Provide leadership of the Corporate Payroll Services function on behalf of all Duke University and Duke University Health System employees. Implement, manage and evaluate operational processes and procedures, in accordance with corporate standards and policies. Partner with the Director of Technology Application for Corporate Payroll Services to carry out the responsibility for payroll preparation/processing including tax reporting, benefits records administration or payroll system maintenance. Direct and coordinate activities of the Corporate Payroll Services Operations team to engage in analyzing and processing Duke University and Health System payroll transactions for faculty and staff and biweekly employees as well as Noncompensatory fellowship/scholarship recipients.
Direct and coordinate activities of employees engaged in processing updates to master data, time adjustments, analyzing data, reconciling general ledger accounts and preparing necessary journal entries.
Develop and perform accounting control functions, analyze data, and conduct periodic audits to ensure integrity of master data, accounting transactions, and earnings. Supervise and coordinate the master data and payroll transactions as well as various reporting tools ensuring accuracy and compliance with University and Health System policies and procedures. Function as a senior management level within Corporate Payroll Services to provide leadership and support for effective problem solving, difficult customer inquiries, and overall direction for the Payroll operations.
Communicate with the Associate Vice President for Disbursements as appropriate regarding departmental strategy, operations, and issues. Submit recommendations for personnel transactions and other business process redesign.
Manage the Payroll Operations team while ensuring continuity of roles and responsibilities, proper distribution of assignments, while maintaining outstanding customer service practices. Coordinate recruitment and onboarding processes for new employees.
Update training materials as needed. Create professional development opportunities for members of the Payroll staff.
Partner with colleagues in Disbursement Services, Corporate Tax, and Legal Counsel to coordinate processes related to independent contractor vs. employee classifications, international programs, including expatriates, as well as other scenarios governed by regulatory requirements.
Respond to inquiries and provide reports to the senior administrators of the University and Health System. Foster relationships with internal departmental liaisons to promote a collaborative and communicative environment.
Establish relationships with partners at peer institutions.
Maintain successful daily operations while ensuring adherence to Duke University and Health System policies and procedures, along with regulatory requirements.
- Expert knowledge of multi-state payroll processes and corresponding regulatory requirements.
- Extensive knowledge of the key regulatory agencies, Internal Revenue Service, Departments of Revenue, Department of Labor, Homeland Security, and their corresponding policies and requirements. Remain abreast of all changes to federal, state, and other regulatory, including tax, wage and hour, unemployment, etc.
- Consult with primary partners on these topics and attend Duke sponsored training/overview sessions as needed.
Oversee the Offcycle payroll processes to ensure timely execution of manual checks, timely postings to the general ledger, funding for bank accounts, as well as timely reports for tax deposits.
Conduct periodic audits and reviews to confirm the quality and integrity of the payroll processing. Implement corrective actions immediately upon identification of issues.
Develop departmental goals to ensure efficient and effective operations and business processes; evaluate departmental structure, policies and procedures in light of such goals and make revisions as indicated.
Manage customer service inquiries related to mortgage verifications, governmental requests, subpoenas, etc., in accordance with current regulatory requirements.
Recommend and assist in the design and development of new systems.
Maintain confidentiality of all pertinent personnel and payroll information in accordance with Duke University and Health System privacy and security policies governing the release of information.
Develop various communications for distribution to departmental managers, departmental payroll representatives regarding payroll deadlines, business process changes, etc.
Participate on teams to design and develop new systems and processes.
Update and maintain current documentation on procedures for payroll processes.
Set appropriate priorities for needs of the organization in conjunction with workload.
Develop and maintain effective performance plans to support the mid-year and annual review processes.
Supervise various personnel actions includingbut not limited to hiring, promotions and transfers.
Perform other related duties incidental to the work described herein.