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 staff—all 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, Worker’s 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 bachelor's degree in Human Resources, Business