Program Manager - Payroll, FMLA, Leaves of Absences, Workers' Compensation

The Program Manager Payroll Leave of Absence and Workers Compensation is part of the Vanderbilt University Public Safety (VUPS) Human Resources team at Vanderbilt University. This individual contributor is responsible for overseeing and optimizing the administration of payroll leave of absence programs and workers compensation processes for a department with over 400 employees. This role involves monitoring and ensuring accurate timekeeping and payroll for both nonexempt and exempt staff in the department as well as providing administrative support for the Family Medical Leave Act (FMLA) leaves of absence and the initial report of work injury process.

The position reports both administratively and functionally to the Director of HR Administration. It is fully onsite and does not offer a hybrid schedule. You are required to be on campus Monday through Friday.

As part of the VUPS-HR team you will play a vital role in managing payroll leave of absence programs and workers compensation processes for a department with a substantial workforce. Your responsibilities will include monitoring timekeeping and payroll for all staff providing administrative support for FMLA and leaves and managing the initial injury reporting process. This role is a critical function within the department ensuring compliance and efficient administration of these essential HR processes.

About the Work Unit:

Vanderbilt University Public Safety (VUPS) is led by the Office of the Senior Associate Vice Chancellor/Chief of Police in the Division of Administration. VUPS is a dedicated team of over 400 professionals united by a shared commitment to fostering a safe secure and welcoming environment for all in the Vanderbilt community as well as the Vanderbilt University Medical Center. Organized into several specialized units our department includes commissioned officers security professionals and skilled administrative staffall working collaboratively to uphold the highest standards of community-based policing.

Duties and Responsibilities

Payroll Leaves of Absence and Workers Compensation

• Oversee end-to-end payroll processing ensuring accuracy timeliness and compliance.
• Collaborate with VUPS -Finance team to reconcile monthly PTO payouts and overtime detail reports. and resolve discrepancies.
• Audit payroll timekeeping and absence management.
• Assist employees with issues concerning the time clock system timecard and payroll.
• Assist employees with applying for leave absences including FMLA ADA parental leave military leave and personal leave.
• Collaborate with the Campus Partners including the Workers Compensation FMLA and EOA teams on complex issues.
• Work closely with managers and employees on timely reporting and documentation of workplace injuries.
• Ensure compliance with applicable laws and internal policies.
• Serve as the primary point of contact for employees and managers regarding leave procedures.
• Ensure leave usage is tracked in Oracle by conducting audits.
• Create electronic files for various leaves.
• Develop training materials and presentations for new hire orientation supervisor trainings and annual in-services.
• Generate various reports as needed.

HCM Specialist

• Initiate HR transactions in Oracle to cover the entire HR lifecycle (position creation recruiting hiring onboarding compensation changes reclassifications assignment changes leaves promotions and separations).
  • Assist with the onboarding of new hires.
  • Participate in recurring meetings and trainings to allow opportunities for HCM Specialists across campus to learn from each other.
• Assist with employee appreciation events and other special projects as assigned.

• Maintain VUPS-HR Administration Standards Operating Procedures (SOPs) for assigned areas (Payroll Workers Compensation and Leaves of Absence).

• Monitor the VUPS-HR email box.

• Other duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Director of Human Resources Administration.

Qualifications

• A bachelors degree in Human Resources Business Administration or a related field is required.

• Must have and maintain a valid drivers license and a satisfactory driving record.

  • Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

Experience and Skills:

• 5 years of experience in payroll leave administration and workers compensation is required.

• Strong knowledge of employment laws and compliance requirements.

• Experience working with HRIS and payroll systems (Oracle and UKG) is highly preferred.

• Strong knowledge of MS Word Excel and PowerPoint are required.

• Excellent analytical organizational and communication skills.

• Detail-oriented with a high level of accuracy.

• Previous experience working in a high-volume complex environment and dealing with stressful situations is necessary.

• Ability to build relationships across all levels of the organization is required.
• Discretion and the ability to handle confidential information with integrity and professionalism is required.
• Commitment to employee service and operational excellence.

Physical Requirements:

• Moderate physical effort.

  • Must be able to sit stand walk bend stoop push and pull objects up to 25 pounds.

• Mobility and ability to assist in the movement of objects.

• Meet written departmental standards on appearance/grooming.

  • Good moral character

  • Good driving record

  • No prior criminal convictions

Working Environment:

• Seldom or never exposed to unpleasant working conditions.

• The environment may be stressful requiring the ability to multi-task.

• Oversee and optimize payroll leave of absence and workers compensation processes for a department with over 400 employees.
• Monitor and ensure accurate timekeeping and payroll for nonexempt and exempt staff.
• Provide administrative support for FMLA leaves of absence and initial work injury reporting.
• Ensure compliance with relevant laws and regulations regarding payroll leave and workers compensation.
• Collaborate with the Director of HR Administration on strategic initiatives and process improvements.
• Maintain accurate records and documentation for all payroll leave and workers comp activities.
• Serve as a point of contact for employees and managers regarding payroll leave and workers comp inquiries.
• Stay updated on industry best practices and implement innovative solutions to enhance efficiency.
• Conduct regular audits and reviews to identify and address any issues or discrepancies.
• Develop and deliver training materials to ensure staff understanding of payroll leave and workers comp policies.

• Bachelors degree in Human Resources Business Administration or a related field.
• Minimum of 3 years of experience in payroll leave of absence or workers compensation administration.
• Strong knowledge of relevant laws and regulations including FMLA and workers compensation.
• Excellent attention to detail and ability to manage complex administrative tasks.
• Proficiency in using HRIS systems and payroll software.
• Strong communication and interpersonal skills with the ability to build positive relationships.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Analytical mindset with problem-solving skills to identify and resolve issues.
• Proficient in Microsoft Office suite particularly Excel.
• Ability to maintain confidentiality and handle sensitive information with discretion.