You're using an older version of Internet Explorer that is no longer supported. Please update your browser.
Douglas College

Manager, Payroll Services and Systems

Full Time
7 days ago
Position Details

Position Information

Position Title Manager, Payroll Services and Systems Posting Number 01875SA Location New Westminster Campus Grade or Pay Level A - Pay Band 11 Salary Range - Position Type Administration - Temporary Posting Type Internal/External Regular/Temporary Temporary Employment Type Full-Time Posting Category Administration Start Date 06/12/2023 End Date 06/14/2024 Day of the Week Mondays to Fridays Shift 8:30 am - 4:30 pm Work Arrangements
This temporary full-time position is available starting June 12, 2023 - June 14, 2024 (with the possibility of extension). Regular hours of work are 8:30 am - 4:30 pm, Monday to Friday. Occasional travel between Douglas College's locations as required.

Douglas College (DC) is committed to supporting a healthy work/life balance for Employees. As per the DC Administration Policy A70 Work from Home, College employees may be eligible to work from home on a part-time basis, subject to operational requirements and approval by their Responsible Administrator (RA).
What Douglas Offers
DO what you love. Be good at it. That's how Douglas College defines a great career. It's a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC's Top Employers. We love what we do. And we're looking for passionate, motivated people to join us in making one of Canada's best colleges even better.
The Role
Under the direction of the Director, Finance, this position is responsible for the payroll operations and systems of the College and ensuring the College is in compliance with College, provincial and federal policies, and reporting requirements. The Manager, Payroll Services and Systems (the "Manager") leads, trains and supervises the Payroll team and ensures high service levels and standards are met. The Manager plans, develops, implements, administers, maintains and evaluates payroll systems required to support payroll operations and activities. This includes providing leadership, direction and advice to administrators, faculty and staff. The incumbent participates in the development, revision, and implementation of policies and procedures; recommends improvements for functionality of the system. The Manager is responsible for transforming and enhancing the processes, systems and tools in the payroll area to manage payroll operations effectively and efficiently. The incumbent is also responsible for assessing and initiating change to current services and developing new processes that will deliver efficient and effective services.


This position is accountable to the Director, Finance for:

1. Providing comprehensive payroll services to the College employees and stakeholders which includes:

• Payment of all payroll obligations and required remittances to external organizations, such as Canada Revenue Agency ( CRA ) and Pension Corporation, on a timely basis;

• Analyzing and processing payroll information to ensure that payrolls are produced by respective deadlines;

• Developing policies, procedures and internal controls to ensure compliance with CRA , federal and provincial legislation, statutory regulations, collective agreement provisions, College and accounting policies;

• Establishing appropriate service level criteria, guidelines and change management processes;

• Reviewing, implementing and assessing changes to existing business process plans and new business processes and policies;

• Identifying challenges with interpretation or implementation of collective agreement provisions and provides support in analyzing payroll and benefit costs for collective agreement bargaining;

• Providing training and guidance to administrators, faculty and staff for the interpretation and application of statutes/regulations and College policies and procedures specific to payroll functions;

• Identifying, managing and monitoring the risk and exposure (including legal, financial and performance) to the College that is presented by current and future financial activities;

• Maintaining current knowledge of technical developments in payroll legislation and practices.

2. Plans, assigns and directs the activities of the Payroll Services team, and supports the Payroll Supervisor in managing the human resources assigned to the Payroll Services department which includes:

• Leading, inspiring, and coaching the Payroll Services team towards technical and professional excellence;

• Building, nurturing and maintaining a culture of learning, inclusivity, and teamwork;

• Managing unionized staff including recruitment and selection, training, performance planning, evaluating and disciplining where appropriate;

• Interpreting and administering the BCGEU Collective Agreement, representing the College in grievance procedures, as required;

• Leading by example, modeling values and behaviors that are collaborative and cooperative;

• Ensuring staff participate in required training and appropriate professional development that will support them to maintain and enhance the professional and job related skills to provide high level of service to support employees;

• Ensuring staff are following current policies and procedures and processes are executed promptly and efficiently.

3. Managing, planning, designing, developing and evaluating an in-house payroll systems which includes:

• Participating in planning, developing, and implementing payroll information systems that meet the information needs of a variety of constituents and will benefit the College;

•Developing requirements, testing, monitoring, maintaining and initiating corrective measures for payroll systems needs by liaising with appropriate individuals, departments, and organizations;

• Monitoring changes in requirements and the production of reports and coordinating system implementation of system changes;

• Protecting the integrity of College financial and payroll data and to safeguard College assets by monitoring the systems through the use of reports and internal controls.

