Hris Data Specialist

Position Title:

HRIS Data Specialist

Position Type:

Regular

Hiring Range:

$83,500 to $98,200/annual; Compensation will be based on education, experience, skills relevant to the role and internal equity.

Pay Frequency:

Annual

POSITION PURPOSE

Under the direction of the HRIS Manager, the HRIS Data Specialist is primarily responsible for data administration by effectively and efficiently, maintaining, auditing, processing and reporting sensitive Human Resources data. This position is responsible for reviewing the integrity of HR data entered by HR staff and by employees through self-service applications.

This position is responsible for the timely and accurately completion and reporting of all HR and related surveys. This position partners with key teams and departments of the University community including IT, Institutional Research, Budget Office, Provost Office, University Finance Office, Law School, Athletics, SPO, etc. on a variety of special projects and activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.Data Integrity and Administration

• Interprets and applies company policies and procedures regarding all types of employment actions and ensures actions are captured accurately in HCM system

• Ensures data integrity by using system reporting and auditing tools, including Workday and Prism reports, to identify data issues and works with staff to resolve issues and develop documentation as needed

• Resolves data related issues through research, communication, collaboration and problem solving

• Continuously audits and maintains database accuracy by conducting data audits of payroll, benefits and other HR related information

• Works with HR staff in assessing system training needs and developing training plans

• Develops and maintains business process documentation

• Identifies, recommends and implements solutions to increase efficiency and effectiveness of HR processes

• Reviews data received for discrepancies; requests clarification or advises HR staff and management team of issues related to the data and performs data verification

• Manages the ongoing development of training plans and training documents for all HR system users including internal and external users.

• Manages the system training program for new HR staff

• Responsible for the coordination of the annual PC replacement and department computer equipment software licenses inventory

• Keeps abreast of changes related to HR applications and software/systems and trains HR team members on changes

• Handles and maintains confidential information professionally and consistent with applicable regulations and SCU policy/guidelines

2.Data Reporting and Surveys

• Manages accurate and timely preparation and maintenance of survey data and processes.

• Partners and collaborates with the Office of Institutional Research on the completion and filling of the IPEDS survey.

• Gathers, analyzes and provides data for annual compliance reporting such as AAP, CA Pay Data, EEO-1, Vets, NCAA, ABA, 990 Forms, etc.

• Collects, manipulates and analyzes data as needed for internal and external reporting

• Runs reports in HRIS for distribution as requested by HR Management team

• Designs, develops and modifies reports to meet the informational needs of HR and our customers and to measure HR effectiveness and efficiency.

3.Support HRIS function

• Partner effectively with IT support to optimize our HR information system effectiveness and efficiency

• Responsible for supporting the coordination and completion of system testing cycles

• Responsible for supporting, developing and maintaining testing plans and ensuring that all modules and functionality are tested

• Support University system upgrades, patches, and other technical projects as assigned

• Provides backup support for the development and maintenance of HR websites and social media sites

• Participate in HR staff meetings and other meetings and/or committees as assigned

Other duties as assigned.

Participate in and complete job-related special projects as assigned by supervisor and/or HR leadership team.

C. PROVIDES WORK DIRECTION

Provides work direction to student assistant(s) as needed.

D. GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment. This position also requires Commitment to understand and support Santa Clara University's distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience and compassion in pursuit of its mission and goal

1.Knowledge

• Advanced working knowledge of HR system modules, i.e., Recruiting, Benefits, Payroll, Talent Acquisition, Time Keeping.

• Advance working experience with Workday reporting tool, and ability to write complex and advance reports preferred

• Working experience with web content management system. Terminal Four system preferred.

• General knowledge of federal and state employment laws

• Understanding of record retention laws, compliance requirements, and HR concepts and processes, preferred.

2.Skills

• Excellent organizational skills and attention to detail required to ensure data integrity, manage multiple and competing deadlines and ensure adherence to University policies, procedures and guidelines

• Critical thinking and problem-solving skills required

• Advanced analytical and listening skills required to understand, review, analyze and recommend changes to existing processes.

• Strong interpersonal and written communication skills

• Strong presentation and training skills

3.Abilities

• Ability to prioritize, organize, and manage tasks and time effectively; flexibility is required

• Ability to communicate effectively with different levels of management

• Demonstrated ability in the use of information system technology to improve operational processes

• Ability to understand complex processes and simplify and streamline processes

• Ability to handle confidential information with sensitively and discretion

4.Education

• Bachelor's degree in business, preferable with concentration in information systems or human resources field required, or equivalent combination of education and work experience

5.Experience

• Required minimum of five years working experience in information systems or working and supporting HR systems with knowledge of system configuration, analysis and report writing

• Progressive experience in leading or coordinating HRMS system module implementations, upgrades and enhancements

• Workday ERP system experience preferred

• Proven experience using relational database systems software applications

• Demonstrated successful experience in creating and presenting reports using presentation software/tools.

• Extensive experience in personnel data management, preferable in higher education environment

• Experience in higher education environment preferred

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• Requires occasionally to work extended hours, weekends and or holidays with or without advance notice

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

• May be required to occasionally travel to outside customers, venders or suppliers or job fairs.

• Ability to lift and move moderately heavy objects, up to 50 pounds safely

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

COVID-19 Statement

The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.