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Appointment Manager Jobs

Company

University of Kansas
Address , Lawrence, 66045, Ks
Employment type
Salary From $60,000 a year
Expires 2023-07-23
Posted at 11 months ago
Job Description

Position Overview

The University of Kansas Human Resources Management Office is seeking an Appointment Manager that will lead a dynamic unit in processing initial payroll and onboarding transactions for the Lawrence Campus. The successful incumbent will be detail-oriented, accurate, organized and have the necessary leadership skills to ensure timely entry of appointment information into the University payroll system. This position requires effective management skills to ensure workload volumes are processed in a fast-paced, deadline-driven atmosphere with an acute attention to customer service, and the ability to work with and build partnerships with multiple campus partners. This position will also coordinate all electronic paperwork, onboarding business process activities and assist with identifying updates and modifications to KU’s automated onboarding system used for all hiring actions.
The University of Kansas is a major educational and research institution with approximately 29,000 students and 10,000 employees. The main campus is in Lawrence, a vibrant, thriving community of more than 90,000 that is just 40 miles west of Greater Kansas City and 20 miles from the state capital. The Appointment Manager will collaborate and build partnerships with offices such as Financial Services, Office of Research, Shared Service Centers, and other units across campus. At the University of Kansas, we encourage applications from members of underrepresented groups as diversity, equity, inclusion, and belonging are an important part of our culture and university strategic plan.
KU offers great benefits to employees with up to 176 hours of paid vacation per year, 72 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. KU is a great place to work! See benefits.ku.edu for more details.

30%- Appointment Processing Management
  • Supervises the Appointment Specialists team which provides the primary processing/auditing point for all campus payroll transactions. Manages transaction load assignments. Ensures that data entered/loaded into the HR/Pay system is accurate according to University policy and procedures, timely and complete.
  • Audits and reviews the accuracy and entry done by on-line users and is expected to work to key transactional data to ensure deadlines are met. The employee monitors and reviews all position and funding transactions to ensure, within the limits of the system, proper funding charges. This includes identifying omissions that would affect funding and correcting the HR/Pay system and at the time reporting level if necessary. As with appointment transactions, the employee is the primary resource for the payroll system for ensuring data entry is compatible with system requirements.
  • Responsible for working and reviewing complicated appointment actions outside the scope of the Appointment Specialists knowledge. Works with the HR/Pay team for guidance when necessary. Identifies and documents necessary off-cycle transactions (over-payment, underpayment and supplemental checks) for Payroll Office processing. Works with the Payroll Office on actual payment process or troubleshooting of errors, work authorization employment issues, etc.
  • Responsible for insuring that the transactions for Retirees, Persons of Interest (POI or Affiliates) are keyed appropriately and management reports are run and worked by staff such as the temporary 999 hour report, student hourly query and enrollment report, FLSA report, etc. to ensure compliance parameters are maintained. Coordinates with supervisor on resolution activities.
  • Ensures all documents have been reviewed and audited for prescribed business processes for all newly hired employees, and for all appointment changes (transfers, promotions, terminations, etc.) Identify transactions that require further evaluation, approval or additional information necessary before processing. Audits position funding information is correct to ensure accurate accounting when pay is processed. Researches and manages complaints and provides documentation and resolution of payroll related appointment specialist issues. Confirms that system indexes and retains all documentation in KU’s Imaging Software.
  • Communicates all changes and deadlines to campus users
  • Responsible for updating forms and enhancing the design of systems including but not limited to ePAF, Affiliate, ImageNow workflow, Faculty Events, and Onboarding system.. Creates reports for management of workflow processing, works with HR/Pay on integration projects to convert manual keying functionality to automated features. Assigns and works errors and makes corrections as needed.

25% - University Onboarding Liaison
  • Assists new employees with the completion of required university documents to ensure timely payment and services. Coordinate with HR- Service Center employees (SSC), International Payroll Specialist and International Advisors with related I-9 & immigration related issues. Assists in the facilitation of resolving onboarding needs, answer questions and provide trouble shooting for new employee issues. Serves as the training coordinator on all onboarding system processes. Coordinates with HR, SSC's on new-hire issues.

20% - Customer Service
  • Contact for all university departments, Service Centers and employees with any payroll related questions (except for those related to deductions, taxes, and international payment), policy inquiries and problem resolution. May assist employees and departments in filling out proper documentation and forms via paper or electronically.
  • Works and assigns customer service requests which comes in via ticketing system and manages multiple email accounts answering questions from employees, new hires, shared service center staff, etc.

15% - Systems, Training, and Reporting
  • Initial contact point for the development, design, and testing of changes to electronic forms used by campus to facilitate payroll appointment transactions via Onboarding system. Serves as the lead liaison for ImageNow and proposes and tests implemented changes to the PAF, ePAF, Affliate, Faculty Events, Summer Pay Collection and 3G workflow processes. Provides training (electronic, written, and online) and communication regarding use and changes of forms and how to accurately complete all forms and processes to campus. Completes E-Verify for employees as requested. Handles verification of SSN numbers through the Social Security Administration framework. Audits and trains staff on appropriate I-9 documentation needed for employment.

5% - System Upgrades
  • Works with HR/Pay team on system related issues, loads to payroll and coordination of other University actions that impact employment and payment.
  • With other system administrators, implements any needed upgrades and new processes with Onboarding system. Attends team meetings and participates in special projects as necessary to analyze problems or develop system procedures.
  • Works with other system administrator to update and enhance existing Onboarding System.

5% - Other duties as assigned.

Position Requirements

This position defaults to a hybrid work setting- involving a combination of both remote and on-site work at the Lawrence campus.

Required Qualifications

  • Experience in working with payroll, onboarding or Human Resources Information Systems.
  • Experience in customer service, working under pressure, and meeting deadlines.
  • Previous supervisory experience or serving in a lead worker capacity.
  • Professional experience in payroll, accounting, auditing, or related field.
  • Bachelor’s degree or High School Diploma/GED equivalency with four years of professional experience in payroll or an accounting related field.
  • Effective communication skills as evidenced by application materials, interview and references.

Preferred Qualifications

  • Ability to adapt to change with policy, procedures, workflow, and administrative structure.
  • Ability to read, comprehend and apply pertinent laws, rules and regulations.
  • Ability to establish and maintain effective working relationships with coworkers and representatives of other agencies or departments
  • Experience in managing and tracking a high volume of transactional activity.
  • Payroll and/or onboarding management experience for a large company, organization or university.
  • Experience developing and delivering training programs in various formats (online, in person, etc.)
  • Experience in designing business processes, streamline workflows and implementing systems.

Additional Candidate Instructions

A complete online application consists of:
  • Resume
  • Three professional references
  • Cover letter addressing how required qualifications are met
Initial review will begin Thursday, May 11, 2023 and will continue until a pool of qualified applicants is obtained.

Contact Information to Applicants

Terri Osborn
[email protected]

Advertised Salary Range

Starting at $60,000, Commensurate with Experience

Work Schedule

Monday - Friday 8a.m.- 5p.m.; Final determination to be made between employee and supervisor.

Application Review Begins

Thursday May 11, 2023

Anticipated Start Date

Monday June 12, 2023
Apply to Job

Posting Information

  • Posting ID: 24993BR
  • Assignment: Hybrid
  • Review Begins: 11-May-2023
  • Primary Campus: University of Kansas Lawrence Campus
  • Employee Class: U-Unclassified Professional Staff
  • Department: Human Resource Management
  • Reg/Temp: Regular