Job Description:
The Consultant HR Data Specialist oversees the Higher Education Organization’s Human Resources Information System (HRIS) and serves as the central information resource for all employee records specializing in faculty contracts. This position serves as a subject-matter expert on technical workflows, data processing and other types of records management (both electronic and paper-based). This position is responsible for efficient and accurate data collection and maintenance; generates regular and special reports from the HRIS database; and oversees the overall faculty contract process. This position reports directly to the Vice President.
Responsibilities:
- Maintains an HRIS database and confidential Employee files. Monitors overall data integrity and the department’s records retention schedule. Performs data and records cleaning where necessary. Ensures completeness of data and records. Follows up to obtain missing or additional data. Tests, troubleshoots and monitors database integrity and resolves problems as needed.
- Works with the IT department to refine the HRIS database, electronic records and record-keeping systems, and online faculty contract processes. Anticipates and accommodates future technical and programmatic needs for human resources-related reports and data collection. Performs database enhancements as appropriate.
- Produces standard and ad-hoc reports for Supervisor and other human resources personnel. Modifies data fields, technical programming, or coding to meet user reporting needs as appropriate.
- Designs data structures to accommodate testing environments, storage of historical data, regulatory compliance and easy accessibility to other users within Human Resources.
- Conducts in-house training for human resources personnel and other staff as needed. Provides guidance regarding online operations, work systems, and procedures. Develops written procedure manuals to supplement training.
- Coordinates paperwork for faculty contracts. Reviews contracts for completeness and accuracy. Notifies departments or Provost’s Office of discrepancies. Drafts and/or produces correspondence, memorandums, and emails based on knowledge of faculty payroll policies and faculty contract record-keeping procedures.
- Monitors faculty salary increases. Ensures that faculty pay practices comply with Higher Education Organization policy. Alerts supervisor of any exceptions or diversions from current policy.
- Processes Payroll Authorization forms for all faculty-related changes. Tracks part-time faculty work hours and informs Benefits Manager of faculty eligibility for benefits and/or Higher Education Organization contributions towards the 403(b) retirement plan.
- Processes employment verification requests, EDD notices, and other documents related to employee records.
- Maintains and modifies the Human Resources website including content, graphical and multimedia displays and communications. Gathers feedback for website improvement and enhancement. Tests, maintains and ensures functionality of links. Monitors website for consistency, cross-referencing and compliance with Higher Education Organization standards for website content.
- Screens, hires and trains temporary workers and/or student workers to help with data entry and maintenance of the department’s database and/or other records. Evaluates performance and provides guidance and feedback as appropriate. Schedules and prioritizes workloads to ensure projects are completed according to plan.
- Networks with professional counterparts inside and outside the Higher Education Organization. Participates in professional associations to stay informed of new developments and technologies. Makes recommendations to management regarding technology changes based on developments in field and business needs.
- Performs other related duties as assigned.
Qualifications:
Bachelor’s degree preferred or combined experience/education as substitute for education. Basic knowledge or direct experience in relational database applications and/or database design. Must have at least 5 years human resource work experience. Must have higher education working experience in HR at College or University. Strong data entry skills and understanding of database structures, theories, principles and practices. Sound knowledge of documentation procedures. Some experience with Web programming. Strong analytical and problem solving skills. Demonstrated ability to work independently and collaboratively. Strong oral and written communications, technical planning, and organizational skills.
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