Payroll Supervisor

University of Pennsylvania

About The Position

The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations, and Maintenance. The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/ Reporting to the Operations and Maintenance Accounting and Payroll Manager for the Facilities & Real Estate Services (FRES) division, this position is responsible for the end to end payroll processes owned by the division. The Payroll Supervisor will be the subject matter expert on the payroll systems as well as the two collective bargaining agreements (CBAs) used to establish the pay rules in the systems to which the division must adhere. The Payroll Supervisor will deliver t,,alue to FRES through the development, maintenance and administration of training programs for supervisors, payroll administrator and others. Responsibilities include managing the daily duties and providing supervision and guidance to a payroll administrator ensuring work is completed accurately and complete each day, ensuring weekly feed of payroll data to the University's central payroll team is accurate and on time, communicating with a diverse set of stakeholders and ensuring all updates in the system impacting union staff are done in accordance with the relative Collective Bargaining Agreement.

Requirements

Associates Degree and atleast 3-5 years of related experience or equivalent combination of education and experience is required.
At least 1 year of managerial experience preferred
The ideal candidate demonstrates strong attention to detail and analytical thinking. with the ability to interpret numerical data, and solve problems independently.
They should possess a solid mathematical aptitude, excellent organizational skills, and a commitment to delivering accurate, customer-focused service.
Demonstrated ability to effectively communicate
Demonstrated ability to read, interpret and apply payroll rules established In collective bargaining agreements is required

Nice To Haves

Proficiency with spreadsheet software (preferably Excel) is preferred
Familiarity with University payroll is a plus

Responsibilities

Payroll Function Management The payroll operation includes responsibility for the calculation and collection of all necessary financial data, accurately and weekly sign-off by supervisors and managers on time-reporting for unionized employees (by work order) and weekly paid staff members. This process must be a successful electronic transmission to central payroll each Monday by 3pm. This role ensures accurate reconciliation of payroll and resolves outstanding discrepancies.
Supervision In addition to managing the day-to-day payroll operations, the Supervisor is responsible for all human resource functions related to the payroll staff, including hiring, training, performance management and employee engagement. The Supervisor's role is critical to the success of back-office administration and is required to have strong leadership skill to be able to effectively manage people, processes, customer service and changes to information technology systems required to complete work.
Process Improvement The Supervisor will continually evaluate and re-design key business processes with the goal of implementing best practices and improving effectiveness of information systems for the payroll team. The Supervisor will oversee the preparation of comprehensive documented procedures for each role within the payroll function and follow up annually that procedures are updated according to any process improvements, system upgrades and changes in dependent processes.
Customer Service Responds to internal and external inquiries and continuously improves the level of customer service provided by payroll staff.
Reporting Oversee preparation of management reports which consists of weekly, monthly, quarterly and yearly reports for payroll, vacation accruals, hours worked, leaves and other on demand reporting.

Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.