Payroll Coordinator

This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home and/or on-campus work dependent upon individual performance and organizational need. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

Duties/Responsibilities:

This position exists primarily to provide payroll coordination and HRMS management within the FOD Administrative Center, which serves the departments of Family Medicine and Community Health, Ophthalmology and Visual Neurosciences, and Dermatology. The FOD Center manages bi-weekly payroll for almost 700 employees including temporary employees, students, residents, fellows, staff, and faculty. This position is a part of a Medical School payroll team and reports to the Medical School's Payroll Manager with a dotted line reporting relationship the Center's lead HR Generalist. This person is expected to serve as a subject matter expert in their duties as a payroll coordinator for the center and will implement best practices as it relates to payroll administration.

65%: Payroll Coordination:

• Enter and review PeopleSoft appointment, time and attendance, and payroll entries and audit pre-payroll confirmation reports, abstracts, and other records to assure accuracy and cross-check entries done by other staff; provide training in payroll and appointment procedures to staff and supervisors
• Performs review of accurate time reporting, verification, file imports, and balancing to ensure internal controls are followed and audit requirements are met
• Responsible for finding potential discrepancies and resolve discrepancies or errors appropriately through analysis of problem and coordination with employee and supervisors
• Maintains data integrity in HRMS by conducting routine audits and analyzing data; ensures changes are incorporated so systems are compliant with all payroll policies
  In coordination with the Payroll Manager, researches and recommends process improvements to better utilize HRMS and to implement best practices
• Ensures that the unit is in compliance with University of Minnesota employment rules and determines and communicates the unit time reporting requirements and standards to employees and supervisors
• Process and monitor one time payments for physicians in Work Day
• Ensured compliance with Minnesota Wage Theft Prevention Act by preparing and distributing wage theft notifications to employees, maintaining accurate records, and promptly addressing any discrepancies.

25%: HRMS Entry and Auditing:

• Serve as a Position Manager for the center, audits appointments for entry accuracy and identifies primary, secondary, and affiliate/adjunct appointments
• Serve as technical support for both HR system users and end users
• Audits Position Management on a regular basis to ensure correct reporting structures, FTE changes, and classifications
• Maintains job data integrity in HRMS by conducting routine audits and analyzing data; ensures changes are incorporated so systems are compliant with all policies
• Set up new hire job records in HRMS systems
• Responsible for entry and appointment maintenance of adjunct and affiliate appointments
• Enter new Faculty appointments in the HRMS systems to launch on-boarding processes following guidelines for timely entry
• Manage data entry of faculty and staff leaves to include phased retirements, FMLA, parental leave, medical leave, etc.
• Maintain entry of performance reviews

5%: Leave Administration:

• Manage employee leaves to include phased retirements, FMLA, parental, medical etc. in accordance with University and Federal regulations. Consult with Employee Benefits on disability leaves. Advise faculty and staff on benefits offerings
• Establishes FMLA claims; sends and tracks documentation
• Analyzes FMLA claims to determine eligibility and certification forms are completed in compliance with state and federal regulations
• Communicates on-going expectations with employees on leave
• Maintains confidentiality of medical leave information

5%: Performance Review Process Administration:

• Oversee the administrative tasks for the staff performance review process such as sending communications related to the performance review process
  Provide training to supervisors and staff on how to use the performance review system
• Communicate deadlines and advise on issues
• Monitor completions and audit reviews to assure that reviews meet requirements
• Collect and maintain data for annual and probationary review process for staff positions

*All required qualifications must be documented on application materials.

Required Qualifications:

• BA/BS degree in Human Resources or related field, or a combination of related education and professional HR work experience to equal four years.
• Experience processing and auditing payroll
• Experience handling confidential and time-sensitive materials
• Experience interacting effectively and establishing cooperative working relationships with all levels in an organization
• Must be a team player and able to work collaboratively with and through others
• Track record of dedication to providing excellent customer service
• Excellent oral and written communication skills
• Experience prioritizing and multitasking in a fast paced environment
• Proficient in Microsoft Office programs
• Demonstrated ability to troubleshoot complex problems, solicit feedback, and make recommendations

Preferred Qualifications:

• Experience with University HR policies and procedures
• Experience working in an academic environment with multiple employee groups to include union and non-union staff, faculty, professional and administrative, undergraduate and graduate students
• Experience with PeopleSoft
• Demonstrated ability/adaptability to learn new technologies/programs and train others on use of technology
• Demonstrated advocacy in diversity

The Department of Family Medicine and Community Health at the University of Minnesota was created more than 50 years ago in response to a legislative mandate to train primary care physicians. Since then, we have been leaders in transforming the specialty through education, research, and patient care. We are the academic sponsor of seven family medicine residencies-five in the Twin Cities, two in Greater Minnesota. We are involved in medical student education activities across the Medical School's two campuses: Twin Cities and Duluth. We sponsor five fellowship programs-sports medicine, hospice and palliative medicine, behavioral medicine, clinical informatics, and human sexuality- and offer continuing medical education opportunities. We are regularly among the top National Institutes of Health-funded family medicine departments. Our faculty are actively researching health disparities, healthcare delivery, and population health.

More at https://med.umn.edu/familymedicine.

Pay Range: $24.04 to $28.37 per hour, we anticipate most offers will be around the midpoint of this range, depending on education and experience.

Time Appointment Category: 100% Appointment

Position Type: Civil-Service Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, pharmacy, and disability plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).