Director, Payroll Operations

Job Description

The Director of Payroll Operations provides strategic, operational, and transformational leadership grounded in Vanderbilt's mission and vision. The Director ensures accurate, timely, and compliant payroll processing while modernizing operations through automation, advanced analytics, process redesign, and the effective use of Oracle Cloud HCM and other enabling technologies.

The Director serves as the institution's primary subject matter expert on payroll compliance, employment tax, and other payroll-related operational risks. This leader establishes a continuous improvement discipline that reduces manual work, strengthens controls, improves data integrity, and creates a more efficient and responsive colleague experience.

The role requires a service-centered mindset and the ability to radically collaborate across People, Culture and Belonging, Finance, VUIT, and institutional business units to achieve shared goals. The Director will develop and execute a multiyear payroll modernization roadmap that advances payroll from a largely transactional function to a technology-enabled, data-informed, and scalable operation.

Key Functions and Expected Performance:

Payroll Operations Management

• Provide leadership and oversight of all daily payroll operations, ensuring accurate and timely payroll processing
• Supervise payroll staff, establish priorities, assign work, and monitor performance
• Supervise the international tax team and oversee all 1042-S international tax reporting
• Ensure payroll processing complies with institutional policies, collective bargaining agreements, federal and state regulations, and tax requirements
• Review and approve payroll transactions, adjustments, off-cycle payrolls, and special payments
• Oversee payroll reconciliations, payroll tax reporting, deductions, garnishments, retirement contributions, and month-end processing
• Oversee quarterly payroll tax filings at both the federal and state levels
• Maintain appropriate internal controls to safeguard payroll data and institutional assets
• Serve as the primary resource for resolving complex payroll issues and escalated employee concerns

Payroll Transformation and Operational Excellence

• Develop and execute a multiyear payroll modernization roadmap aligned with Vanderbilt's mission, growth and operational priorities.
• Assess and redesign payroll workflows, procedures, and controls to improve accuracy, consistency, efficiency, and service.
• Optimize Oracle Cloud HCM and other enabling technologies to automate processes, reduce manual intervention, strengthen data integrity, and improve employee self-service.
• Establish a continuous improvement discipline using process mapping, root-cause analysis, performance data, and clear operational measures.
• Lead system enhancements, testing, and adoption while maintaining strong internal controls, segregation of duties, documentation, and regulatory compliance.

Compliance and Risk Management

• Ensure compliance with federal and state wage and hour laws, tax regulations, retirement reporting requirements, and higher education-specific payroll regulations.
• Monitor legislative and regulatory changes affecting payroll operations and implement required updates.
• Coordinate internal and external payroll audits and respond to audit requests.
• Strengthen internal controls and ensure appropriate segregation of duties throughout payroll processes.

Systems and Collaboration

• Partner with VUIT Oracle team to optimize payroll system functionality
• Collaborate with Finance to ensure accurate payroll accounting, reconciliations, and financial reporting
• Participate in system upgrades, testing, implementations, and process enhancements
• Build strong collaborative relationships across departments to improve service delivery and communication

Leadership and Staff Development

• Provide coaching, mentoring, and guidance to payroll staff
• Foster a collaborative, customer-focused, and continuous improvement culture
• Identify training needs and support professional development opportunities
• Manage departmental priorities and allocate resources to meet institutional deadlines

Supervisory Relationships:

This position has direct supervisory responsibility over the Assistant Director of Payroll, and a total team size of five payroll and international tax professionals.

Education and Certifications:

• A bachelor's degree from an accredited institution of higher education is required.
• Advanced degree (MBA or Master's degree esp. in a related field) is preferred.
• Certified Payroll Professional (CPP) designation is preferred.

Experience and Skills:

• Eight or more years of progressively responsible payroll experience in a large, complex organization of 3,000 or more employees, including multi-state payroll tax compliance.
• Experience with nonresident foreign national taxation, U.S. tax treaties, and international tax compliance systems.
• Deep expertise with enterprise HR and payroll platforms, such as Oracle Cloud HCM, Workday, PeopleSoft, or SAP.
• Demonstrated experience leading payroll automation, process optimization, or technology-enabled transformation.
• Demonstrated ability to lead and develop payroll and tax professionals.
• Proficiency in payroll analytics and experience applying AI-enabled tools to improve efficiency, controls, and decision-making.
• Experience with workflow automation or process optimization applied to payroll or HR operations.
• Adaptability, sound judgment, and unquestioned integrity.

About Us

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.