Payroll Manager

Position Number: 40035936

Payroll Title: PAYROLL MGR 2

Job Code: 0606

Job Open Date: 3/7/25

Application Review Begins: 3/24/25

Department Code (Name): CTLR (CONTROLLER)/Business & Financial Services

Percentage of Time: 100%

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): MSP

Salary Grade: Grade 25

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $104,900 to $ 133,100/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $104,900 to $198,900/year.

Work Location: Student Affairs & Admin Svs - 3201B

Working Days and Hours: Monday-Friday; 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Other
BFS supports a hybrid agreement for this position and will continue to do so as long as it makes sense for the position and meets the campus policies.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

In support of the UCSB Mission and UC Statement of Ethical Values, Business & Financial Services is an integral campus and community partner, providing sustainable value-added services and solutions to ensure responsible compliance and stewardship.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Reporting to the Associate Controller of Business and Financial Services (BFS), the Manager provides leadership and strategic planning support for the Campus Payroll Unit. This Unit is responsible for the accounting operations relating to payment of salary, wages and benefits of over $875 million (FY ending June 2023), representing 63% of campus funds expended. The Manager is responsible for oversight of campus areas where errors can have a serious impact on the overall success of the unit or the campus as a whole. The Manager works collaboratively and effectively with the Controller, Associate Controller, managers, and staff to advance the mission and achieve the strategic goals of the unit. The Manager is the functional owner of systems for campus service requests (ServiceNow) and I-9 processing (Tracker). Responsible for controls to ensure compliance with federal, state, and system-wide policy and regulations in areas of oversight. The Manager represents the University of California, Santa Barbara (UCSB) in system-wide and campus-wide meetings and discussions and is recognized as an influential leader.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 7-9 years Proven experience in a large payroll operation, demonstrating meticulous management of complex financial transactions.
• 7-9 years Demonstrated experience in developing and monitoring service standards and performance metrics to ensure a high level of customer and employee satisfaction.
• 7-9 years Working knowledge of federal, state, and international payroll tax laws. Ability to research and interpret tax regulations.
• 7-9 years Experience as an accountant or closely related analytical role within the payroll services industry.
• 7-9 years Supervisory experience in business finance role.

Preferred Qualifications:

• Prior experience working in higher education.
• Prior experience working in a research institution.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment
• Candidates must be legally authorized to work in the United States without the need for employer sponsorship.

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 70% Leadership and Strategic Planning - Develops and executes the vision and the objectives for the Payroll Office, providing leadership and direction for the unit. The Payroll team has a broad scope of influence, providing campus-wide oversight, administration, and support for the following areas: -Final Pay, Missed Pay, and Retro Pay -Overpayment Collection -Salary Cost and Benefit Cost Transfer -FICA Interface Schedule & Audit Exemption Error Report -Reconciliation and Audit of Leave Accruals -I9 Employment Eligibility Verification (Tracker) -International Student Tax Treaty Administration (Glacier) -Glacier Record Management -Payroll General Ledger Reconciliation -Reconciliation and Distribution of Payroll Deductions -Fiscal Year End Closing and Year End Projects Has full responsibility for personnel-related matters. Sets clear and measurable goals. Provides professional development opportunities. Manages performance issues. Utilizing expert-level knowledge, address high-visibility requests and resolve complex issues. As a key decision-maker, handles intricate requests that demand in-depth interpretation and application of policies, rules, and regulations, all while maintaining tact, diplomacy, and professionalism in interactions with staff at all levels on campus. Functional owner for the campus I-9 Reporting tool (Tracker), and a service and support ticketing system (ServiceNow). Ensures the long-term sustainability of these systems. Serve as the campus point of contact and support for the system-wide payroll system (UCPath). Provides ongoing support, troubleshooting, and enhancements to maintain system effectiveness to include unit integration and end-user acceptance testing. Works with campus and Office of the President to improve system performance and address evolving business needs. Establishes service standards, goals, and objectives for the unit that complements BFS objectives and campus service needs. Assists the Associate Controller with the unit's strategic planning; includes developing processes to capture and organize financial and workload information in order to anticipate future requirements for expansion, contraction, or changes in operation. Maintains ongoing review of the department's financial status and in collaboration with the Associate Controller, develops short-term and long-range planning. Provides leadership and support in projects for new and changing department, campus, and/or system-wide initiatives related to financial service activities for areas of responsibility. Projects are often unique, highly complex, and critical to the ability to streamline processes and reduce risk. Leads cross-functional project teams responsible for providing guidance concerning the business implications of various system designs. Independently consults with users regarding business needs and how business systems can support those needs. Represents UCSB at system-wide meetings and at national conferences related to areas of responsibility; analyzes knowledge gained to propose strategies for the unit and campus. Serves in system- and campus-wide planning committees and task forces. Member of the BFS senior management team.

• 20% Audit and Compliance - Responsible for the internal controls program for compliance with agency, state, and federal policies related to Payroll activities. Interprets agency, federal and state regulations, and university policies and implements program updates when needed. Consequences of error could result in significant financial and reputational damage to the campus. Conducts comprehensive reviews that include the evaluation of existing process, policy, and systems. Applies a wide range of appropriate professional principles and best practices to discover and mitigate potential weaknesses. Creates and administers ongoing self-assessment and continuous improvement programs. Oversees and coordinates internal financial audits for campus payroll activity. Develops audit responses to meet requirements. Implements necessary changes. Promotes appropriate financial ethics and values and effective accountability methods through proactive campus communication and training. Works with campus Policy and Procedures Coordinator on the revision of policies and procedures related to the Payroll area.

• 10% Training and Development - Develops and implements campus-wide training programs related to areas of oversight, ensuring consistency and compliance with campus policies and procedures. Prepares comprehensive course content with a strong emphasis on Financial Management, incorporating practical examples, case studies, and best practices. Continuously evaluates and enhances training materials to reflect regulatory updates, emerging trends, and feedback from participants, fostering a culture of continuous improvement and professional development. Train end-users on system updates, best practices, and new functionalities. Develop and maintain documentation for system processes and procedures.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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