Payroll Manager

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This is a Stanford Medicine Partners job.
A Brief Overview
The Payroll Manager is responsible for overseeing timekeeping and workforce management operations in coordination with the parent company's shared services payroll team to support accurate and timely payroll processing for the organization. This role ensures the integrity of timekeeping data, compliance with Payroll and Recording Time Worked policies, and effective administration of employee scheduling operations across SMP and affiliated entities. The Payroll Manager will also lead the implementation, maintenance, and optimization of timekeeping and employee scheduling systems to support operational efficiency, data accuracy, and organizational alignment.
In addition, this position is responsible for managing the full end-to-end payroll process for all affiliated medical groups, ensuring accurate, timely, and compliant payroll administration for all designated entities.
Locations
Stanford Medicine Partners
What you will do

• Payroll Management for Medical Groups
  ◦ Manage and oversee the full end-to-end payroll process for all affiliated medical groups, including payroll preparation, validation, processing, reconciliation, and timely distribution of employee pay.
  ◦ Ensure accurate and timely payroll including regular pay, overtime, differentials, bonuses, PTO, on call pay, deductions, garnishments, and adjustments.
  ◦ Review, reconcile, and validate payroll data prior to payroll transmission and final processing.
  ◦ Research, resolve, and respond to payroll discrepancies, employee concerns, tax issues, and payroll inquiries.
  ◦ Ensure payroll compliance with all applicable federal, state, local, wage and hour, and healthcare-related regulations.
  ◦ Maintain payroll records, audit documentation, and internal controls.
  ◦ Coordinate payroll calendars, deadlines, and payroll-related communications with medical-group leaderships.
  ◦ Support payroll, 401(k), and workers’ compensation audits, including reporting requirements, and year-end payroll activities.
  ◦ Monitor payroll processes for accuracy, efficiency, and continuous improvement opportunities.
• Timekeeping Administration
  ◦ Oversee timekeeping operations to ensure all employee time records are accurately reviewed, validated, and approved in accordance with Payroll and Recording Time Worked policies for SMP and affiliated medical groups.
  ◦ Ensure all timekeeping exceptions are identified, investigated, and resolved in a timely manner.
  ◦ Coordinate closely with the parent company’s shared services payroll team to ensure accurate and timely payroll processing for SMP.
  ◦ Develop and maintain timekeeping related policies, procedures, and user support documentation.
  ◦ Audit timekeeping data to ensure payroll accuracy and policy compliance.
  ◦ Partner with managers to improve workforce accountability and timekeeping consistency.
• Scheduling Operations
  ◦ Manage employee scheduling systems and scheduling operations for SMP and affiliated medical groups.
  ◦ Lead implementation and ongoing administration of new scheduling technology and workforce management tools.
  ◦ Maintain scheduling rules, staffing templates, labor standards, shift structures, and organizational hierarchies within scheduling systems.
  ◦ Collaborate with operational leaders to support staffing efficiency, productivity, and workforce planning initiatives.
  ◦ Monitor scheduling effectiveness and recommend operational improvements while ensuring alignment with the parent company’s standards and processes.
• Workforce/Timekeeping Systems and Process Improvement
  ◦ Serve as the subject matter expert for payroll, timekeeping, and scheduling systems.
  ◦ Lead implementation, testing, training, and optimization of workforce management applications.
  ◦ Identify opportunities for automation, standardization, and operational process improvements.
  ◦ Support system upgrades, integrations, reporting enhancements, and issue resolution activities.
  ◦ Develop reports and workforce metrics to support leadership decision-making.
• Leadership and Collaboration
  ◦ Partner closely with HR, Finance, Operations, and the parent company’s shared services teams to support organizational goals.
  ◦ Provide payroll and timekeeping guidance for managers and employees.
  ◦ Lead cross-functional initiatives related to payroll operations and workforce systems.
  ◦ Promote a high level of customer service, accountability, accuracy, and operational excellence.
• Other Duties
  ◦ Performs other duties as assigned and participates in organization projects as assigned.
  ◦ Adheres to safety, P4P’s (if applicable), HIPAA and compliance policies.

