The Director of University Payroll and Employee Records designs and oversees the end-to-end systematic business process of employment from hiring, paying, and ultimately terminating employees. The Director will work closely with HR, departmental HR repreentatives, and the Oracle system support team to ensure that Vanderbilt University is in compliance with all Department of Labor and IRS guidelines. The Director leads the payroll team and has accountability for the organization's payroll operations and related disbursement, taxation, and reporting processes. Vanderbilt University is a major research-extensive university of 6,500 full-time academic, professional, and support employees as well as student workers. The Director provides overall leadership for the Payroll and Employee Records department by developing goals, objectives, policies and procedures; leveraging technology solutions; driving system and business process efficiencies, supervising, coordinating, and evaluating outcomes; and performing personnel administration functions.
Duties and Responsibilities
Vanderbilt University Payroll and Employment Records Function
Designs the system and business processes to manage employee records from end to end. Drives efficiencies in the process and eliminate opportunity for errors.
Acts as a functional owner of the Oracle HCM system. Serves as the primary contact for IT and business process inquiries. Coordinates quarterly upgrade testing. Proposes and implement system enhancements to streamline business processes.
Oversees the timely preparation and accurate production of all payrolls for the University, including monthly, biweekly, and weekly payrolls.
Maintains accurate faculty, staff, and student employment data, including documentation supporting all authorized deductions from pay, garnishments, the employer's matching contributions for retirement & health insurance, citizenship, etc.
Facilitates coordination of the payroll aspects of taxation and payment of non-resident foreign national employees, as well as non-employees compensated through the payroll system.
Minimizes and resolves employee pay-related issues, including overpayments, late pay, deductions, and related pay adjustments.
State, Federal and Foreign Tax Compliance
Responsible for accurate production of W-2 Forms and related year-end tax reporting issues.
Oversees and ensures the successful accomplishment of fiscal- and calendar-year and quarterly tax and reporting processes.
Ensures payroll compliance with applicable local, state, federal and foreign tax laws; wage and hour laws; and collective bargaining agreements.
Serves as a primary content expert and strategic advisor in policy matters involving payroll administration and payroll-tax matters.
Supports Employment Systems and Processes
Is a subject matter expert with deep functional knowledge of payroll and employee records and the interactions of benefits and other deductions and is responsible for the long term and short planning for the function.
Leverages Oracle Cloud to enhance and upgrade business processes, leading to efficiencies and reduction of errors.
Ensures the ongoing development, maintenance, and improvement of work processes and action steps required to administer employment activities efficiently and accurately.
Ensures that all payroll calendar requirements, batch jobs, and other activities are accomplished efficiently and effectively. Collaborates with Accounting, IT, and other campus stakeholders on the identification of issues and resolution of concerns and proposes technical and functional process improvements.
Provides functional leadership of the evaluation, selection, and implementation of vendor systems necessary for effective payroll operations.
Coordinates collaboratively and effectively with colleagues across other organizational units (e.g., budget, benefits, accounting, finance, sponsored programs, IT) to ensure optimal outcomes and effective risk management.
Provides Superior Customer Service
Ensures that customer inquiries are handled timely and appropriately.
Acts as the institution's primary payroll and employee records subject matter expert and provides guidance and direction to departmental managers, guiding them in understanding, troubleshooting, researching, and resolving complex customer issues, answering questions and other inquiries.
Regularly engages campus schools and divisions, as well as other HR units, to diagnose and define user needs and to align processes and deliver excellent services.
Compiles and reports KPI (key performance indicator) payroll metrics for campus and university system dashboards.
Professional, Managerial, and Leadership Skills
Effectively oversees a team of professional and support staff including specialists in records, payroll tax and deductions, as well as payroll taxation matters related to the payment of foreign national students, scholars, and employees.
Intrinsic integrity and excellent professional judgment. Unquestioned discretion with highly confidential information.
Holds themselves and others accountable; gets the job done; accepts responsibility; addresses problems rather than allowing unresolved issues to fester; models willingness to contribute above and beyond the call of duty.
Effectively listens to input, troubleshoots, and makes timely, thoughtful decisions; envisions and implements creative solutions to unique and complex challenges.
Establishes and maintains a high-functioning team focused on important outcomes. Envisions organizational success and communicates clear goals and objectives. Provides appropriate positive and constructive feedback; shares knowledge and develops employees; deploys coaching strategies; celebrates publicly, critiques privately.
Demonstrates the ability to create a positive work climate, establishing a feeling of partnership and empowering others.
Builds and sustains strong working relationships across organizational divisions and with diverse constituents; conducts oneself in ways that are appropriate and respectful of the diverse cultures that make up the Vanderbilt community.
Exhibits humor, humility, and empathy.
Bachelor's in a relevant field (e.g., accounting, HR management, finance, etc.); Master's degree preferred.
5 or more years with payroll or closely related operations, including experience with multi-state taxation and the taxation of non-resident foreign national employees under tax treaties, and the management of all aspects of a payroll for a large, complex organization of 3,000 employees or more.
Leadership skills, with ability to effectively lead and manage a remote team of high functioning professionals in high volume work involving accuracy, productivity, confidentiality, security and adherence to deadlines with an ability to transfer knowledge and foster accountability.
Excellent organizational and data management skills, verbal and written communication skills, and the ability to articulate and present complex or delicate information to various audiences.
Ability to effectively communicate ideas, to coach, and facilitate change at all levels.
Strong customer service skills, with the ability to work and communicate with a diverse group of clients and colleagues.
Knowledge of current trends in payroll and employee records best practices in large organizations, bringing a creative and innovative approach to solutions driven problem solving.
Demonstrated commitment to enhancing diversity, equity, and inclusion within operational practices.
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000695
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.