Program Manager - Payroll, FMLA, Leaves of Absences, Workers' Compensation

Vanderbilt University•Nashville, TN

52d•Onsite

About The Position

The Program Manager - Payroll, Leave of Absence, and Workers' Compensation is part of the Vanderbilt University Public Safety (VUPS) Human Resources team at Vanderbilt University. This individual contributor is responsible for overseeing and optimizing the administration of payroll, leave of absence programs, and workers' compensation processes for a department with over 400 employees. This role involves monitoring and ensuring accurate timekeeping and payroll for both nonexempt and exempt staff in the department, as well as providing administrative support for the Family Medical Leave Act (FMLA), leaves of absence, and the initial report of work injury process. The position reports both administratively and functionally to the Director of HR Administration. It is fully onsite and does not offer a hybrid schedule. You are required to be on campus Monday through Friday. As part of the VUPS-HR team, you will play a vital role in managing payroll, leave of absence programs, and workers' compensation processes for a department with a substantial workforce. Your responsibilities will include monitoring timekeeping and payroll for all staff, providing administrative support for FMLA and leaves, and managing the initial injury reporting process. This role is a critical function within the department, ensuring compliance and efficient administration of these essential HR processes. Vanderbilt University Public Safety (VUPS) is led by the Office of the Senior Associate Vice Chancellor/Chief of Police in the Division of Administration. VUPS is a dedicated team of over 400 professionals united by a shared commitment to fostering a safe, secure, and welcoming environment for all in the Vanderbilt community, as well as the Vanderbilt University Medical Center. Organized into several specialized units, our department includes commissioned officers, security professionals, and skilled administrative staff-all working collaboratively to uphold the highest standards of community-based policing.

Requirements

A bachelor's degree in Human Resources, Business Administration, or a related field is required.
Must have and maintain a valid driver's license and a satisfactory driving record.
Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.
5 years of experience in payroll, leave administration, and workers' compensation is required.
Strong knowledge of employment laws and compliance requirements.
Strong knowledge of MS Word, Excel, and PowerPoint are required.
Excellent analytical, organizational, and communication skills.
Detail-oriented with a high level of accuracy.
Previous experience working in a high-volume, complex environment and dealing with stressful situations is necessary.
Ability to build relationships across all levels of the organization is required.
Discretion and the ability to handle confidential information with integrity and professionalism is required.
Commitment to employee service and operational excellence.
Moderate physical effort.
Must be able to sit, stand, walk, bend, stoop, push, and pull objects up to 25 pounds.
Mobility and ability to assist in the movement of objects.
Meet written departmental standards on appearance/grooming.
Good moral character
Good driving record
No prior criminal convictions

Nice To Haves

Experience working with HRIS and payroll systems (Oracle and UKG) is highly preferred.

Responsibilities

Oversee end-to-end payroll processing, ensuring accuracy, timeliness, and compliance.
Collaborate with VUPS -Finance team to reconcile monthly PTO payouts and overtime detail reports. and resolve discrepancies.
Audit payroll, timekeeping, and absence management.
Assist employees with issues concerning the time clock system, timecard, and payroll.
Assist employees with applying for leave absences, including FMLA, ADA, parental leave, military leave, and personal leave.
Collaborate with the Campus Partners, including the Workers' Compensation, FMLA, and EOA teams, on complex issues.
Work closely with managers and employees on timely reporting and documentation of workplace injuries.
Ensure compliance with applicable laws and internal policies.
Serve as the primary point of contact for employees and managers regarding leave procedures.
Ensure leave usage is tracked in Oracle by conducting audits.
Create electronic files for various leaves.
Develop training materials and presentations for new hire orientation, supervisor trainings, and annual in-services.
Generate various reports as needed.
Initiate HR transactions in Oracle to cover the entire HR lifecycle (position creation, recruiting, hiring, onboarding, compensation changes, reclassifications, assignment changes, leaves, promotions, and separations).
Assist with the onboarding of new hires.
Participate in recurring meetings and trainings to allow opportunities for HCM Specialists across campus to learn from each other.
Assist with employee appreciation events and other special projects as assigned.
Maintain VUPS-HR Administration Standards Operating Procedures (SOPs) for assigned areas (Payroll, Worker's Compensation, and Leaves of Absence).
Monitor the VUPS-HR email box.
Other duties as assigned.