12 month/37.5 hours per week) and benefits eligible. Normal hours of work are 8:30 a.m. to 4:30 p.m. This position is based in an office environment within a residential boarding school campus. Occasional evening or weekend work may be required during payroll processing, open enrollment, orientation, graduation, or other school events.
Work Environment
Chatham Hall is a boarding school for girls, grades 9-12. Smaller by design, our legacy as an Episcopal all-girls school means we are guided by our mission and values. Our approach to personalized learning gives girls many opportunities to pose questions and seek solutions. Committed to each girl’s academic and social well-being, faculty and staff commit to being fully involved in the life of the school: attending events, eating in the dining room, coming to know students both in the classroom and beyond. Located in the heart of rural Virginia on 365 acres, the work environment is family-friendly. Our curricular philosophy emphasizes interdisciplinary and experiential learning and encourages girls to apply what they learn. Collaboration and reflective practice are key aspects of Chatham Hall pedagogy. The school is fully committed to attracting and retaining a culturally diverse faculty and student body.
Apply
Interested candidates should email a résumé, a cover letter highlighting their interest in and qualifications for the position, leadership philosophy, and a list of five (5) professional references with contact information as a single PDF attachment to Jennifer Hiltwine at
[email protected].
Equal Employment Opportunity
The School is an Equal Opportunity Employer and is committed to building a diverse and inclusive community. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.