4. Reporting and monitoring of payroll and benefits costs which includes:

• Monitoring and analyzing payroll and benefits expenditures against budget;

• Assisting in the preparation of annual budgets and forecasts for payroll and benefits costs;

• Planning and preparing appropriate year end accruals, reconciliations and variance analysis as required;

• Providing comprehensive reports and creating ad-hoc reports for distribution to internal or external stakeholders;

• Preparing monthly management reports, developing and providing appropriate key performance indicators (KPI's) for the organization;

• Developing reports, drafting policies and procedures that provide for planning and monitoring of College payroll and benefits costs.

5. Perform other duties as required, such as:

• Developing and monitoring the unit's portion of the department's budget

• Developing, monitoring, and implementing objectives to achieve departmental goals to support the College strategic plan;

• Representing the College with external auditors and regulatory bodies,

•Carrying out special management projects, which may be confidential or sensitive with respect to College operations.

• Acting as Director, Finance or on behalf of Director, Finance or Finance managers as and when the need arises.
To Be Successful in this Role You Will Need
• A Bachelor's degree in Accounting, Business Administration or similar field and completion of a recognized professional accounting designation ( CPA ) and/or a recognized Certified Payroll Manager ( CPM ) designation

• Five years of progressive experience in payroll, preferably in a unionized environment.

• An equivalent combination of education, training and experience may be considered

• Demonstrated knowledge, ability and experience in the design, development, management and maintenance of data collection and payroll systems in a computerized environment, including ability to troubleshoot issues associated with payroll information systems.

• Demonstrated management experience at a mid to senior level in a large business or post- secondary educational setting including experience in supervision and administrative management.

• Demonstrated decision-making capacity together with an ability to ensure effective decision-making within a collegial environment.

• Excellent written, verbal and interpersonal communications skills together with proven experience in resolving conflict and ability to work in stressful situations.

• Extensive knowledge of payroll regulations and issues of compliance.

• Demonstrated ability to interpret and apply policies and regulations.

• Demonstrated ability to model appropriate professional, ethical and collaborative behaviours consistent with the responsibilities of this position.

• Excellent planning, organizational and administrative skills.

• Experience in business workflow design and business process improvements;

• Demonstrated ability to lead and support the work of others.


Leadership: Commits to the vision and key priorities of self and others. Creates a sense of energy by empowering others and recognizing performance. Inspires and leads self and others to demonstrate Douglas College values of honesty and integrity; innovation and creativity; community and relationships; and sustainability, diversity and inclusion.

Drive for results: Identifies important outcomes, uses resources to deliver quality and excellence, and achieves results that are aligned with College goals. Demonstrates accountability to others and external stakeholders. Pursues goals and assignments effectively with high standards, and follows through to completion.

Collaboration: Proactively builds collegial relationships within Douglas College and with external stakeholders. Builds trust with others and contributes to an environment that encourages people to work collaboratively and productively to achieve outcomes. Treats people equitably and values the diversity of others.

Systems thinking: Recognizing that the work of individual departments or units forms part of a larger, interrelated environment, takes a global perspective and leverages solutions from all business functions, maintaining the overall big picture of the College and its interrelationships.

Forward-looking: Drives and supports change and innovation to bring new ideas and improvements that enhance or transform the College's delivery of services, programs and strategies. Is aware of trends, challenges current thinking and practices, and engages in continuous improvement.

Creative problem-solving: Assesses options and implications in new ways to achieve outcomes and solutions. Responds resourcefully, flexibly and positively when faced with new challenges and demands.

Communication: Is open to and listens to others. Communicates effectively, clearly and respectfully, in writing, verbally and non-verbally, with individuals and in groups.

Inclusion: Treats people fairly, respectfully and equitably, and values the diversity of others. Models Douglas College values and demonstrates integrity in all actions. Promotes an environment that provides opportunities for all, regardless of differences.

Indigenization: Understands the importance of truth and reconciliation, decolonization and Indigenization within the post-secondary context. Develops and starts own learning journey, and can articulate what Indigenization means and how it applies to their role at the College.

Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 05/26/2023 Close Date Open Until Filled Yes Special Instructions to Applicant
Interested applicants must submit their application and all required documents online by June 7, 2023.

Qualified internal applicants shall be given first consideration in filling this position. ALL INTERNAL APPLICATIONS MUST BE RECEIVED BY : May 31, 2023

This position will remain open until filled.

Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying.

All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
Quick Link for Direct Access to Posting