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HRIS Specialist
DATE:   4/14/2020
JOB TITLE:   HRIS Specialist
JOB CLASS:   Professional
JOB STATUS:   Full Time
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Alumni Annex
TITLE OF IMMEDIATE SUPERVISOR:   Director of Human Resources
DEPARTMENT:   Human Resources
SECTOR:   SVP

SUMMARY:

The HRIS Specialist maintains all human resource information management systems for the University, provides technical guidance and direction to HR staff on the operation and maintenance of the HR data systems, develops reports for HR and administration compliance reporting, maintains the on-line application process, and works collaboratively with IT to troubleshoot technical issues and address problem areas within HRIS systems.  


ESSENTIAL DUTIES:

Input, manage and maintain all employee data in Colleague; Conduct data analysis on HR data such as compensation, classification, employment, employee relations, and/or benefits data as directed. Prepare reports, graphs, charts and statistics in support of human resources operations; Create and maintain process documentation for all HRIS processes;  Manage the applicant tracking system process, including setting up access for search committee, troubleshooting technical issues, and closing positions; Work in collaboration with the benefits and employment managers to update and maintain HR webpages, including creating new pages as needed; Support university planning and decision-making by providing appropriate data; Create and prepare various reports such as headcounts, turnover, service years, and other on-demand reporting as requested; Prepare and submit detailed reports for federal compliance, including ACA, IPEDS, census requests, etc. Compile employment and salary data for the CUPA salary survey submission and assist the benefits manager with obtaining benefits data for the CUPA benefit survey; Update and maintain organizational charts and job descriptions for all university departments and employees to ensure all titles and reporting relationships are accurately reflected across all HR systems. Coordinate with IT to set up the annual performance review process and provide technical support and training to employees and supervisors as requested; Manage the PTO system, including PTO accruals for new hires, adjusting PTO allotments during the start of the fiscal year, and providing technical support to university employees. Create and distribute surveys following HR events and initiatives to obtain data and feedback to evaluate performance and make improvements if necessary; Maintain the motor vehicle record database to ensure records are in compliance with university policy; Perform routine data audits to ensure all employee records reflect current employment status; Remain aware of regulations and changes impacting the HRIS system and operations;  Participate in training sessions/webinars with vendor as needed to keep abreast of system updates and enhancements.  Configure Colleague to support annual benefit open enrollment process, including creating and auditing eligibility rules, benefit eligibility groups, benefit codes, medical rates, employee elections and vendor reports.  Coordinate employee recognition programs and events, including chairing the Outstanding Employee of the Quarter committee and coordinating the annual service award luncheon and gift selection process; Provide administrative support such as preparing and composing confidential correspondences; Respond verbally or in writing to inquiries, or problems, providing information requiring comprehensive knowledge of university policies and procedures; Participate in special projects and university initiatives as requested; Serve on committees as assigned by supervisor, including search committees; Assist as back-up to benefits manager, employment manager, and HR generalist as needed; Handle confidential information and records with absolute caution, discretion and judgment; Employees are expected to maintain the confidentiality of all confidential and proprietary information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after their employment with the University.  If a faculty or staff member has a question about the confidentiality of a particular matter, he/she should consult their supervisor.  Any violation of this rule shall subject the faculty /staff member to disciplinary action, up to and including immediate termination of employment; Perform other duties as assigned. 


GENERAL DESCRIPTION:

% of Time

50%  Maintain and update the HRIS, compile data on active employees and changes, and provide reports for the Office of Human Resources, and other departments as needed

20%  Complete yearly required reporting for ACA, IPEDS, and CUPA surveys           

15%   Coordinate and follow up annual performance review process and benefits online enrollment process   

5%    Maintain the on-line application process, organizational charts, and update job descriptions   

5%  Assist with HR events including, new hire and adjunct orientations, employee service luncheon, Christmas party, and retiree luncheon  

 5%  Serve on committees as assigned by supervisor; (i.e. search committees, outstanding employee, professional development, etc.)

 


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Ability to read and comprehend various forms, documentation, files and information in the department. Excellent understanding of Colleague, NOVUS, information systems and  MS Office programs.   Ability to receive telephone calls and/or e-mail, respond to inquiries and communicate with others by telephone and/or e-mail.   Strong organizational,  interpersonal and written communication skills.   Ability to communicate effectively with faculty, administrators and support employees.   Flexibility to work extra hours as required by assignments and projects.   Ability to learn and understand Niagara University Policies and procedures.   Proficiency to handle various office machines including but not limited to: calculator, keyboard, computer, copy machine and fax.


ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required.  Tasks involving working on a computer keyboard, calculator, cutting, labeling, and taping involve extensive wrist and hand movement.  All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


QUALIFICATION STANDARDS:

Bachelors degree in Human Resources;  One to two years of experience with working with an HRIS system.  A minimum of three years of experience working in a similar capacity in an institution of higher education or not-for-profit.



Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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