Payroll Administrator

Inside Higher Ed; Philadelphia (Philadelphia County); On-site; USD 26,160 - 35,982; Full time

Benefits offered by this job

Healthcare benefits

Tuition assistance

Retirement plans

Paid time off

Job summary

A prestigious university in Philadelphia seeks a Payroll Administrator to manage payroll for a large unionized workforce. Responsibilities include processing and reconciling payroll information, verifying personnel data, and maintaining confidentiality. The ideal candidate will possess strong attention to detail, problem-solving skills, and prior payroll experience. This role offers a competitive hourly rate and a comprehensive benefits package.

Qualifications

• High School diploma or GED with at least 3 years of payroll experience.
• Strong attention to detail with the ability to identify discrepancies.
• Proficiency with payroll/timekeeping systems preferred.

Responsibilities

• Process, audit, and reconcile payroll information across multiple systems.
• Verify new hire and personnel data for accuracy.
• Provide timely responses to payroll inquiries from employees.

Skills

Attention to detail

Organizational skills

Communication skills

Problem-solving mindset

Education

High School diploma or GED

Associate's degree

Tools

UKG WFM

Microsoft Excel

Job description

Join to apply for the Payroll Administrator role at Inside Higher Ed

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, with a beautiful urban campus and access to a range of activities. The University offers a competitive benefits package that includes healthcare and tuition benefits for employees and their families, retirement benefits, professional development opportunities, supportive work and family benefits, wellness programs, and more.

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.

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.

Job Location

Philadelphia, Pennsylvania

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

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they relate to the position, in alignment with external market data and internal data.

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, citizenship status, age, disability, veteran status or any class protected under applicable law.

Special Requirements

Background checks may be required after a conditional job offer. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: medical, prescription, behavioral health, dental, vision, and life insurance; pre-tax flexible spending accounts.
• Tuition: tuition assistance for employee and eligible dependents.
• Retirement: retirement plans with investment options through providers.
• Time Away from Work: paid time off throughout the year.
• Long-Term Care Insurance: offered to eligible employees and family members.
• Wellness and Work-life Resources: programs to support health and work-life balance.
• Professional and Personal Development: resources for growth.
• University Resources: access to libraries, cultural events, and facilities.
• Discounts and Special Services: deals on goods and services for faculty and staff.
• Flexible Work Hours and Home Ownership Services: flexible options and home ownership assistance.
• Adoption Assistance: reimbursement for eligible adoption-related expenses.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Referral notices, job alerts, and additional postings may be present in the original listing, but have been omitted here to focus on the role details.