Education Qualifications

• Bachelor's degree in Business Administration, Human Resources, Finance, Healthcare Administration, or related field (or 4 additional years of relevant management experience in lieu of degree).
• Payroll certification of Certified Payroll Professional (CPP) equivalent preferred.

Experience Qualifications

• Minimum of 5 years of progressive payroll and workforce management experience.

Required Knowledge, Skills and Abilities

• Strong knowledge of payroll regulations, wage and hour laws, tax compliance requirements, and workforce management practices.
• Experience managing full-cycle payroll operations, including processing, reconciliation, and regulatory reporting.
• Healthcare or medical group payroll experience is strongly preferred.
• Experience with Workday, ADP, and other workforce management/timekeeping systems preferred.
• Experience implementing scheduling or timekeeping systems preferred.
• High level of accuracy, attention to detail, and ability to ensure data integrity across payroll and workforce/timekeeping systems.
• Strong planning skills with the ability to manage multiple priorities and meet strict payroll deadlines.
• Strong analytical, organizational, and problem-solving abilities.
• Ability to effectively partner with medical group leadership, HR, Finance, Operations, and shared services payroll teams.
• Demonstrated customer service orientation with the ability to support employees and managers professionally and effectively.
• Strong communication and interpersonal skills with the ability to collaborate across all levels of the organization.
• Strong leadership skills with the ability to coordinate operations across remote and multi-site environments.
• Ability to work independently while maintaining consistency, quality, and compliance in all outputs.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).

Physical Demands and Work Conditions
Physical Demands

• Constant Sitting.
• Frequent Walking.
• Occasional Standing.
• Occasional Bending.
• Occasional Squatting.
• Occasional Climbing.
• Occasional Kneeling.
• Seldom Crawling.
• Constant Hand Use.
• Constant Repetitive Motion Hand Use.
• Frequent Grasping.
• Occasional Fine Manipulation.
• Frequent Pushing and Pulling.
• Occasional Reaching (above shoulder level).
• Frequent Twisting and Turning (Neck and Waist).
• Constant Vision (Color, Peripheral, Distance, Focus).

Lifting

• Frequent lifting of 0 - 10 lbs.
• Occasional lifting of 11 - 20 lbs.
• Seldom lifting of 21 - 30 lbs.
• Seldom lifting of 31 - 40 lbs.
• Seldom lifting of 40+ lbs.

Carrying

• Frequent lifting of 0 - 10 lbs.
• Occasional lifting of 11 - 20 lbs.
• Seldom lifting of 21 - 30 lbs.
• Seldom lifting of 31 - 40 lbs.
• Seldom lifting of 40+ lbs.

Working Environment

• Occasional Driving cars, trucks, forklifts and other equipment.
• Constant Working around equipment and machinery.
• Seldom Walking on uneven ground.
• Seldom Exposure to excessive noise.
• Seldom Exposure to extremes in temperature, humidity or wetness.
• Seldom Exposure to dust, gas, fumes or chemicals.
• Seldom Working at heights.
• Seldom Operation of foot controls or repetitive foot movement.
• Seldom Use of special visual or auditory protective equipment.
• Seldom Use of respirator.
• Seldom Working with biohazards such as blood borne pathogens, hospital waste, etc..

Blood Borne Pathogens

• Category III - Tasks that involve NO exposure to blood, body fluids or tissues, and Category I tasks that are not a condition of employment

Travel Requirements

• 10% travel:

These principles apply to ALL employees:
Commitment to Providing an Exceptional Patient & Family Experience
University HealthCare Alliance dba Stanford Medicine Partners sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.
You will do this by executing against our three experience pillars, from the patient and family’s perspective:

• Know Me: Anticipate my needs and status to deliver effective care
• Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
• Coordinate for Me: Own the complexity of my care through coordination

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.