Program Operations Specialist - Payroll

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state, and around the world. UW employees bring their energy, creative problem-solving skills to their work and are dedicated to building stronger minds and a healthier world. UW is Committed to attracting and retaining a diverse staff, your experiences, perspectives, and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, and budgeting functions for the University of Washington, including:

* Finance & Budget Strategy* Institutional Data & Analysis* Policy, Planning & State Operations* University Business Services

As a Program Operations Specialist, this critical role will support the facilitation, development, and implementation of Payroll operation activities. Reporting to the Assistant Director, this role will be responsible for supporting both internal and external communications, addressing payroll needs, and working within the case management system. The specific duties will include analyzing payroll data, reporting metrics, contributing to the development of payroll procedures, ensuring successful execution of payroll processes, and collaborating with HR, Finance, and Payroll resources to handle escalated inquiries. Additionally, as a proactive team member focused on continuous improvement, the incumbent will be expected to identify process issues, evaluate opportunities for enhancement, and drive the implementation of recommended solutions to support ongoing Workday processes.

We encourage applicants to apply even if they do not feel they satisfy all of the skills listed below; we understand that it will take some time for the successful applicant to strengthen specific position skills where needed, to learn about the university systems, campuses, and vendor collaborators, to develop a deep understanding of the FPB environment itself. You will join a supportive team that will partner with you in these efforts; we are an open, ethical, highly engaged, and collaborative community based on trust, transparency, and mutual respect. We believe in the importance of quality of life, embracing diversity, making a difference, and having fun.

Position Complexities:

Program Development & Management

Coordinate with designated stakeholders to understand business requirements, identify information gaps, and coordinate training content

Coordinate with Payroll Director and Assistant Directors to to assist with process changes related to payroll

Assist in the development and execution of training initiatives based on the University needs related to payroll

Works with a diverse group of individuals to remove barriers to learning and training

Optimizes a robust program using both central and unit resources to achieve goals

Support payroll organizational change management and communications efforts

Manage high volume workloads by multitasking, coordinating, and communicating with peers and customers

Monitor and evaluate the effectiveness of online training courses over time and incorporate improvements

Creates innovative strategies using new techniques and technology

Leverage engagement opportunities

Stays informed about market trends and disseminates best practices

Campus leadership:

Collaborate, communicate, and coordinate across the university

Balance complex and competing priorities in a deadline driven environment

Successfully navigate the complex structure of a central/decentral system at the University

Build and maintain trusted relationships with internal partners and external partners

Position Dimensions and Impact to the University:

Payroll delivers high customer service by collaborating effectively with stakeholders across campus and facilitating employees' Human Resources (HR), Academic HR, Finance, and Payroll inquiries and transactions efficiently, accurately, and compliantly.

In their best efforts, payroll assists the campus with the transition of the new Financial Data Model in completing overpay and retroactive payroll transactions due to the implementation of Workday Finance. This role will assist in the final transformation of payroll processes due to the implementation of Workday Finance. Understanding current (legacy) processes and documentation of process changes will be a priority for this role. This role will assist in the ongoing changes in Workday and how they relate to processes managed by the Payroll team and their process partners. The Payroll team is committed to providing excellent customer service by working closely with various departments across the campus. They handle inquiries and transactions related to Human Resources (HR), Academic HR, Finance, and Payroll efficiently, accurately, and in compliance with regulations.

Duties & Responsibilities:

Customer Service and Outreach

* Collaborate with stakeholders to understand business requirements and identify areas for improvement in process flow and training* Participate in the review of Workday updates impacting payroll, including requirement reviews, testing and training as necessary* Partner with teams in Finance, Planning & Budgeting (FPB) to ensure consistency in process and training across all Workday Finance transactions* Coordinate with UWHR in the resolution of sensitive payroll transactions* Support resolution of complex user/stakeholder inquiries as needed

Workday Payroll Transaction Support

* Manage the Payroll transactions for UW Retirees* Assist with IRS tax compliance reviews for specific payroll transactions* Process payroll adjustments for benefits transactions* Review and analyze reports to help ensure data integrity* Support the development of project timelines and milestones and communicate progress with the manager and team* Provide support for other payroll transactions as required, including higher volume windows and major processing activities

Payroll Services Support

* Facilitate records management for the Payroll office including data gathering for public records requests* Support communication efforts related to major payroll activities, system enhancements/updates, and known issues* Foster engagement between the Payroll Office and the diverse UW campus community* Work with a diverse group of individuals, placing a value on diversity, equity, and inclusiveness* Other duties as assigned* Train and cross train staff within Finance, Planning and Budgeting

Requirements:

Bachelor's degree and 2 years of experience relevant experience working in payroll domains. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree

Experience processing payroll transactions, supporting systems and/or data validation activities

Experience interacting with customers, including resolution of complex inquiries and efficient performance during high-volume timeframes

Ability to communicate effectively with diverse stakeholders, including customers and key process stakeholders

Excellent written and verbal communication skills, with a strong focus on clarity and conciseness

Experience using a proactive continual service improvement/iterative approach to meet Payroll process design requirements, assimilating stakeholder feedback, and refining operational frameworks on an ongoing basis

Demonstrated experience in working on diverse groups and teams; respects, values, and contributes to FPB and UW's commitment to diversity, inclusion, and equity.

Desired:

Experience executing and/or managing relevant HR/Payroll system training at the University of Washington or in a comparable higher education environment

Application Process:The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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