Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The HR/Payroll Supervisor will play a vital role in supporting the business manager by providing guidance and counsel to Biology faculty, department and school administrators, lab managers, and employees. Act as a departmental troubleshooter in analyzing and resolving a myriad of HR/Payroll matters (leave of absence, recruitment and hiring, performance management, employee relations, non-exempt payroll approvals, time & labor oversight, salary planning entries, workers compensation), using institutional knowledge of WU systems, policies, procedures, best practices. Serve as a liaison to central HR departments, OISS, Legal, and ArtSci.
Handle all monthly payroll matters for the Department. Oversee, approve and supervise all biweekly payroll matters and one staff ensuring all payroll is complete and compliant following University policies and deadlines. Support the development, implementation, and ongoing use of standardized HR policies and procedures in Biology, training faculty and staff in their use. Serve as the primary liaison to MyDay project for payroll related modules, and act as resident expert in MyDay payroll best practices. Ensure departmental payroll staff are trained and ready for MyDay. Develop new approaches to recruitment of postdocs and research technicians to assist faculty in obtaining broad and deeper talent pools when hiring.
PRIMARY DUTIES AND RESPONSIBILITIES:
Assist faculty and managers in drafting of job descriptions and offer letters, review and/or approval of job openings, recruitment efforts, and maintaining pay equity for similar jobs.
Develop, implement, disseminate, and perform on-boarding & departures processes for the department that ensure compliance with WU and regulatory policies.
Support the Business Manager in assisting faculty with employee conduct or performance problems, seeking guidance and input from HR and Legal when appropriate, and in strengthening the use and submission of annual staff evaluations for all employees.
Assist the Business Manager in the salary planning entries, records management and HR reporting and analytics.
Support the development and implementation of departmental HR policies and procedures.
Act as primary work visa coordinator for all hires in the department to ensure compliance with legal and workplace regulations.
Oversee the work of a payroll accountant in HRMS, TAM, T&L and EPARS to ensure timeliness, accuracy and compliance of data in all systems as approved by PI’s or central departments. This includes the review and/or approval of payroll transactions and payroll cost transfers when appropriate.
Maintain responsibility for all monthly payroll entries and review for faculty, staff, graduate students, postdocs, and fellows.
Work with grant administrators and faculty on developing salary/fringes cost projections, setting up cost sharing, payroll sourcing and reports related to Effort for Academic Year, Summer Salary and Laboratory budgets.
Handle appointments for all faculty (tenure/tenure-track and non-tenure-track), postdoctoral research associates, and monthly staff, ensuring all paperwork is completed accurately and i-9 verifications are completed timely. Handle Fall, Spring and Summer semester academic and adjunct appointments and manage frequent changes in monthly sourcing through proactive work with PI’s. Appoint all non-employee stipend recipients, including for Ph.D. students, graduate students, and postdoctoral research scholars. Handles sabbatical leaves, courtesy appointments, and appointments for adjunct faculty members. Develop resolutions for complex multi department/school appointments. Troubleshoot payroll errors and enforce and maintain proper HRMS procedures. Exercise independent judgment working with faculty on payroll matters to ensure they follow government and WU regulations, benefits requirements, and that people are paid timely and appropriately. Calculate federal payroll cap charges. Resolve payroll default account problems and work with other departmental payroll staff in arranging shared sources and allocations. Determine complex sourcing for summer research salaries, complex salary cap calculations, calculating cost share salaries, and developing salary/benefit cost projections in accordance with University, Federal, International and other requirements and regulations as they apply to compensation and grants.
Stay current and compliant with the changes in Federal Regulations governing grant management, visas, and federal, state, local, and foreign payroll rules and regulations in order to advise faculty seeking foreign researchers and students. Work with the International Office to process work visa requests and associated employment eligibility issues. Gather and prepare all foreign national paperwork and forward to the international office, and ensure existing visa holders renew in a timely manner.
Perform other duties and grant administration as assigned.
Bachelor's degree plus two years of work experience or an equivalent combination of education and experience to equal six years.
Demonstrated proficiency in payroll administration, compensation, HR policy and processes, and basic accounting and budgeting principles.
Experience in interpreting and applying human resources-related policies, and state and federal employment laws.
Proficiency in Microsoft Office.
Proven effective supervisory experience.
Experience in an academic research environment, including experience with academic year pay and multiple source funding, and grant accounting.
Familiarity with AIS, HRMS, visas and payroll is a plus.
Experience using HR management systems and employee recruitment applications.
Demonstrated ability to handle confidential materials and maintain confidentiality.
Strong written and oral communication skills and customer service skills.
Ability to handle multiple tasks simultaneously.
Strong analytical skills.
Strong interpersonal skills.
Extremely organized, good planning skills, and ability to create and maintain efficient electronic and paper filing systems.
Exercise good judgment in independently assessing and resolving pay and hire problems.
Proficiency or ability to quickly learn the University’s accounting and payroll systems and use the report writing systems.
Ability to accurately, and according to university and federal compliance policy, meet payroll deadlines.
Good understanding of employment policies as they relate to payroll.
Good knowledge of grant accounting and practices.
Proficiency in Excel, Word, and email.
Demonstrated understanding of the importance of keeping information confidential.
Extreme dependability and ability to consistently produce accurate work and meet deadlines.
Ability to think creatively in presenting complex information to faculty PI’s in understandable format.
Strong customer service orientation.
Ability to work and make effective and sound decisions independently with minimal supervision.
The hiring range for this position is $44,987 - $57,369 annually.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Biology. This position is for the Danforth Campus in the School of Arts & Sciences. At times, remote work from home may be required.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.
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