Associate Director, Payroll Operations

The Payroll Services department is dedicated to supporting the University’s teaching and research mission by striving to provide excellent customer service to all faculty, staff and students in the payments of their salaries, wages and stipends.  The department is responsible for ensuring all employees are paid timely and accurately and that all payments and withholdings are made in accordance with federal and state laws and regulations.

The Associate Director, Payroll Operations plays a pivotal role in the structural and strategic alignment of the Payroll Services organization in the key areas of operations, compliance, and strategic initiatives.  Reporting to the Director, Payroll Services, and under limited direction, this position is responsible for overseeing the effective and efficient processing and delivery of the entire payroll production cycle. This role works closely and collaboratively with key University partners including Human Resources, Office of Information Technology, Dean of the Faculty, Student Employment Office, Graduate School, Princeton Plasma Physics Laboratory and Finance and Treasury to ensure that payroll operations, programs and initiatives are successfully implemented and timely executed.  

The Associate Director manages a high performance and customer focused team that includes the Lead Payroll Analysts and the Time and Labor Analyst who are directly responsible for  executing the University’s bi-weekly, monthly, and supplemental payrolls. This position also works closely with the Associate Director, Payroll Strategic Initiatives and the Senior Payroll Tax and Compliance Analyst in accomplishing the mission of the Payroll Services organization.

The Office of Finance & Treasury actively searches for staff members of exceptional ability and promise who share in Princeton University's commitment to excellence, and who present a wide range of viewpoints and cultures. We offer varied professional opportunities spanning all aspects of financial management, analysis, and processing in support of the teaching and research mission. As part of the University community, we respect the dignity and individuality of each member while trying to foster a sense of shared experience and common purpose. We are unwavering in our commitment to community and embrace the variety of talents, backgrounds, and perspectives of all of our colleagues.

Staff Supervision and Development

• Supervise a team of three analysts responsible for facilitating and executing various aspects of the bi-weekly, monthly and supplemental payrolls production processes
• Ensure staff is providing the highest level of customer service to the University
• Communicate roles and responsibilities including backup
• Provide timely performance feedback against team and individual objectives
• Recognize team and individual performance; provide coaching and opportunities for continued growth and learning

Oversee Payroll Production Process

• Establish and communicate a comprehensive payroll processing calendar that plans for seasonal, recurring, and year-end needs, including reporting deliverables to the Tax, Controller, Sponsored Research, and Audit and Compliance teams, among others
• Manage processes, resources, and tools to ensure attainment of service levels
• Troubleshoot and resolve escalated payroll production issues
• Provide guidance and make operational decisions to enable timely, accurate, and compliant payroll processing
• Monitor and approve the completion of payroll process checklists and other payment controls.
• Assist with production tasks in PeopleSoft HRMS as necessary
• Ensure confidentiality and appropriate handling of sensitive information
• Help to resolve high level issues relating to payroll confirmation processes
• Analyze, perform impact analysis, and incorporate new/additional payment, benefits, or 3rd party transmissions into the delivery process.
• Generate, transmit, and reconcile files associated with post-confirm payroll processes
• Audit files for thoroughness and accuracy
• Communicate and escalate issues and risks in a timely manner
• Work directly with Application Delivery analyst and OIT to investigate and resolve any errors that may occur within a payroll cycle
• Establish and maintain process documentation for new procedures
• Oversees processing of payroll check exceptions and court ordered deductions (e.g. child support garnishments, etc.)
• Ensures staff receive proper training and development

Establish & Maintain Strong Internal Control Environment

• Support activities related to internal and external audit requirements
• Handle the maintenance of payroll records, logs and files in accordance with governing regulations and University policy
• Remain current to new legislation and regulatory ruling impacting payroll relating to topics such as wages, leave and pension benefits, worker’s compensation, FMLA, FLSA, garnishments, and related tax treatments
• Enforce established payroll related policies and procedures; Evaluates, analyzes and makes recommendations to existing payroll policies, procedures and business processes that will improve payroll function
• Compile reports, metrics and data that help to inform leadership about key payroll performance indicators
• Establish controls to preserve and protect the confidentiality of sensitive data
• Responsible for reconciling certain payroll accounts and resolving payroll discrepancies

Customer Service & Outreach

• Ensure the timely resolution of a diverse range of customer inquiries, issues and problems
• Perform inventory of the types of payroll inquiries being addressed through Service Now to inform the types of training outreach that would benefit campus
• Work with the Associate Director, Payroll Strategic Initiatives to develop content and provide training to the campus community on various payroll related topics

Process Improvement

• Partner with Finance Technology, OIT, HR and DOF Technical staff on the design, testing, implementation, evaluation, update, troubleshooting and end-user support of the PS HCM system and modules
• Oversee university payroll interface files from departments using third-party timekeeping systems (e.g. TCP, POSS, TimesheetX, Labor Accounting)
• Work in close partnership with F&T colleagues in Procurement Services, Financial Services Center and Global Financial Services to enhance and improve shared payroll related processes (e.g. International Assignments, Garnishment Payments, Tier 1 customer inquiries, etc.)
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
• Investigate and resolve data-related issues identified by system alert/error reports

Other Duties

• Assist with the interviewing, hiring, termination
• Maintain affiliations with professional organizations and takes continuing education courses

Essential Qualifications:

• Bachelor’s degree or equivalent work experience
• 7-10 years related experience managing a payroll operation in a large and complex environment
• Strong leadership, collaboration, and communication
• Effectively build and manage relationships with all levels in the organization
• Expertise using an in-house HRMS-Payroll system
• Knowledge of foreign national tax compliance as it relates to payroll processing and taxation
• Experience in processing payroll for US and Non-US based citizens hired to work outside of the United States
• Advanced level proficiency with Microsoft Office (Excel, Word, PowerPoint)
• Experience querying data and/or using ad-hoc reporting tools
• Attention to detail
• Understanding of Internal Controls; and understanding/knowledge of federal, state, local payroll regulations and requirements
• Strong interpersonal and communication skills as well as effective with time management, planning and organizing
• Experienced with information data collection, analysis, and management
• Must be customer service driven maintaining highest levels of confidentiality, and always execute highest standards of teamwork

Preferred Qualifications:

• Experience working in higher education
• Experience using an in-house HRMS-Payroll application (e.g. Oracle/PeopleSoft, SAP)
• Experience with system enhancement and tax update testing.

Princeton University is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.  KNOW YOUR RIGHTS