Senior Payroll Administrator

Accounting / Finance, Human Resources

Saint Mary\'s University

Halifax City, Nova Scotia

Halifax, NS | Human Resources and Recruitment | Experienced | Full-time

Position: Senior Payroll Administrator (APC)

Department: Human Resources

Annual Salary: $47,807 - $61,609 (Group 4)

Under the direct supervision of the Supervisor, Payroll & HRIS, the Senior Payroll Administrator prepares student/casual/part-time/full-time payroll for a population of over 2000 while providing excellent customer service to both internal and external customers and maintaining strict confidentiality. The Senior Payroll Administrator works collaboratively with other Human Resources employees to ensure the timely, accurate and effective delivery of Human Resources/Payroll Services. The Senior Payroll Administrator will also spend a portion of the time doing work similar to that done by the Payroll Administrators but that will typically be more complex and is responsible for all aspects of the administration of the part-time faculty Collective Agreement as well as interpreting and administrating other collective agreements.


Duties as the Senior Payroll Administrator include, but are not limited to:

  • Tracking administrative matters relating to part-time faculty appointments.
  • Maintaining all records for part-time faculty members including processing contract recommendations for all part-time faculty and verifying departmental recommendations are consistent with requirements of both the part-time and full-time faculty collective agreements (e.g. stipends, budget codes, limitations on maximum course assignments for part-time faculty, requirement for reviews). 
  • Recording all signed contracts upon receipt and ensuring follow-up of those pending signature in a timely manner prior to the beginning of each semester.
  • Advising the Payroll Administrator in the event of cancellation of a part-time contract; ensures that cancellation fees are paid, in accordance with the Collective Agreement.
  • Responding to questions from Deans, Chairs, Departmental Secretaries and part-time faculty regarding matters such as the application of the part-time faculty Collective Agreement; the status of recommended contractual appointments; and three-year evaluations of part-time faculty.
  • Maintaining and annually revising the “Precedence List” for part-time instructors and communicating the updated Precedence List to Deans and Departments and to representatives of the part-time faculty union, in accordance with the Collective Agreement.
  • Maintaining open files on issues and improvements re; collective bargaining and areas where technology enhancements will improve service.
  • Creating and updating system processes based on vendor needs, required legislation or changes in requirements, polices and/or collective agreements.
  • Identifying problems with data entry or processing and developing ways to limit errors through reports or process changes.
  • Updating salary tables and processing salary increases.
  • Responsible for mass benefit updates.
  • Assisting in the development of upload files.
  • Troubleshooting when system set up is causing a payroll error.
  • Updating the payroll calendar in Banner.
  • Updating the benefit/deductions rates as determined by annual rate changes and government legislation.
  • Coordinating the development and maintenance of standardized reports and the creation of ad hoc reports to ensure compliance with departmental needs or collective agreement requirements.
  • Updating and distributing various payroll schedules and communications to the University community.
  • Complying with government requirements and reporting including Reduced EI Rate Application and report on new hires.
  • Reviewing the PIER report annually and identifying balances in dispute. This may include communicating corrections to Canada Revenue Agency (CRA); and remitting amounts owing for Canada Pension Plan (CPP) and Employment Insurance (EI) under remittances. 
  • Providing Statistics Canada information to Institutional Research and Analysis for annual Faculty Reporting. 
  • Processing carry over requests and producing annual vacation availability reports as per the Collective Agreements.
  • In accordance with the Collective Agreements, generating and providing established reports to applicable departments, unions and union representatives.
  • Updating remittance reports upon change in benefit rate changes.
  • Responding promptly and effectively to inquiries redirected by the Payroll Administrators, both internal and external, by phone, email, in person and by mail. Responsible for gathering information regarding the inquiry, determining the best course of action, resolving the issue or redirecting the inquiry where appropriate.
  • Reviewing, confirming and signing off on Salary Employees (SE) transactions that affect pay.
  • Ensuring Human Resources staff understand Payroll processes and adhere to deadlines.
  • Approving all payments produced outside of the payroll cycle for all employees.
  • Monthly reconciliation of the benefits payment – Banner to the General ledger (GL).
  • Analyzing payroll workflow processes and identifying areas requiring streamlining and improvement.
  • Standardizing and documenting internal procedures and maintaining the Payroll Procedure Manual.
  • Ensuring payroll policies and procedures comply with legislation and relevant collective agreement requirements and company policies.
  • Providing required payroll back-up support for Payroll Administrators during peak periods and absences.
  • Requesting reports and preparing cheque requisitions and/or uploading files for all remittances including Canada Revenue Agency, unions, garnishments, etc. 
  • Maintaining pay period tables in Banner for three (3) Pay ID’s.
  • Updating salary scales as collective agreements and non-union salary scales are implemented and providing table updates to Finance for approval and compliance with current audit practices. 
  • Working closely with Financial Reporting and Analysis regarding G/L account inquiries, bank account transactions and accounts receivables processed by payroll.
  • Maintaining current knowledge of collective agreement and Canada Revenue Agency updates.
  • Remaining current in trends and developments in laws and regulations that apply to Payroll and HR policy.


To be the successful Senior Payroll Administrator you will possess an undergraduate degree with a business concentration and a minimum three (3) years of directly related payroll processing experience in a large complex payroll or community college courses equivalent to two (2) years post high school education and a minimum of five (5) years’ directly related payroll processing experience in a large complex payroll. You will also have completed the Intermediate Payroll Level 2 from the Canadian Payroll Management Certificate Program. You will demonstrate excellent communication and interpersonal skills, both oral and written; have a successful record of teamwork in a high volume work environment with the ability to handle multiple priorities; and excellent computer/keyboarding skills using in integrated computerized payroll system, Word, Excel, File Transfer (FTP) software and Crystal Reports where speed and accuracy are important. Superior organizational skills and attention to detail is critical and the ability to handle and maintain strict confidentiality while understanding the conditions under which information can be released will round out your qualifications.

Core Skills

  • Crystal Reports
  • Collective Agreements
  • Payroll Analysis
  • Payroll
  • Human Resources
  • Reports

A little bit about us

Saint Mary’s University

Founded in 1802, Saint Mary's University is one of Canada's oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world. Saint Mary's University is home to one of Canada's leading business schools, a Science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Work With Us

Apply for this opportunity online by using the online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Now" button. Please include the names of three professional references. No telephone calls please.

The search committee will begin to consider applications on April 23, 2018 and continue until the position is filled.

Saint Mary’s University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary’s University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary’s University promotes a scent free environment and is proud to be tobacco-free as of September 1, 2013.

Apply Now