Payroll Specialist

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 Specialist

Job Profile Title

Business Administrator B

Job Description Summary

The Business Administrator B (Payroll Specialist) is responsible for managing all payroll operations for SP2, with emphasis on accuracy, compliance, and timely processing across faculty, staff, students, and temporary workers. This role oversees payroll costing, monthly audits, reallocations, compensation actions, and student payroll (including federal work-study, non-federal work-study, and non-work study). The Payroll Specialist also manages Workday security roles, assists with merit planning, serves as the primary timekeeper, and provides backup support for ZenDesk Finance inquiries. The position requires strong attention to detail, confidentiality, and excellent customer service as the school's main point of contact for payroll matters and as liaison with central Payroll, Human Resources, and Student Employment offices.

• All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Job Description

Job Responsibilities

Process compensation actions and support merit planning, including one-time payments, activity pay, reclassifications, compensation changes, and annual merit adjustments.

Manage payroll costing allocations, reallocations, and corrections across all fund types; reconcile payroll suspense accounts to ensure timely resolution.

Oversee student and temporary worker payroll, including hiring, entry, and processing for federal / non-federal work-study, non-work study, and weekly-paid temporary staff.

Serve as primary timekeeper for weekly-paid employees; monitor, verify, and approve time submissions for compliance.

Conduct payroll audits and compliance reviews, including monthly audits, quarterly reviews of active employees without pay, and reconciliation of summer salaries.

Manage Workday security roles to ensure appropriate access and internal controls for payroll and financial transactions.

Serve as SP2 liaison with central Payroll, HR, and Student Employment offices, participating in work groups, ensuring policy compliance, and communicating updates to the Finance team.

Provide customer service and guidance to faculty, staff, students, and temporary workers on payroll policies and procedures; serve as backup for ZenDesk Finance inquiries.

Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.

Qualifications - Bachelor of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.

Demonstrated experience with payroll processing, payroll costing, or related HR / finance operations in a complex organization.

Strong knowledge of payroll principles, and applicable federal, state, and University regulations.

Exceptional attention to detail, accuracy, and data integrity with proven ability to manage high-volume transactions and deadlines.

Excellent analytical and problem-solving skills with the ability to identify and resolve discrepancies independently.

Strong communication and customer service skills, with the ability to explain policies and procedures clearly to faculty, staff, students, and temporary workers.

Ability to interpret and apply University payroll and compensation policies, ensuring compliance and proper documentation.

Commitment to confidentiality, integrity, and providing timely, customer-focused support.

Demonstrated ability to work both independently and collaboratively within a team and across administrative units.

Knowledge of Penn's financial and HR systems, particularly Workday, Payroll Reallocations, and BEN Financials, is strongly preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Social Policy and Practice

Pay Range

$55,000.00 - $65,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

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 .

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

University Benefits

Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

Retirement : Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

Time Away from Work : Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.

Long-Term Care Insurance : In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

Professional and Personal Development : Penn provides an array of resources to help you advance yourself personally and professionally.

University Resources : As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.

Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

Flexible Work Hours : Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and / or job structures.

Penn Home Ownership Services : Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

Adoption Assistance : Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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The University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. 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.