"Payroll Administrator"

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Payroll Administrator

Job Profile Title

Financial Office Administrative Assistant B

Job Description Summary

Responsible for accurate entry, audit, and approval support of time and attendance for a large unionized workforce. Ensures all employee and job data are current in AiM and UKG WFM, with correct mapping of time to work orders and weekly clearance of suspense. Maintains strict confidentiality, applies CBA and payroll policy consistently, and partners with the Accounting & Payroll Manager and Payroll Supervisor to keep daily payroll operations running smoothly and on schedule.

Job Description

DUTIES:

• Process, audit, and reconcile time and attendance payroll information across multiple systems.
• Prepare and submit monthly union benefit payments for review and processing.
• Verify new hire and personnel data for accuracy and ensure updates are reflected in AiM and UKG WFM.
• Maintain strict confidentiality and ensure adherence to university payroll procedures and union contract provisions.
• Clear suspense by reviewing work order mapping and resolving exceptions weekly.
• Collaborate with the Accounting & Payroll Manager and Payroll Supervisor to support daily operations and resolve payroll-related issues.
• Provide timely and accurate responses to inquiries from employees, managers, and stakeholders regarding payroll matters.

QUALIFICATIONS:

• High School diploma or GED with at least 3 years of payroll, timekeeping, or related administrative experience; or an associate's degree (preferred) with less experience.
• Strong attention to detail with the ability to identify and resolve data discrepancies.
• Proficiency with payroll/timekeeping systems (UKG WFM/Kronos experience preferred but not required).
• Intermediate Microsoft Excel skills preferred but not required.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong organizational skills with the ability to manage multiple deadlines.
• Excellent communication and interpersonal skills to effectively collaborate across teams and with unionized employees.

Systems & Reporting

• Run, review, and reconcile scheduled payroll/timekeeping reports
• Assist in testing, implementing, and supporting system upgrades or changes
• Maintain organized electronic records and contribute to documenting payroll procedures.

Union & Compliance

• Apply collective bargaining agreement (CBA) provisions consistently in payroll processing, including shift differentials, overtime, and holiday rules.
• Prepare union benefit reporting with accuracy and timeliness to ensure compliance with contractual obligations.
• Stay current on policy updates and union contract changes impacting payroll.

Collaboration & Support

• Serve as a resource to managers and supervisors by answering payroll/timekeeping questions and providing training on system use and payroll processes.
• Partner closely with the Payroll & Accounting Manager, Payroll Supervisor, and HR to resolve employee concerns, reconcile discrepancies, and ensure seamless payroll operations.
• Support cross-coverage for other Payroll/Accounting team members during absences or high-volume periods.

Professional Competencies

• Demonstrated ability to work independently under limited supervision while also contributing to a team environment.
• Strong problem-solving and customer service mindset, especially when addressing discrepancies or employee concerns.
• Commitment to accuracy, timeliness, and confidentiality in handling sensitive employee data.

Department / School

Facilities and Real Estate Services

Pay Range

$18.99 - $26.12 Hourly Rate

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.