Timekeeping Service Center Manager - Portland, United States - OHSU

Description

Department Overview

Central Financial Services is the division within Oregon Health & Science University charged with the overall responsibility of accurately processing, reporting, and interpreting the university's financial transactions.

We support healing, teaching, discovery, and outreach at OHSU by delivering quality financial information and services to the institution, its sponsors, and the community.

Under the direction of the Senior Director of Payroll, Tax and Accounts Payable, this leadership role oversees the OHSU Timekeeping Service Center, ensuring high-quality service delivery and operational excellence for a workforce of over 21,000.

This position will manage and develop a team of timekeeping professionals, instilling a culture of continuous improvement and innovation while maintaining compliance with labor laws and organizational policies.

The responsibilities include refining timekeeping processes, implementing standardized procedures, and ensuring system integrity.

This position will drive the adoption and maintenance of timekeeping technologies, ensuring they meet organizational needs and enhance operational efficiency.

Serving as the go-to expert, this position will collaborate with various departments to integrate timekeeping data seamlessly, manage union agreement implementations, and provide strategic insights into collective bargaining processes.

Strong analytical skills are key in identifying trends and opportunities for improvement; this position will be responsible for reporting key metrics to senior management.

The position requires staying updated on the latest in timekeeping and payroll technologies, ensuring the organization's practices remain cutting-edge and compliant.

This position demands a strategic thinker with strong leadership skills, a knack for technology, and a commitment to fostering collaborative relationships across the organization.

See specific job duties below.

Function/Duties of Position

Promote the mission of CFS through OHSU Professional Standards of Customer Service, Reliability, Productivity, Professionalism, Accuracy, Timeliness, and Problem solving.

Operational Leadership and Team Leadership

• Direct the operations of the Timekeeping Service Center its team, ensuring the delivery of high-quality timekeeping services.
• Lead and develop a team of timekeeping professionals, providing training, performance management, and career development opportunities.
• Foster a collaborative and supportive team environment to facilitate continuous improvement and innovation in timekeeping processes.
• Set short- and long-term goals and implement strategies to meet desired objectives, setting priorities, reviewing work in progress, and ensuring that work is completed within scheduled time frames.
• Develop and implement standardized timekeeping procedures and controls across the organization to enhance accuracy and efficiency.

Compliance, Governance and Policy Development

• Ensure timekeeping practices comply with all relevant labor laws, regulations, collective bargaining agreements and organizational policies.
• Regularly review and audit timekeeping records to maintain accuracy and integrity, implementing corrective actions as needed.
• Develop, communicate, and enforce timekeeping policies and procedures to ensure organization-wide consistency and compliance.
• Lead change management initiatives related to timekeeping, ensuring effective communication and training for all employees.

Technology and Systems

• Responsible for managing and supervising the organization's Timekeeping function. This includes overseeing timekeeping and scheduling processes and procedures for 21,000+ employees (unclassified as well as members numerous unions) and processing, critical component of the $2 billion payroll payments annually.
• Oversee the selection, testing, implementation, and maintenance of timekeeping systems, software and interfaces, ensuring they meet organizational needs. Drive the adoption of new technologies and process improvements to streamline timekeeping operations and enhance user experience.
• Lead and contributes to implementation projects related to the organization's timekeeping and scheduling function for payroll including:
• Coordinate the gathering and documentation of user and system requirements
• Complete a fit/gap analysis, mapping requirements to delivered functionality
• System configuration using the UKG Kronos toolsets
• Develop of custom reports
• Design interfaces and complete data mapping between Kronos and other OHSU applications
• Coordinate user testing and sign-off activities for timekeeping and scheduling
• Perform complex analysis/troubleshooting to resolve problems with software
• Develop and provide formal training to users.
• Advise and provide technical support direction to staff related to timekeeping and scheduling.
• In collaboration with ITG and the Payroll Manager, identify and resolve timekeeping and scheduling system configuration items, discrepancies and inquiries.
• In collaboration with the Payroll Manager, manage the timekeeping and scheduling implementation for all union agreements and their renewals.
• Oversee Jira tickets for timekeeping and scheduling, oversee access to timekeeping and scheduling data, prepare report and performance kay indicators for timekeeping and scheduling.

Expertise and Collaboration

• Operate as the subject matter expert and escalation point to resolve timekeeping and scheduling items. Provide resolution to complex timekeeping and scheduling problems.
• Collaborate with HR, payroll, finance, and ITG departments to ensure seamless integration of timekeeping data into payroll, HR and financial systems.
• Act as a key liaison with department heads and managers, providing support and guidance on timekeeping issues and best practices.
• Coordinate implementation recommendations provided by the Audit & Advisory Services team. Function as a liaison with departments to improve customer service, increase awareness of policy and procedures, and resolve issues and concerns.
• Develop best practices to improve efficiency of the timekeeping and scheduling processes. Identify system improvement opportunities for timekeeping and scheduling and formulate system requests and recommendations.
• Provide timekeeping and scheduling input for the collective bargaining agreements and other union agreements such as Letters or Agreement and Memorandums of Understanding.
• Provide timekeeping and scheduling input and participates in union grievance hearings and resolutions.

Data Analysis and Reporting

• Analyze timekeeping data to identify trends, inefficiencies, and opportunities for process improvement.
• Prepare and present reports to senior management on timekeeping metrics, compliance status, and operational insights.

Required Qualifications


Education:

• Bachelor's Degree in Accounting or Finance from an accredited college or university. An additional 4 years of direct timekeeping management experience may substitute for the degree requirement. OR
• Other equivalent combinations of education and experience.

Experience:

• 5 years of relevant experience with timekeeping processes for full cycle payroll with at least 2 years in a managerial role
• In-depth knowledge of federal and state labor laws and regulations related to timekeeping and overtime
• Proficiency in organization-wide timekeeping and scheduling systems in multi-union environments
• Strong leadership and team management skills
• Excellent analytical, problem-solving and decision-making skills

Job Related Knowledge, Skills and Abilities:

• Comprehensive knowledge of Federal and State regulations as well as accounting principles applicable to Payroll, Timekeeping and Labor Distribution.
• Understanding of the internal control requirements associated with Payroll, Timekeeping and Labor Distribution.
• Proficiency with MS Excel, MS Word, data warehouse reporting
• Demonstration of strong communication and customer service skills
• Ability to work collaboratively, and function independently.
• Experience building rapport with the team.
• Experience managing staff and multiple priorities.

Preferred Qualifications


Education:

• Bachelor's Degree in Accounting or Finance from an accredited college or university.

Experience:

• Minimum 5-year experience with the Oracle Payroll and Labor Distribution system
• Minimum 5-year experience with the Kronos system
• Experience with OnBase Document Management systems

Job Related Knowledge, Skills and Abilities:

• Solid understanding of Human Resource, Benefits and Payroll subjects
• Solid understanding of union contracts requirements

Additional Details

Occasional travel to OHSU campuses

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce.

We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status.

Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at or